Please read these Terms and Conditions of Hire carefully before confirming your booking with Marquee Hire London. By placing a booking with us, you confirm that you have read, understood, and agree to be bound by these terms. These terms govern all hire contracts for marquees, furniture, lighting, flooring, climate control, and any related services provided by Marquee Hire London across London, Essex, Kent, Surrey, Hertfordshire, and the surrounding Home Counties.

1. Definitions

In these Terms and Conditions, the following definitions apply:

• “Marquee Hire London” or “the Company” refers to Marquee Hire London, a marquee and event equipment hire company operating across London and the Home Counties.
• “The Hirer” refers to the individual, business, or organisation entering into a hire contract with the Company. The Hirer must be at least 18 years of age.
• “The Equipment” refers to all marquees (including stretch tents, traditional pole marquees, and clear span frame marquees), furniture, lighting, flooring, climate control units, and any other items specified in the hire contract.
• “The Hire Period” means the period set out in the hire contract, commencing from the date the equipment arrives on site and ending when it is fully collected by the Company.
• “The Hire Charges” means the total amount payable by the Hirer, including delivery, installation, collection, and any additional services agreed upon.
• “The Site” means the location at which the Equipment is to be erected and used as specified by the Hirer.
• “The Event” means the occasion for which the Equipment is being hired, as described in the hire contract.
• “The Deposit” means the non-refundable advance payment required to secure a booking.

2. Booking and Payment Terms

2.1 Confirming Your Booking

A booking is only confirmed once the Company has received a signed hire contract and the required deposit. Until both are received, all bookings remain provisional and the Company reserves the right to accept other enquiries for the same date.

2.2 Deposit

A non-refundable deposit of 30% of the total hire charge is required to confirm and secure your booking. The deposit is payable within 7 days of receiving your quote and hire contract.

2.3 Balance Payment

The remaining balance of 70% of the total hire charge is due no later than 28 days prior to the scheduled delivery or installation date. Failure to pay by this date may result in cancellation of the booking, with the deposit forfeited.

2.4 VAT

All quoted prices are subject to VAT at the prevailing rate (currently 20%) unless otherwise expressly stated. VAT will be itemised on all invoices.

2.5 Late Payment

Invoices not settled by the agreed due date will incur a late payment fee of £50.00 plus statutory interest at 8% above the Bank of England base rate per annum, calculated from the due date until the date of full payment.

2.6 Accepted Payment Methods

The Company accepts bank transfer (BACS), credit and debit card payments. All payments must be made in pounds sterling (GBP). Cheques are not accepted.

3. Cancellations and Amendments

3.1 Cancellation by the Hirer

All cancellations must be submitted in writing (by email to info@marqueehirelondon.co). The following cancellation charges apply, calculated from the date written notice is received:

• Cancellation more than 90 days before the hire/installation date: 30% of the total hire charge (deposit forfeited).
• Cancellation between 31 and 90 days before the hire/installation date: 60% of the total hire charge.
• Cancellation 30 days or fewer before the hire/installation date: 100% of the total hire charge.

3.2 Amendments by the Hirer

The Hirer may request amendments to the hire contract (such as date changes or equipment adjustments) up to 30 days before the hire/installation date, subject to availability. Amendments are accepted at the Company’s discretion. Any amendment within 14 days of the installation date may be treated as a cancellation and re-booking, and the full cancellation policy will apply.

3.3 Cancellation by the Company

The Hirer fails to make payment by the agreed due date.

• The Hirer fails to make payment by the agreed due date.
• The Hirer commits a material breach of these Terms and Conditions.
• The Site is deemed unsafe, inaccessible, or unsuitable upon inspection.

In the event the Company cancels for reasons within its control, all sums paid by the Hirer will be refunded in full. No further liability shall exist between the parties.

4. Site Conditions and Access

4.1 Site Requirements

The Hirer is responsible for ensuring the Site meets the following requirements before installation:

• The ground must be level, firm, and capable of supporting marquee pegs and guy ropes.
• The Site must be clear of all obstacles, debris, and livestock on the day of installation.
• Access for Company vehicles (including heavy delivery lorries) must be unobstructed. The installation area must be within 30 metres of where vehicles can park.
• A clearance of at least 1 metre must surround the perimeter of the Equipment.
• A 240-volt/16-amp power supply must be available within 15 metres of the Equipment where electrical items are required.

4.2 Underground Services

The Hirer must inform the Company in advance of the locations of all underground pipes, cables, drains, and services at the Site. The Company will not be held liable for damage to underground services that were not disclosed prior to installation.

4.3 Site Representative

The Hirer, or a nominated representative, must be present at the Site during installation to agree on the Equipment placement and sign the installation checklist. If no representative is available, the Company will erect the Equipment in the most appropriate location available and this will be deemed compliant with the contract.

4.4 Making Good

The hire charge includes the delivery, erection, and removal of the Equipment only. It does not include making good any damage to the Site caused by the installation or removal process (including, but not limited to, any damage to lawns, paving, or soft ground). The Hirer accepts this responsibility.

