Terms & Conditions
Throughout these terms and conditions, Special Occasions shall be referred to as ‘we’. The person(s) or company who pay for the equipment shall be referred to as ‘the client’ or ‘you’.
A contract will be deemed to have been made between Special Occasions and the client once the client has paid their deposit and returned the completed booking form. Once the form is received by Special Occasions you are agreeing to the colour, material and hire equipment listed. This booking confirms acceptance of Special Occasions terms and conditions.
A non-refundable deposit of £50 (depending on hire must be paid). The remaining balance must then be cleared at least 30 days prior to the event date, if late payment occurs we reserve the right to cancel your event and keep the funds already paid. If Special Occasions are booked within 30 days of the event, the full balance must be paid immediately.
Once your deposit has cleared, there can be no reduction in the order. Additional items may be added if agreed by both parties.
Any notification of cancellation from the client must be sent in writing via email or letter to Special Occasions address.
If you need to reschedule your event date your booking can be transferred as long as Special Occasions are available. If you choose to postpone within 30 days of the event, full payment will be due in order to rearrange the event. Please be aware that postponements to later dates may incur a price increase as different seasons and days of the week attract different pricing structures.
Special Occasions reserves the right to delay, cancel or alter any booking where forced to do so by circumstances beyond our control. Special Occasions will not incur any additional liability for non-appearance. We will attempt to arrange a replacement should we not be able to attend for any reason, however, this is not guaranteed.
We will not be held responsible for any hire equipment being the wrong size, it is the customers responsibility to take measurements and ensure these are correct, this also includes chair covers. Where hire equipment is ordered that is the wrong size, full payment will be required and no refunds are possible.
We consider minor stains in our pricing and therefore these will not incur an additional cost. However, if we notice irreversible or damage through mistreatment has occurred for example footprints, guests drawing on linen, excessive staining, burns, candle wax and rips or tears this will result in an invoice being issued to cover the additional costs.
The customer is responsible for the property of goods during the period of hire.
Any damages or losses incurred during the hire of equipment will incur in full replacement costs being paid for by the customer. No substitute item will be accepted by Special Occasions. It is the customers responsibility to obtain these costs from the venue, should the venue be at fault.
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We will inform the client within ten working days of the event should any damages or losses to property occur. An invoice will be sent outlining the extent of damage and payment owed.
We will not be held responsible for any injury obtained by any hire item. Full risk assessments are carried out prior to, and during all events to ensure the safety of all. All hire equipment will be left in such a position that it is deemed "low risk", which is the lowest rating. Copies of risk assessments, public liability insurance and portable appliance testing certificates are available upon request.
We require access to a properly earthed mains electricity supply, sufficient to allow safe usage of the required equipment for the event. If the supply is inadequate then the amount of equipment may be reduced.
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English Law and Special Occasions shall govern the contract of these terms and conditions and the client hereby submits to the exclusive jurisdiction of the English Courts in all matters regarding the contracts and the above terms and conditions.
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For health and safety and safeguarding reasons, children are to be accompanied by a responsible adult at all times whilst using our equipment.
We reserve the right to remove any and all equipment from the venue should we feel that guests or clients conduct endangers anyone or our equipment. In such cases, no refund or alternative will be given. We reserve the right to refuse guests the right to use our equipment should we feel they are behaving unruly or inappropriately.
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Some of our equipment can be incredibly heavy and must be used in an area with no stairs required for access. The equipment will be setup in one location only and will only be moved with prior arrangement with Special Occasions. We do not allow anyone other than directly employed staff members to move, carry, and or set-up any equipment that is owned by the company. We are not insured for third party interventions. Anyone carrying company equipment other then company employed staff is strictly prohibited and will result in non performance without warning.
The route to the venue shall be free of any obstacles and shall be safe. You must inform us of any circumstances that would make delivering or setting the hired equipment more demanding. This includes but not limited to stairs, slopes, gravel, uneven paths and long distances. If there are any complications that are not made known to Special Occasions in advance then time taken will come out of the operating time. However we will only attempt to provide the equipment if it is deemed safe to do so and would not pose a health and safety hazard to our staff, public, damage to the venue or surroundings and or our equipment. We cannot carry certain equipment up or down stairs or sloped areas under any circumstances. In the event that the event is upstairs and there is not a suitable lift installed with easy access, then no refunds will be offered or provided for non services in this instance.
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It is the responsibility of the client to ensure that the venue will accept the use of our equipment on their premises and the location is suitable. Our equipment is indoor use only. Our equipment cannot be set up directly onto a temporary dance floor. We reserve the right to refuse delivery if the venue or site is deemed to be unsuitable by our team or if the client has failed to notify the company of any delivery obstructions preventing a safe and suitable delivery. No refunds will be given in this instance.
Unless specified by the client Special Occasions may take both photographs and video footage, before, and after the event. These will then remain the property of Special Occasions to use as we wish to do so.
Images taken during events may be used by us to assist with promoting our services. This may included printed publications as well as online images for the purposes of advertising, publicity, publication and or promotion.
Complaints Procedure: We hope that you thoroughly enjoy the service that we provide you. However should you be unsatisfied with any aspect of the service which we provide then we would like to hear from you. Most complaints can be rectified during the fitting or hire time, so please do speak to our staff raising your concerns. If this is not possible, then please contact us in the first instance outlining the nature and facts of your complaint. Please note that we need to record the nature of your complaint, so we can only act on complaints in writing. We cannot in most circumstances deal with complaints over the telephone and we can only speak to the person named and signed the contract due to data protection laws. We cannot without your express written permission discuss any aspect of your booking with us to anyone else. Please write to us at our registered trading address, or email: weddinghire9@gmail.com
We will acknowledge receipt of your complaint within 48 hours of receiving your complaint and will reply in detail within 21 days allowing us to conduct our own investigations and speak to our operatives. This does not affect your right to seek independent legal advice. However rare, we aim to resolve complaints amicably.
From time to time it may be necessary for us to amend our terms of business. Therefore we reserve the right to change these terms and conditions at any time without prior notice. In the event that any changes are made, the revised terms and conditions shall be posted on our website immediately. Please check the latest information posted herein to inform yourself of any changes. We will not sell or share your personal information with any third party or use your email address for unsolicited mail, we may occasionally send you an email related to any relevant product offers.