Marquee Hire Terms & Conditions

Terms & Conditions

IN REGARD TO THE FOLLOWING TERMS & CONDITIONS Imaginations Marquee Hire shall be referred to as "the Company" and the prospective client wishing to hire equipment or structures shall be referred to as "the hirer".

1.1 PRICE & PAYMENT

Payment in full or a non refundable deposit of 25% is required to secure a booking and will be requested at the company's discretion on an individual event basis, (if you pay in full at the time of booking and cancel before one week before your delivery date we will hold 25% of the amount as the non refundable deposit, if you cancel after 7 days before your delivery date you are responsible for the full payment of the hire amount still ) Once you pay your final balance the week before your delivery date the full amount is non-refundable if you cancel your hire with us.

1.2 DEPOSIT PAID. The full balance is due to be paid one week before your delivery date, 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

2.1 The Company’s insurance includes full public liability cover of 5 million pounds. 

2.2 Security of unattended equipment is the full responsibility of the hirer especially if the site is not the hirers land; we strongly advise that the hirer arranges security for the duration of the hire as losses will not be covered by the Company Insurance.

2.3 The hirer will be responsible for all equipment hired until collected by Company employees. If you have taken out the company’s damages insurance you will be covered for any damages unless it breaks any of our terms and conditions, The company’s damages insurance ONLY covers the hirer for damage not theft, damaged goods still remain the property of the company and the hirer will still be charged if any goods are missing. 

2.4 If there is a delay in collection then the hirer must ensure that all equipment is secured in order to prevent theft/damage. 

2.5 If the Company cannot gain access to equipment hired then this will remain the responsibility of the hirer until such times as it can be collected. 

2.6 If the company was to cancel a full refund of the price paid will be paid back to the hirer but no more than that, the company does not and will not offer any compensation and will not pay out for any extras or losses the hirer has paid to cover their event, this will be solely down to the hirer to cover themselves with their own event insurance. 

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

4.1 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 forecasts 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).

4.2 Snow: heating must be on at all times if snow is forecast, the company will supply a heater for this and will cover all extra costs to run this heater. (never leave a heater unattended that you have hired from us, our snow heater is a totally different heater. 

4.3 Cold weather / winter months, When the weather of the evening turns cold condensation can form on the roof of the marquee overnight and drip when the outside temperature rises a little, this can look like the marquee is leaking when it is not, it is strongly recommended not to place table cloths or decoration in the marquee until the day of your event as the condensation can damage them. 

5. DAMAGE

5.1 Any equipment found damaged or missing during the hire period will be repaired or replaced at the hirer's expense, unless you have taken out our damages insurance and then and only then will you not be charged for the damaged equipment, you will still be charged for any missing equipment on collection. 

5.2 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. 

5.3 Any damage must be reported to the company at once even if you have taken out our damages insurance, failure to do so may result in the cost still being placed on the hirer.

5.4 Furniture, Dance floors, Bars, Chillers, Disco Lights & Sound systems can not be left out the marquee, A charge will be made for prolonging the life of the equipment or replacing it and is not covered by our damages insurance. 

6. MARQUEE STRUCTURE

6.1 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. This does not include pvc side walls or windows as they can be rolled up. Do not remove any ratchet Straps or pegs no matter what. 

6.2 Our install team will ask where you would like windows, blanks and doors installed on your marquee if your package includes this. Once you have told our install team they will be unable to change this once the sides are on.

6.3 Please work out where you would like to place the marquee before our install team arrives. Once you have told our install team where the marquee is to be installed they will be unable to change this once the marquee is installed or going up. 

7. FLOORING OR GROUND

7.1 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 your booking deposit or full payment. 

7.2 Grass surfaces must be cut short and all debris including fouling by dogs must be removed prior to the build. 

7.3 Carpet will not be cut to fit round steps or walls.

7.4 (Astro turf) we can not lay carpet onto astro turf. You will need to add our hard flooring to lay the carpet onto. 

7.5 (mud) if there is no lawn and only mud we will be unable to install your marquee.  

8. SAFETY

8.1 For the safety of all concerned, the hirer or any other person may not enter the structure during the time the Marquee is being built. 

8.2 The company cannot be held responsible for any injury or damage sustained by the public in or around the marquee during the hire period.

8.3 Under no circumstances should the hirer alter or tamper with any electrical appliance or power lead following installation, This includes extension cables.

8.4 The hirer should not "plug in" any electrical appliance or power lead to existing extension cables, Unless you have hired a power pack from the company, And then and only then are you permitted to plug your own equipment into the plugs supplied on the power pack and ONLY the plugs supplied on the power pack.

