Marquee Hire Terms and Conditions

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CARPE DIEM MARQUEES AND EVENTS LTD - Terms and Conditions.

(In regard to the following Terms & Conditions, Carpe Diem Marquees and Events Limited shall be referred to as “the Company” and the prospective client wishing to hire equipment or structures shall be referred to as “the Hirer”.

1. PRICE & PAYMENT

A non refundable 20% deposit will be required to secure a booking and will be requested at the Companies discretion on an individual event basis. The full balance is due to be paid 4 weeks prior to the day of delivery by cash, balance transfer or credit / debit card. We cannot accept cheques at delivery. Payment can be made by BACS or Bank Transfer but these payments must be showing as cleared before the delivery date or the customer must e-mail evidence that BACS transaction has been initiated. Cheque payments cannot be accepted any later than 14 days before the delivery date and must be showing as cleared funds in the Company account prior to delivery. The Company reserves the right to charge interest on overdue monies at the rate of 8% per annum above the bank base rate and varied from time to time. In addition if the Customer defaults on payment the Company reserves the right to place the matter in the hands of their debt recovery agents, without prior warning in writing, and shall be entitled to a full reimbursement of any fees or disbursements paid to the debt recovery agent to aid recovery of monies outstanding to the Company.

2. INSURANCE

The Company Insurance covers our equipment for all risks excluding theft, wanton damage or vandalism. The Hirer shall be responsible for an excess for the first £1000 of any claim.

The Company insurance includes full public liability cover of 10 million pounds.

Security of unattended equipment is the full responsibility of the hirer especially if the site is not the hirer’s land; we strongly advise that the hirer arranges security for the duration of the hire as loses will not be covered by the Company Insurance. The hirer will be responsible for all equipment hired until collected by Company employees. If there is a delay in collection then the hirer must ensure that all equipment is secured in order to prevent theft/damage. If the Company cannot gain access to equipment hired then this will remain the responsibility of the hirer until such times at it can be collected.

3. UNDERGROUND SERVICES

It is the hirer’s responsibility to provide the company with the location of any underground services (gas, water, electricity etc) that could be damaged by marquee fixing spikes. The hirer will be responsible for any costs associated with the repair to unmarked/unidentified services and associated costs relating to their interruption resulting from not being identified to the company.

4. WEATHER

If extreme weather is forecast during the hire period we have the right to decline the erection and use of the structure. This is for the safety of all concerned. A wind management plan will be supplied to the Hirer and it is their responsibility to ensure that this is followed. The Company monitors wind forecast daily and if gusting winds which exceed those set out in our wind management plan are predicted we will endeavour to contact the Hirer and give advice on action to be taken. If the wind management plan is not followed the Hirer will be liable for any damages, claims by third parties or costs as a result of this not being followed. Hirers will be liable for the full hire fee in the event of late cancellation due to weather. Hirers must be aware of this possibility especially during the winter months. Additional Insurance is available at the hirer’s request, which will cover the cost of cancellation / site changes etc. (please ask for details).

5. DAMAGE

Any equipment or items found damaged or missing during the hire period will be repaired or replaced at the hirer’s expense. No items or objects should be stuck to, fixed to, or suspended from the marquee sides, roofs or framework. If tape is used anywhere on the marquee structure a minimum charge of £50 will be levied for cleaning any residue.

6. MARQUEE STRUCTURE

When the marquee has been erected and all exits or openings agreed, this should not be altered or tampered with in any way as this may render the structure unsafe.

7. FLOORING OR GROUND/CONDITION OF SITE

It is expected that if flooring is ordered the ground will be suitably flat to accommodate the type of floor used. The company cannot be held responsible for any uneven finish to the floor caused by pitting or bumps on the surface beneath, the hirer should arrange to level surfaces as much as possible prior to marquee erection. If the marquee build is delayed or cancelled due to the site being ill prepared this may result in loss of the booking deposit and the Company cannot be held liable. Grass surfaces must be cut short and all debris including fouling by dogs must be removed prior to the build. 

Carpe Diem Marquees and Events conditions for hire charges is made on the assumption that the site on which the tents or equipment are to be erected or to which goods are to be delivered is:

• Flat level firm ground
• Surface is grass – unless we have been told and ballasts paid for.
• Grass has been mowed to allow for flooring to be built.
• Easy and safe access for heavy motor transport; 20m maximum distance from vehicles. Ability to move equipment with large trolleys (no stairs/narrow paths)
• Site has no drainpipes, cables or other services buried beneath the surface or otherwise concealed.

