PARTIES COMPLETE LTD
TERMS & CONDITIONS OF HIRE
1. Definitions & General Safety
1.1 Definitions
For the purposes of these Terms and Conditions, Parties Complete Ltd shall be referred to as “The Company”, and the individual, business or organisation hiring equipment or structures shall be referred to as “The Hirer”.
1.2 Safety During Installation & Dismantling
For the safety of all persons involved, The Hirer, their guests and any unauthorised persons must not enter any structure or designated working area while installation or dismantling is in progress.
Access will only be permitted once The Company's team has completed the installation and confirmed that the structure or equipment is safe for use.
The Company reserves the right to suspend, postpone or refuse installation where these safety requirements are not observed.
2. Payment Terms
2.1 Accepted Payment Methods
Deposits and advance payments may be made using either of the following methods:
- Secure online payment via www.partiescomplete.co.uk
- Bank transfer (BACS) using the payment details provided on the invoice.
2.2 Private Bookings
For private bookings, any outstanding balance must be paid immediately upon completion of installation and before The Company's team leaves the premises.
2.3 Corporate Bookings
Unless otherwise agreed in writing, corporate bookings must be paid in full no later than 14 days before the scheduled event date.
2.4 Alternative Payment Arrangements
Where alternative payment terms have been agreed in writing, the payment deadline stated on the invoice shall apply.
3. Damage, Loss & Replacement Charges
3.1 Responsibility for Hired Equipment
The Hirer is responsible for the reasonable cost of repairing damage to hired structures, equipment, fixtures or accessories occurring during the hire period, excluding reasonable wear and tear.
Where equipment is damaged beyond economical repair, lost or not returned, The Hirer shall be responsible for the reasonable cost of replacement.
3.2 Outstanding Damage Charges
The Company reserves the right to apply an additional charge of 5% per week to unpaid damage or replacement charges, where permitted by law and expressly agreed under these Terms and Conditions.
An equipment replacement price list is available to The Hirer upon request.
4. Cancellations
4.1 Cancellations by The Company
The Company reserves the right to cancel or suspend a booking where extreme or adverse weather conditions, including storms, gale-force winds or other hazardous conditions, present an unacceptable risk to the safety of customers, staff or property.
Where The Company cancels a booking due to unsafe weather conditions, any deposit payments received will be refunded.
4.1.1 Weather Monitoring & Communication
Where adverse weather is forecast, The Company will endeavour to notify affected customers of any concerns approximately 48 hours before the event, while continuing to monitor conditions.
A final assessment will normally be made within 24 hours of the event, although the decision may be reviewed at any time up to the event's commencement.
Where conditions permit, The Company may attend the venue to assess whether installation can proceed safely. A site-specific risk assessment will be carried out where necessary.
If wind speeds, gusts or other site conditions are considered unsafe, The Company reserves the right to cancel installation, including after arrival at the venue.
The safety of customers, guests and staff will always take priority.
4.2 Cancellations by The Hirer
4.2.1 Deposits & Date Transfers
Booking deposits are non-refundable, subject to applicable consumer rights.
However, where The Hirer cancels more than 7 days before the scheduled event date, the deposit may be transferred towards an alternative booking date within 12 months of the original event date, subject to availability.
4.2.2 Late Cancellations
Where The Hirer cancels a booking within 72 hours (3 days) of the scheduled event date, including cancellation on the day itself, The Hirer may be liable for a cancellation charge of up to 50% of the total booking value, provided this reflects The Company's reasonable losses and costs arising from the cancellation.
This charge takes account of the short-notice loss of the booking and the costs associated with reserving equipment, staffing and transport arrangements.
4.2.3 Promotional & Discounted Bookings
Bookings made using special offers, promotional discounts or reduced-price packages are non-refundable, subject to applicable consumer rights.
Where The Hirer wishes to cancel a promotional booking, The Company may offer a transfer to an alternative available date within 12 months of the original event date, at no additional charge for an equivalent booking.
