Terms of Hire
The following terms and conditions of hire are to be accepted by the hirer upon making a booking with Covered Events. A dated signature is required from the hirer to confirm a booking.
1. PRICE & PAYMENT
A non refundable deposit may 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 one week prior to the day of delivery by cash or credit / debit card. We cannot accept cheques at delivery. Payment can be made by BACS 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. The Company reserves the right to charge interest on overdue monies at the rate of 1.5% per month as well as an admin charge for chasing late payments. 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.
1.1 Booking Deposit: A non-refundable booking deposit is required at the time of booking to secure your reservation. This deposit is a commitment to reserve your event date and will be deducted from the total balance due.
1.12Cancellation Policy:
Cancellation between 180 days and 90 days: In the event of cancellation between one hundred and eighty (180) days and ninety (90) days of the event date, the client shall be liable to pay 50% of the full balance.
Cancellation within 90 days and 30 days: If the event is canceled between ninety (90) days and thirty (30) days of the event date, the client shall be liable to pay 75% of the full balance.
Cancellation within 30 days: Cancellation within thirty (30) days of the event date will result in the client being liable to pay the full amount of the agreed-upon balance.
Payment Schedule: The remaining balance after the booking deposit must be paid according to the payment schedule outlined in the agreement between Covered Events and the client. The agreement states that the remaining balance for the event should be paid no later than seven (7) days before we are scheduled to build your marquee.
Refunds: In the event of cancellation by the client, the booking deposit is non-refundable. No refunds will be provided for cancellations made within the specified timeframes outlined above.
Change of Date: Covered Events understands that unforeseen circumstances may require a change of event date. We will make every effort to accommodate such requests, subject to availability. However, if a change of date is requested within the specified cancellation periods, the cancellation policy will apply.
Communication: All communication regarding bookings, cancellations, and amendments must be made in writing and sent to Covered Events via email.
Acceptance of Terms: By making a booking with Covered Events, the client acknowledges that they have read, understood, and agreed to these terms and conditions.
Governing Law: These terms and conditions shall be governed by and construed in accordance with the laws of [Your Country/State], and any disputes arising out of or in connection with these terms and conditions shall be subject to the exclusive jurisdiction of the courts of England.
Amendments: Covered Events reserves the right to amend these terms and conditions at any time. Any amendments will be effective immediately upon posting on our website or other communication channels.
Please ensure that you fully understand and agree to these terms and conditions before making a booking with Covered Events. If you have any questions or require further clarification, please don't hesitate to contact us.
2. DELIVERY AND COLLECTION
A delivery and collection time window will be provided to the hirer. Covered Events will provide these windows to the hirer with at least 5 days notice. If the hirer cannot be present upon delivery, the build site must be made accessible to Covered team members. Delivery windows are subject to change due to weather altercations (see section 5) and force majeure (see section 14). If the company is unable to deliver due to inaccessibility to the build site, Covered Events reserves the right to hold any deposit paid.
3. 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 unless this has been waivered. Excess waiver fees are calculated individually for each hire in relation to their cost. The fee can quickly be calculated at time of quotation.The Company insurance includes full public liability cover of 5 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.
4. 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.
5. 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).
6. DAMAGE AND CLEANLINESS
Any equipment found damaged or missing during the hire period will be repaired or replaced at the hirer’s expense. If Covered Events has card details on file for your booking, the card can be charged automatically for damages incurred. No items or objects should be stuck to, fixed to, or suspended from the marquee sides, roofs or framework unless the hirer is cleared to do so by a Covered Events team member. If tape is used anywhere on the marquee structure without prior consent, a minimum charge of £50 will be levied for cleaning any residue. The marquee should be left in a clean condition for collection. All of the hirers property, items hired from other companies and rubbish should be cleared from the marquee prior to the agreed collection time. The hirer may incur extra costs for refuse collection or for the removal of any other property/ equipment.
7. 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. The hirer is fully responsible for any damage, legal costs or other costs associated with the tampering of the marquee structure once Covered Events leaves the site of the build.
8. FLOORING OR GROUND
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. Covered events will not install on surfaces we believe could be easily damaged. We accept no responsibility for damaged to paved areas when installing or deriving our marquees. It is the responsibility of the hirer to ensure that the hard standing area is not susceptible to damage.
9. 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 Covered Events team member, as this can lead to mains power being overloaded resulting in tripped fuse boxes.
10. 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.
11. LIABILITY
The Company will not accept Liability and you may be liable for part/full hire fee:
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.
Delay or cancellation due to adverse weather conditions.
Delay or cancellation due to the hirer not obtaining appropriate permission from the public or local authority.
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.
12. FORCE MAJURE
Covered Events shall not be liable for any failure or delay in performing its obligations under this agreement if such failure or delay is caused by circumstances beyond its reasonable control, including but not limited to acts of God, natural disasters, war, terrorism, or government regulations. If Covered Events deems the wind speeds and weather conditions to be unsafe for marquee events, we reserve the right to cancel the booking and we will work with the customer on an individual basis to agree a suitable date to re-organise the event. No refunds will be given under these circumstances. Additional event insurance is advised for all bookings which can cover your associated event costs in the cases of cancellation beyond the companies control. We recommend Cover Marquee Insurance https://www.covermarque.com