If the said site does not comply with these requirements Carpe Diem Marquees and Events Ltd may, in its absolute discretion, either rescind the contract by giving oral or written notice to the Hirer or make additional hire charges. Carpe Diem Marquees and Events Ltd shall not be liable to the Hirer for any loss damage or expense resulting from such rescission of the contract.

8. SAFETY

For the safety of all concerned, the hirer may not enter the structure during the time the Marquee is being built. The company cannot be held responsible for any injury or damage sustained by the public in or around the marquee during the hire period. Under no circumstances should the hirer alter or tamper with any electrical appliance or power lead following installation. This includes extension cables. The hirer should not “plug in” any electrical appliance or power lead to existing extension cables without first discussing this with a Company representative as this can lead to mains power being overloaded resulting in tripped fuse boxes.

9. FURNITURE

The company will place all furniture inside the completed marquee. It is the hirer’s responsibility to arrange the layout of tables and chairs etc. The hirer must ensure that tables and chairs are folded and returned to the delivery area and are stacked for collection following use. A minimum charge of £50 will be levied to the hirer for non-compliance in this instance. All furniture will be counted in and out with any shortages charged to the hirer.

10. HIRERS RESPONSIBILITY

The hirer is responsible for signing a completed safety checklist after consultation with a company representative once the marquee has been installed and in signing this checklist agree to abide by any instructions therein. If the hirer is not present to sign the safety checklist two company representatives will do this on their behalf and a copy will be left for the hirer’s reference. The hirer shall not use cooking equipment, lighting or electrical appliances or decorate the interior/exterior of the marquee without prior consent from the company. Any damage/soiling resulting in such use that may require repair or cleaning will be charged to the hirer. It is the Customers responsibility to supply any firefighting equipment & emergency exit signs that may be required. 

We can supply a 6ltr foam fire extinguisher upon request at an additional charge (£50 + vat).  If this has been arranged, then it will be detailed on the order form.

Marquees and all equipment must be left in a clean and tidy condition with all personal items, rubbish, ALL decorations/fixings etc. removed from the marquee. A minimum cleaning charge of £75 will be made in circumstances where this has not been adhered to. Sticky tape is not permitted on marquee canopy or windows/walls.  Coloured tissue, paper decorations, party poppers or similar are not to be used under any circumstance as the dye permanently stains the marquee when damp or wet. The canopy and/or side walls would need to be replaced in these circumstances and the hirer charged accordingly. Hay bales are not permitted in the marquee if matting is supplied. Please do not hang anything from marquee poles or framework without prior consultation with a representative of the company first.

11. EXTENDED HIRE 

• Period of hire is one day
• Additional days hire prior or after the agreed day of hire are charged at 10% of total hire. This is called extended hire.
  • Guarantee delivery/build prior to weddings in order to set up marquee with other suppliers = 10% of hire total per additional day.
  • Unless extended hire is paid for we cannot guarantee the day we put the marquee up prior to your event or when we will take it away.

11. LIABILITY

The Company will not accept Liability and you may be liable for part/full hire fee:

1. When the marquee build is delayed or cancelled due to the site being inaccessible or ill prepared or in any instance where the site is deemed unsafe by Company representatives.
2. Delay or cancellation due to adverse weather conditions.
3. Delay or cancellation due to the hirer not obtaining appropriate permission from the public or local authority.
4. When water ballasts are used, any delay or cancellation due to no suitable water source being available. Suitable sources include a hydrant or fast flow mains supply. Household or domestic taps are not suitable.
5. Charges may be applied where our staff are required to attend safety briefings or meetings before being permitted onto the site. We must be informed of this requirement at time of booking as this could result in delay or cancellation of the hire if the Company have no prior notification. Any costs associated with delay or cancellation will be passed to the hirer.

12. CANCELLATION BY CUSTOMER

In any instance where the Customer needs to cancel their order they must first email to inform us of the cancellation, or calling and informing a member of staff.  Answer machine messages informing us of cancellation are unacceptable. The Customer must ask the name of the member of staff that they are giving cancellation instructions to and supply a live e-mail address in order that written e-mail confirmation of the cancellation can be sent by return confirming our acceptance of the cancellation. If the Customer cannot provide evidence of this procedure being followed they may be liable for the full cost of their hire.

13. FORCE MAJEURE

While every effort will be made by the company to carry out any order accepted, the full performance of it is subject to variation or cancellation by the company consequent upon Acts of God, War, Strikes, Riots, Lockouts or any other disturbances. Fire, Flood, Storm, Gale or Tempest restrictions on the use of Transport, Fuel or Power. Requisitioning Storage of material or transport or labour or any other cause beyond the control of the Company.

I have read and fully understood Carpe Diem Marquees and Events Ltd Terms and Conditions, including Payment Terms and agree to abide by them.

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