Any changes to the equipment, services or hire requirements may result in additional charges.
5. The Hirer's Responsibilities
5.1 Suitability of the Installation Area
It is The Hirer's responsibility to ensure that the dimensions of the booked marquee or structure are suitable for the intended installation area.
The Hirer must allow sufficient space for the complete structure, including any required anchoring, securing equipment, access and safe working areas.
Where The Company arrives and determines that the structure cannot be installed safely because the available space is insufficient, installation may be refused.
In such circumstances, The Hirer may remain responsible for reasonable costs or losses arising from the failure to provide a suitable installation area, subject to applicable law and the agreed booking terms.
The Hirer is strongly advised to check all measurements and confirm suitability before the event date.
5.2 Site Preparation & Safe Use
The Hirer must comply with the following requirements throughout the hire period.
I. Site Cleanliness
The installation area must be clean, accessible and free from animal waste, hazardous materials and other obstructions before The Company's arrival.
The Company reserves the right to refuse or postpone installation where the area is considered unhygienic or unsafe.
II. Maximum Occupancy
The Hirer must ensure that the structure is not overcrowded at any time.
Occupancy must remain within the recommended capacity for the structure, as published by The Company or otherwise communicated to The Hirer.
III. Restricted Access During Installation
The Hirer, guests and other unauthorised persons must not enter the structure or installation area while assembly or dismantling is in progress.
Access is permitted only once The Company's team has confirmed that it is safe to do so.
IV. Fixtures, Fittings & Structural Components
The Hirer must not alter, move, disconnect, interfere with or tamper with any part of the structure, including its framework, anchoring systems, securing equipment, electrical installations or other fixtures and fittings.
Any concerns regarding the structure or equipment must be reported to The Company immediately.
V. Heating, Cooking & Electrical Appliances
The Hirer must not introduce or operate any unauthorised heating, cooking or electrical equipment within the structure.
Cooking equipment, barbecues (BBQs), open flames and similar heat-producing appliances are strictly prohibited inside the structure.
Only heating and electrical equipment expressly approved by The Company may be used, and all such equipment must be operated in accordance with the instructions provided.
Failure to comply with these requirements may result in The Company suspending the use of the structure or equipment where necessary for safety reasons.
6. LED Dance Floor Hire, Security Deposits & Identification Requirements
6.1 Standalone LED Dance Floor Hire
Where an LED dance floor is hired as a standalone item for use at a hotel, function room, event venue or other commercial premises, a refundable security deposit of £250.00 will be required in addition to the agreed hire charges.
The security deposit must be paid in full before the equipment is installed or released for use.
6.2 Security Deposit Refunds
The £250.00 security deposit will be refunded on the day following collection, provided that the LED dance floor has been inspected and all components are accounted for, with no damage beyond reasonable wear and tear.
Where damage, missing components or other losses are identified, The Company reserves the right to make reasonable deductions from the security deposit to cover the associated repair or replacement costs.
The Hirer will be notified of any proposed deductions, together with an explanation of the charges.
Where no deductions are necessary, the full security deposit will be refunded to the original payment method.
Although refunds will be initiated the following day, the time taken for funds to appear in The Hirer's account may vary depending on their bank or payment provider.
6.3 Identification Requirements
For security and verification purposes, valid photographic identification will be required for the following bookings:
- Standalone LED dance floor hire.
- Customer collection of 4ft LED light-up numbers.
The Hirer must provide a valid form of government-issued photographic identification, such as a driving licence or passport, before the equipment is installed or released for collection.
The name on the identification must correspond with the person responsible for the booking, unless an alternative authorised representative has been agreed with The Company in advance.
The Company reserves the right to refuse the release or installation of equipment where the required identification cannot be provided or satisfactorily verified.
Any personal information collected for verification purposes will be handled securely and in accordance with applicable data protection legislation.
