Terms & Conditions

Full Hire Agreement & Terms and Conditions (Master Version 2026 – Updated)

  1. Company Details Hampshire Party Pods Limited (Company No. 13361047) whose registered office is 24 Church Street, Rickmansworth, Hertfordshire, WD3 1DD (‘the Company’).
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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. 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.
  7. 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. 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.
  8. 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.
  9. 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.
  10. 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.
  11. Table Dressing & Furniture All tableware must be rinsed and repacked in provided boxes. Broken or heavily stained items charged at replacement cost. Severe linen staining that cannot be removed will incur replacement charge.
  12. 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.
  13. 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.
  14. 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.
  15. 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.
  16. 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.