Igloo Disco Event Hire Booking Terms and Conditions of Use
1. Definitions
1.1. Below lies a list of definitions of the terms that can be found throughout this terms and conditions document.
“Company” refers to Igloo Disco Ltd.
“Client” refers to the booker of the service supplied by the Company.
“Delivery Date”, “Deposit (if any)”, “Equipment”, “Client”, “Price”, “Site” and “User Period” shall have the meanings as set out in the Quotation, Invoice and Booking Form.
‘Period of Hire’ / ‘’Hire Period’’ means the period from the Delivery Date until the Equipment has been dismantled and removed from the event site.
“Quotation” means the quotation sent by the Company to the Client as set out in these terms and conditions.
“Invoice” means the invoice sent out by the Company to the Client as set out in these terms and conditions.
“Booking Form” means the booking form sent out by the Company to the Client as set out in these terms and conditions.
“Advance Site Survey and Operations Checklist” means the site survey and operations checklist for sent out by the Company to the Client as set out in these terms and conditions.
“Damage Waiver Fee” means the optional damage fee paid by the Client to the Company as set out in these terms and conditions.
“Live Event Care and Maintenance Guidance” means the live event care and maintenance guidance instructions given by a Company representative to the Client on the completed erection of the hired Equipment.
“Site Sign off and Handover Checklist” means the site sign off and handover checklist signed by the Client and a Company reprehensive on completion of the erected hired Equipment on the event Site.
These conditions shall apply to all orders and contracts for the supply of Equipment in the UK by the Company or its authorised agents and if there are any qualifications or variations to these conditions it is important for the avoidance of doubt that such variations should be in writing in the space overleaf.
All orders for goods shall be deemed to be an offer by the Client to hire goods in accordance with these conditions, quotation and booking form.
2. The Company Undertakes
2.1. To deliver the Equipment on the Delivery Date and to proceed to erect it for use on or before the commencement of the Use Period except that if the Equipment is table’s, chairs and forms the Company’s obligation is limited to delivery only.
2.2. To dismantle and remove the Equipment from the Site as soon as reasonably practicable after the Use Period.
3. The Client Undertakes
3.1. To pay a 50% deposit (if any) within 7 days of receiving these terms, the booking form, and invoice.
3.2. To pay the remaining balance no later than 28 days before the agreed delivery date, otherwise the hire agreement becomes void and the 50% deposit shall be retained by the Company, unless prior written agreement with a Company representative has been made.
3.4 To obtain any necessary permission to erect the marquee from the site owner.
3.5 To obtain any necessary license’s from the local authority relating to the planned activity within the marquee.
3.6 To obtain planning consent and/or building regulations approval, should this be required.
3.7 If any part of the Equipment hired from the Company includes electrical apparatus to provide such power points or supply as may be reasonably required by the Company within 15 metres of the Equipment, and specify such power points on the Advance Site Survey and Operations Checklist.
3.8 Not to enter the Equipment while it is being erected by the Company and to keep any part of the Equipment that is a framed structure or a tent completely closed and secure and in particular any door in place and fastened when not in use.
3.8.1. The Client shall be responsible for and shall reimburse the Company for any loss of or damage to all hired Equipment whatsoever the cause unless the damage or loss is the fault of the Company.
3.8.2 The Client must provide to the Company proof of having arranged insurance in their name if they have opted out of the Damage Waiver Fee referred to on the quotation for their hired Equipment at least seven days prior to the delivery date of the Equipment. Confirmation that the Clients household insurance policy covers the hired Equipment would be sufficient.
3.8.3 Upon payment of the optional Damage Waiver Fee referred to on the quotation then the above clauses 3.8.1 and 3.8.2 will not apply. Please note that the Client will remain responsible for and will reimburse the Company for any loss of or damage to all hired Equipment resulting from their negligence or criminal act as detailed under clause 7.
3.9 To provide the Company no later than two weeks prior to the Delivery Date with an accurate plan of the Site, detailing any obstructions and all relevant services which may effect the erection of the Equipment and the position on the Site in which the Equipment is to be erected and to advise the Company of any alterations in the Site of which it is aware that may take place after the date that the plan is provided, using the Advance Site Survey and Operations checklist sent out by the Company.
