Terms & Conditions
Full Hire Agreement & Terms and Conditions
Master Version 2026 – Updated
- Company Details
Hampshire Party Pods Limited (Company No. 13361047) whose registered office is 24 Church Street, Rickmansworth, Hertfordshire, WD3 1DD (‘the Company’). - Formation of Contract & Acceptance
This Agreement becomes legally binding upon the earlier of: (a) payment of the required deposit; or (b) electronic acceptance or digital signature. By paying a deposit, the Client confirms they have read, understood and agree to these Terms in full. Electronic acceptance has the same legal effect as a handwritten signature. - Booking & Payment Terms
Marquee bookings require a 35% non-refundable deposit. The remaining balance for marquee bookings is payable in two instalments: 1st of the month two months prior and 1st of the month one month prior to the event. Non-marquee bookings require a 50% non-refundable deposit with the balance due 30 days prior. Items removed within 60 days remain fully chargeable. Final numbers must be confirmed 30 days prior to the event. Late payment constitutes material breach and may result in cancellation without refund. - Cancellation Policy
Marquee bookings: 35% deposit non-refundable. 60–31 days prior: 75% payable. 30 days or less: 100% payable. Non-marquee bookings: 50% deposit non-refundable. 30 days or less: 100% payable. All cancellations must be confirmed in writing. - Weather & Wind Policy
Structures will not be erected where wind speeds are forecast above 35mph or where conditions pose risk. No refunds will be given in such circumstances. Clients are strongly advised to obtain independent event insurance. Marquees must remain fully closed when not in use or during high winds. - Installation, Access & Timing
Installation dates are advised in advance but confirmed approximately two weeks prior. A two-hour arrival window applies for installation and collection. Delays may occur due to traffic, weather or other site delays. Waiting charges of £50 + VAT per hour apply if access is unavailable. Staff must have vehicle access within 20m of structure location. No third parties may enter structures during erection or dismantling.
6A. Furniture Delivery
All hired furniture will be delivered stacked unless a furniture installation and placement service has been requested and agreed in advance. The Company accepts no responsibility for the arrangement of furniture where no installation charge has been included in the booking.
6B. Electrical Positioning & Installation Confirmation
Electrical Positioning: The Client (or authorised representative) must be present on site at the commencement of installation to clearly indicate the required positions of all electrical supplies, sockets, distribution boards, generators or power sources. Failure to provide clear instruction at the time of installation may result in repositioning charges of £75 + VAT per hour. The Company accepts no responsibility for incorrect positioning where the Client has not been present to provide instruction.
Installation Completion: Upon completion of marquee and/or electrical installation, the Client (or authorised representative) must be present on site to inspect the structure, lighting and electrical installation. If the Client is not present at the agreed completion time, the installation will be deemed accepted as completed. Any alterations requested after installation has been completed may incur additional labour and call-out charges. - Site Requirements & Preparation
A flat, clear lawn is required with 2m perimeter for marquees and 1.5m for bell tents. Grass must be cut and fully prepared at least 3 days prior and not cut during the hire period. We recommend the lawn is cut at least 5 days in advance; please note that if the ground is not flat, grass matting will be difficult to lay. No erection under trees, bushes or overhead wires. Damage from tree sap, bird droppings or foliage will incur cleaning or replacement charges. If site is unsuitable on arrival, we reserve the right not to erect with no refund. - Fire, BBQ & Smoking
BBQs and naked flames must be minimum 8 feet (2.5m) from any structure. Smoking inside structures incurs £50 + VAT cleaning charge plus repair costs. Candles are used at the Client’s own risk. Wax damage will incur replacement charges. - Bell Tent Occupancy Limits
5m Bell Tent: maximum 4 single beds. 4m Bell Tent: maximum 2 single beds or 1 double bed. Exceeding limits constitutes breach of contract. - Cleaning & Damage Charges
Bell tent sickness: £100 + VAT. Soiled mattress replacement: £150 + VAT. Muddy matting: £50 + VAT per roll. All broken, stained or missing items charged at replacement value. All rubbish must be removed prior to collection. - Table Dressing & Furniture
For the avoidance of doubt, table dressing refers to the hire of items and goods for the purpose of dressing tables and does not include an installation or styling service. All table dressing hire will arrive in boxes unless a table dressing installation service has been requested and agreed in advance. All tableware must be rinsed and repacked in provided boxes upon collection. Broken or heavily stained items charged at replacement cost. Severe linen staining that cannot be removed will incur replacement charge.
11A. Client Responsibilities During the Hire Period The Client is responsible for all hired equipment from the time of installation until collection is complete. The Client is responsible for the behaviour of all guests attending the event and any damage caused by guests will be charged to the Client. Hired structures, furniture and equipment must not be moved, altered or tampered with during the hire period without prior written consent from the Company. The Client must ensure that all equipment is kept secure and protected from theft or vandalism during the hire period.
11B. Pets & Animals
No pets or animals are permitted inside or immediately around any hired structure at any time. Any damage caused by pets or animals — including but not limited to scratches, soiling, chewing or staining — will be charged to the Client at full replacement or repair cost.
11C. Collection & Condition of Equipment
All hired equipment must be returned in the same clean condition as it was delivered. Structures, furniture and accessories must be clear of rubbish, food, drink and debris prior to collection. The Client is responsible for ensuring reasonable access is available for collection within the agreed collection window. Waiting charges of £50 + VAT per hour apply where access is not available at the agreed time. Any equipment returned in an unacceptable condition will incur cleaning, repair or replacement charges at the Company’s discretion.
11D. Power Supply
The Company accepts no responsibility for the adequacy, reliability or safety of any power supply provided by the Client or third parties at the event site. Where the Client provides power, it is the Client’s sole responsibility to ensure the supply is suitable for the equipment being used. The Company shall not be liable for any damage to equipment or failure of service arising from an inadequate or faulty power supply. Any damage to the Company’s equipment caused by a faulty or unsuitable power supply will be charged to the Client at full replacement or repair cost.
11E. Photography & Marketing
The Company reserves the right to photograph hired structures, furniture and styling at events for use in its own marketing materials, website and social media channels. If the Client does not wish for photographs to be taken or used for marketing purposes, they must notify the Company in writing prior to the event date. Where no such request is received, the Company’s use of event photography will be deemed accepted by the Client. - Sub-Hire & Handling Fee
Where items are sub-hired on behalf of the Client, a 12.5% handling fee applies. Sub-hired items remain subject to these Terms. - Optional Damage Waiver
An optional 5% non-refundable damage waiver applies to marquee, furniture and table dressing bookings. Cover limits: Up to £2,000 = £250; £2,001–£7,500 = £500; £7,501–£15,000 = £1,000. Excludes canvas damage, structural damage, negligence, intentional damage, theft, weather damage and fixed cleaning charges. We reserve the right to pursue full recovery where exclusions apply. - Insurance & Liability
The Company holds Public Liability Insurance covering proven negligence only. The Client is responsible for equipment during the hire period. We are not liable for indirect or consequential loss. - Force Majeure
The Company shall not be liable for failure to perform due to circumstances beyond reasonable control including severe weather, supplier failure, or government restriction. - Governing Law & Severability
This Agreement is governed by the laws of England and Wales. If any provision is held unenforceable, the remainder shall remain in full force. This Agreement constitutes the entire agreement between parties.
Execution
By paying the deposit or providing digital acceptance, the Client agrees to be legally bound by these Terms.