8.5 If the hirer does use one of our power packs it is down to the hirer to check they are not overloading the power pack as this can result in tripping the fuse boxes or coursing  the power lead to melt and may result in a fire. 

8.5 We can only supply mains power cable of up to 50m, if your power outlet is more than 50m from the marquee you will need to hire a generator.

9. FURNITURE

9.1 The company will place all the 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.

9.2 All furniture must be returned back into the marquee after use, any furniture to be found outside when the company collects will result in a charge to the hirer for prolonging the life of the equipment in question. 

9.3 Any burns found on the furniture will result in the replacement cost being levelled to the hirer, As naked flames are prohibited in our marquee’s, you will not be covered for this damage even if you have taken out our damages insurance.

10. HIRERS RESPONSIBILITY

10.1 The hirer must make sure the space where the marquee is to be placed is 1m wider than the marquee and half a metre longer than the marquee hired.

10.2 If the hirer does not have the space required on delivery the company will be unable to install the marquee and the full hire cost will not be refunded, if the company can arrange a decreased marquee size the extra costs for this will be the responsibility of the hirer. 

10.3 The hirer is responsible for signing a completed safety checklist and handover form after consultation with a company representative once the marquee has been installed. If the hirer is not present to sign two company representatives will do this on their behalf and a copy will be left for the hirer's reference. 

10.4 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 or replacing will be charged to the hirer.

10.5 It is the hire’s responsibility to protect all equipment hired to them from: weather, wanton damage, vandalism and theft.

11. LIABILITY

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

11.1 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.

11.2 Delay or cancellation due to adverse weather conditions.

11.3 Delay or cancellation due to the hirer not obtaining appropriate permission from the public or local authority if needed.

11.4 Change of delivery date, The company will do its best to deliver the marquee on the date agreed (at the top of the contact) but holds the right to change this at any time.

11.5 Change of collection date, The company will do its best to collect the marquee on the date agreed (at the top of the contact) but holds the right to change this at any time.

11.6 Breakdowns, if any equipment should break down the company will do its best to repair or replace them or a refund will be given for the price paid to the company to hire them but no more than that, the company does not and will not pay any compensation for breakdowns.

11.7 It will be down to the hirer to cover their event with their own event insurance should we be unable to deliver your marquee, the company will always do its best to meet delivery and collection days and times but if for any reason the company has to cancel your booking the company will not be responsible for any monies lost or compensation.

11.8 The company holds the right to cancel any booking at any time and will not be liable for any costs incurred. A full refund will be made as soon as possible should the company have to cancel your booking but no compensation will be paid by the company.

12. 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.

13. DELIVERY AND COLLECTION 

13.1 The company will do its best to meet all delivery dates and collection dates but at times may have to change your delivery or collection date. 

13.2 We ONLY deliver and collect our marquees between 8am & 5pm Monday to Friday, Weekend delivery / collection will be charged extra for. If you have paid for a fixed AM or PM time slot the company will deliver and install your marquee between 9am and 12pm for a AM time slot and between 12pm and 5pm for a PM time slot. 

13.3 You must make sure there is parking for our install team, If you don't have a drive way it is down to you the hirer to hold a space outside your property for our install team to unload and reload.

14. OUR DAMAGES INSURANCE  

If you have taken out our damages insurance you will be covered for all the below, (PLEASE NOTE: this is for damages ONLY not theft) 

14.1. You will not be charged if any equipment or the marquee is damaged in any way.

14.2. This does not cover any of the below: 

14.2a. Missing equipment, damaged equipment must be placed to one side and shown to our install team on collection, If the equipment is missing you will still be responsible for the cost of replacing them still.

14.2b. Chewing gum on the carpet is not covered by our damages insurance as it is banned from our marquees, you will still be charged if chewing gum is found on any part of our carpets.  

14.2.c. Dog / animal mess, you will still be charged if any dog / animal mess is found to be in the marquee or on it.

14.2.d. Sick in the marquee, It will still be down to you the hirer to clean up and sick in the marquee before our install team arrives to collect the marquee.

14.2.e. If you break any of our terms and conditions.

The marquee and equipment must be in the same condition we left it in when we collect, This includes removal of any rubbish, broken glass and equipment in the marquee that is not ours. 

A charge of £150 will be made if the company has to remove any of the above.

The company will not tolerate any violence or swearing or bad behaviour towards our staff and will terminate any booking in the event of the above. 

It is down to the hirer to read all our terms and conditions and to contact our office before paying their booking deposit if the hirer is unsure of any part of the terms and conditions, Larger copies and audio mp3 formats are available on request.

By booking your marquee with Imaginations Marquee Hire you agree to all the terms and conditions set out above.