3.10 To supply the Company with sufficient photographs with detail of the igloo marquee location, access for the hired Equipment and any obstructions on the event Site on return with the Advance Site Survey and Operations Checklist.
3.11 To return the Advance Site Survey and Operations Checklist no later than 14 days prior to the agreed Period of Hire, unless the Booking Form has been completed and returned within 14 days prior to the agreed Hire Period then the Advance Sited Survey and Operations Checklist should be returned with the Booking Form.
3.12 To provide sufficient security measures on the event Site to ensure no loss or damage to the Company and Equipment, and send prior confirmation of this clause on return of the Advanced Site Safety and Operations Checklist.
3.13 To provide full detail of all contractors and organisations outside of the Company operating inside, or within a 2 metre radius of the igloo marquee, including full contact details and equipment supplied by the outside contractor on return of the Advance Site Survey Checklist.
3.14 Not to use any lighting, heating, cooking or other gas or electrical appliances of any kind inside or within 10 metres of the igloo marquee without the previous consent in writing to the Company.
3.15 Not to allow event attendees to smoke inside the igloo or within a 5 metre radius outside of the igloo marquee. As set out by Law in the Health Act of 2006.
3.16 Not to consume food or drink that has been packaged in glass inside or within 5 metres of the Igloo marquee.
3.17 Not to tamper with the structure or any part of the Equipment and in particular not to affix or suspend from the Equipment any item whatsoever without the Company’s prior written consent.
3.18 The Client is strictly forbidden to turn off any part of the hired Equipment, and is strictly forbidden to deflate the igloo marquee by turning off the marquee blowers. If this condition is breached this will be classed as negligence and then the Damage Waiver Fee shall become void and the Client will remain responsible for any loss or damage to all the hired Equipment as stated in clause 3.8.3 and 7.
3.19 The Client is strictly forbidden to turn off any part of the hired Equipment, but specifically as stated in clause 3.18 and also specifically the Hired generators.
3.20 The Client is strictly forbidden to alter, touch, or turn off any of the Hired equipment but specifically the sound and lighting Equipment once the hired Equipment has been set up and signed over to the Client. Once the sound levels are set it is crucial that the Client does not alter or touch the sound Equipment volume settings, if this condition is breached this will be classed as negligence and then the Damage Waiver Fee shall become void and the Client will remain responsible for any loss or damage to all the hired Equipment as stated in clause 3.8.3 and 7.
3.21 To keep the power sauce constantly switched on during the agreed Period of Hire. If this term is not met the above clause 3.13 shall be enforced.
3.22 To arrange overnight accommodation with no lesser than a 3* rating with cooked breakfast for the amount of persons attending from the Company, when requested by a Company representative for the duration of the Hire Period.
3.22.1 To arrange the terms set out in clause 3.20 on request of the Company, when the Company specifies the requirement needed to complete the clause, which shall happen on, or no later than 4 days before the agreed Hire Period.
3.22.2 To change, amend and cancel any overnight accommodation booking made by the Client for the Company, by request of a Company representative at anytime from when the Client has signed the Booking Form until the agreed Hire Period has ended at no cost to the Company, unless clause 4.1 comes into effect.
3.23 To ensure that provisions have been made to remove all event waste from the igloo marquee before the agreed igloo marquee set down date and time. If this term is not honoured a £300 litter charge shall be charged to the Client by the Company that will be reimbursed with immediate effect.
3.24 To ensure there is access on the event Site for a pallet truck 1.5×1.5 metres wide for 8metre igloo marquees and 2×2 metres for 12metre and 15metre igloo marquees. The Company reserves the right to cancel the booking at full cost to the Client should the Company arrive on the event site and there is restricted access for the pallet truck.
3.25 To walk around the hired Equipment on completion of the erection of the hired Equipment with a Company representative and event Site representative and complete the Site Sign off and Handover Checklist and acknowledge the Live Event Care and Maintenance Guidance on completion of the handover of the hired Equipment.
