The agreement

The hire agreement comes into existence when the Client signs and returns the Booking Confirmation, or when the Client accepts delivery of equipment or makes any payment in respect of the hire. These terms apply to all hire of equipment and provision of additional services by Event Activators.

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No variation of the hire terms is binding unless agreed in writing and signed by an authorised representative of Event Activators.

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Quotations

All quotations are valid for 14 days from the date of issue. No equipment or time slot is reserved until the Booking Confirmation is issued and the required deposit is received.

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Payment

A structured payment schedule applies to every booking, with a non-refundable deposit payable upon signing the Booking Confirmation and the balance due in stages before the hire period commences. The specific payment schedule is set out in the Booking Confirmation. All amounts are exclusive of VAT. Payments must be made in GBP by bank transfer.

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If the Client fails to make any payment by the due date, Event Activators may charge interest, withhold delivery, and treat all outstanding invoices as immediately due.

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Equipment and inventory

All equipment and inventory remains the property of Event Activators at all times. The Client must not sell, sub-hire, lend, or otherwise deal with the equipment. Modifications, alterations, or additions to the equipment require prior written consent. Identifying marks, serial numbers, and asset tags must not be removed or obscured.

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Smoking is prohibited inside the equipment and within 3 metres of any entrance. Hazardous, flammable, or illegal materials must not be stored in the equipment. Loading limitations and maximum occupancy must be observed.

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Hire period

The hire period commences on completion of installation and ends on completion of de-rig and collection. Hire charges are payable for the full agreed hire period. Any extension must be agreed in writing and is subject to additional charges. If the Client fails to make the equipment available for collection at the end of the hire period, overrun charges apply at an increased daily rate.

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Delivery, installation and collection

All equipment is delivered and collected by our installation team using a HIAB vehicle. The Client must ensure the site has clear overhead clearance, firm level ground, and unobstructed access. Prior to delivery, the Client must complete and return a Site Survey Form.

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It is the Client's responsibility to obtain all permissions, permits, licences, and consents required for delivery, installation, and operation of the equipment at the site.

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If a delivery is delayed or aborted due to inadequate site preparation, all aborted delivery costs are chargeable to the Client. Hire charges accrue from the agreed delivery date regardless of whether delivery has taken place.

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Prior to collection, all inventory must be returned to its original positions and the equipment left clean, empty, and secured.

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Cancellation

Cancellation must be made in writing. Cancellation charges apply on a sliding scale based on proximity to the hire period, rising from the deposit amount for early cancellations to 100% of the hire charges for cancellations made close to the event date. The specific thresholds and percentages are set out in the full Hire Terms and Conditions provided with every quotation.

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Postponements with sufficient notice may be accommodated subject to availability and an administration fee. Cancellation charges apply to any subsequent cancellation of a rescheduled booking.

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Risk and insurance

Risk in the equipment passes to the Client upon completion of installation and remains with the Client until de-rig and collection is complete. Title remains with Event Activators at all times.

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The Client must maintain public liability insurance of not less than £5,000,000 and insurance covering the full replacement value of the equipment and all inventory. Evidence of insurance must be provided on request.

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The Client must immediately notify Event Activators of any loss, theft, fire, or significant damage. Failure to notify within 12 hours may affect the Client's ability to contest damage charges.

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Client responsibilities

The Client is responsible for the care, cleanliness, and security of the equipment during the hire period. The Client must provide a suitable power supply as specified, obtain all necessary consents and licences, and comply with all applicable health and safety legislation.

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Event Activators provides a Method Statement and Risk Assessment (RAMS) prior to installation. The Client must ensure all persons using the equipment are briefed on safe use, maximum occupancy, and emergency egress.

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Damage

The Client is responsible for damage to or loss of the equipment and any inventory during the hire period. Event Activators will assess the equipment following collection and notify the Client of any damage within 12 hours. The Client may contest the assessment in writing within 5 working days. If unresolved, the Company's assessment shall be binding.

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Limitation of liability

Event Activators' total liability under any hire agreement shall not exceed the total hire charges paid or payable. Event Activators shall not be liable for any indirect or consequential loss, loss of profit, loss of business, or loss of anticipated savings. Nothing in the hire terms limits liability for death or personal injury caused by negligence, fraud, or any other liability which cannot be excluded by law.

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Force majeure

Neither party is liable for failure or delay caused by circumstances beyond reasonable control, including severe weather, pandemic, government restrictions, war, terrorism, fire, flood, or industrial disputes. If a force majeure event continues for more than 30 days, either party may terminate by written notice.

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Additional services

Where Event Activators provides staffing services, such staff remain employees or contractors of Event Activators and are not deemed employees of the Client. Branding and graphics are produced from artwork supplied by the Client in the specified format and within agreed deadlines. Event Activators is not liable for errors arising from incorrect or incomplete artwork.

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Governing law

The full Hire Terms and Conditions are governed by the laws of England and Wales. Any disputes are subject to the exclusive jurisdiction of the courts of England and Wales.

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