4. Variations
4.1 The Company will use its best endeavours to supply the Client with the Equipment ordered but where this is not possible the Company will notify the Client as soon as possible of any alterations to the design and specifications of the Equipment and where the alteration is fundamental the Client may terminate this contract and any Deposit paid will be refunded plus any unavoidable expenses incurred by the Client.
4.2 The Price is based on the assumption that the Client provides a firm and level site for the marquee and is served by an access road adjacent to the Site with adequate standing for commercial vehicles and that is free from flooding trees and overhead obstruction. If this is not the case or if the Client wishes the Company to erect the Equipment in a different position on the Site to the one indicated by the Client to the Company at the time of receiving the Advance Site Survey and Operations Checklist and in either event the costs to the Company are subsequently increased by reason of increase in labour costs or any other factor the Company may increase the price in accordance with the Company’s published price list and hourly labour rates then in force.
5. Cancellation
5.1 Either party shall have the right to terminate this Contract without penalty within 7 days from the date of the contract subject to written confirmation of such termination being given by one party to the other within such period. In the event of such termination be either party the Company shall refund to the Client all sums paid by the Client to the Company by way of deposit or otherwise. The Client is therefore advised not to enter into any other contract that relies upon the hire of the Equipment until this seven day “cooling off” period has passed.
5.2 Once the period of 7 days referred to in the preceding clause has passed, should the Client cancel the contract the Client shall compensate the Company to the extent of the non-refundable 50% deposit paid on signing of the Booking Form.
5.3 Once the period of 7 days referred to in the preceding clause has passed, should the Company cancel the contract the Company shall pay the Client compensation of 50% of the Price (100% if less than seven days prior to the Period of Hire) or the Client’s unavoidable expenses, whichever is greater.
5.4 Cancellation notice less than 28 days prior to the date of hire will result in the full booking amount, 100% cancellation fee being paid by the Client to the Company.
5.5 The 7 day ‘cooling off’ period shall not apply if the booking has been made within the 28 day period prior to the date of hire. If cancellation is made by the Client within this time frame then clause 5.4 shall still apply.
6. Exclusion of Liability
6.1 The Company will make every effort to complete the erection of the Equipment on or before the commencement of the Use Period, provided that the Client has complied with the undertakings set out above. If the Equipment is not erected before the commencement of the Use Period the Client shall have the right to withdraw and the Company shall return all monies paid. The Company shall also reimburse the Client for any unavoidable additional expenses incurred, except that, if the Equipment is not erected because of delays due to weather or other circumstances beyond its reasonable control, the liability of the Company shall be limited to return of the monies paid by the Client.
6.2 The Company will take all reasonable care to avoid any damage to the Clients’ own Equipment but cannot be responsible for any loss suffered by the Client in respect thereof other than as a result of the negligence of the Company’s servants, agents or contractors.
7. Force Majeure
7.1 All orders accepted or contracts entered into are contingent upon freedom from all liability for non fulfilment or delay due to War, Strikes, Lock Out, Civil Commotion, Riots, Force Majeure, Breakages, Fire, Government Control on Priority Regulations, Scarcity of Materials or Labour Difficulties, or other causes beyond our control.
7.2 As in relation to clause 7.1, Force Majeure shall also come into effect should the event have to be cancelled on our before the agreed Delivery Date and Hire Period if the weather should be forecast to be to dangerous to supply the agreed Equipment for Hire. Specifically if the wind should be forecast to be a minimum 25 mph on or around the set up date for the event ‘Hire Period. (As per our H&S documentation on wind loading)
8. Damage Waiver Fee
8.1 An optional Damage Waiver Fee is offered by the Company to the Client as a form of indemnity against the cost of any repairs should the Company’s Equipment be accidentally damaged during the agreed Period of Hire. Indemnity from a Damage Waiver Fee does not extend to damage caused by deliberate abuse or neglect to the Equipment and also does not include cover for any theft and loss of the Company’s’ Equipment during the Hire Period as set out in clauses 3.8.2 and 3.8.3.
8.2 The optional Damage Waiver Fee will not amount to any more than 5% of the total booking fee paid by the Client to the Company.