5. Hirer’s Responsibilities During the Hire Period

From the time the Equipment is delivered to the Site until it is collected by the Company, the Hirer is fully responsible for its care and security. Specifically, the Hirer agrees to:

• Keep the Equipment secure and, where applicable, closed when not in use.
• Not attach bolts, nails, screws, adhesive tape, or any other fixings to the structure or fabric of the Equipment without prior written consent.
• Not use any cooking appliances, gas patio heaters, or open flames inside the Equipment.
• Ensure no smoking inside or immediately adjacent to the Equipment.
• Not interfere with or modify any electrical installations, lighting rigs, or heating units provided by the Company.
• Not use the Equipment for any purpose other than the Event specified in the hire contract.
• Remove any pooling water or accumulated snow from the canopy promptly to prevent damage.
• Ensure that all electrical extension leads and cabling are safely routed so as not to create a tripping hazard for guests.
• Ensure fire extinguishers are available and accessible within the Event area.
• Remove all decorations (including tape, pins, and hanging items) before the Company’s collection team arrives.

6. Installation Checklist and Handover

Upon completion of installation, the Hirer or their representative will be asked to sign a safety and installation checklist confirming the Equipment has been erected to their satisfaction and that they understand their obligations under these Terms. If the Hirer is not present at handover, two Company representatives will sign the checklist on the Hirer’s behalf and a copy will be left on Site.

7. Insurance and Damage Waiver

7.1 Hirer’s Insurance Obligation

The Hirer is solely responsible for obtaining appropriate event liability insurance and for insuring the Equipment against loss, theft, and accidental damage during the Hire Period. The Company strongly recommends that the Hirer arranges event insurance prior to the hire commencement date.

7.2 Damage Waiver Option

As an alternative to arranging independent insurance for the Equipment, the Company offers an optional Damage Waiver equivalent to 7% of the total hire charge. Where the Hirer accepts this Damage Waiver, they will have no personal liability for accidental damage to the Equipment during the Hire Period. The Damage Waiver does not cover:

• Deliberate or wilful damage caused by the Hirer, guests, or any third party.
• Theft or vandalism not immediately reported to both the police and the Company within 24 hours.
• Damage caused by the use of prohibited items (open flames, gas heaters, smoking) inside the Equipment.
• Damage caused by decorations or items fixed to the Equipment by the Hirer or third parties.
• Equipment hired through third parties (e.g., generators, toilets, catering equipment).
• Loss or damage to any personal property of the Hirer or guests.

7.3 Damage Beyond the Waiver

Any damage to the Equipment not covered by the Damage Waiver, or where the Hirer has not purchased the Damage Waiver, will be charged to the Hirer at the full cost of repair or replacement.

8. Health and Safety

The safety of guests, staff, and the public is of paramount importance. The Hirer agrees to comply with all health and safety requirements communicated by the Company. In particular:

• Fire performers, naked flames, and gas patio heaters must not be used inside the marquee. These pose a serious fire risk to the marquee fabric, lining, and roof. The Company will have advised the Hirer of this risk and accepts no liability if this instruction is disregarded.
• No one should climb or hang from the framework or structure of the Equipment at any time.
• The Hirer must ensure fire extinguishers are positioned near the Equipment and that exits remain clear and unobstructed at all times.
• In adverse weather (wind speeds exceeding 25 mph or severe storms), the Hirer must take necessary precautions, including checking all guy ropes, straps, and anchorage points regularly. In extreme conditions, it may be necessary to lower or vacate the marquee.
• The Hirer is responsible for ensuring that all electrical installations within the marquee are safe and that no electrical equipment is used without the Company’s prior written consent.

9. Carpet and Flooring Disposal

Where carpet or other flooring is supplied as part of the hire, the disposal of the carpet at the end of the Hire Period is the Hirer’s responsibility unless otherwise agreed in writing. If the Hirer requires the Company to arrange disposal, an additional charge of £120.00 plus VAT will apply.

10. Permits and Planning Permission

The Hirer is solely responsible for obtaining all necessary permissions, licences, and permits required in connection with the Event and the erection of the Equipment. This includes, but is not limited to:

• Planning permission from the relevant local authority, if required.
• Temporary Event Notices (TEN) or event licences.
• Landlord or landowner permission for the use of the Site.
• Any consents required from the local police, fire authority, or other public body.

Any costs arising from delays or modifications to the work caused by the absence of or misrepresentation in obtaining such permissions will be the Hirer’s responsibility. The Company accepts no liability where permits have not been obtained.

11. Limitation of Liability

The Company accepts no liability for the following:

• Delay or non-delivery caused by the Site being unsuitable, inaccessible, or where the grass has not been maintained.
• Damage to underground services (pipes, cables, drains) not disclosed to the Company prior to installation.
• Injury to persons or damage to property occurring during the Hire Period.
• Problems arising from failure to obtain appropriate planning permission or other required permits.
• Late or non-delivery as a result of causes beyond the Company’s reasonable control.
• Loss, theft, or damage to the Hirer’s personal belongings or those of guests.

Nothing in these Terms shall limit the Company’s liability for death or personal injury caused by its own negligence, or for any liability that cannot be limited by law.

12. Force Majeure

Neither party shall be liable to the other for any failure or delay in performing its obligations under this contract where such failure or delay results from circumstances beyond its reasonable control, including but not limited to: Acts of God, pandemic, epidemic, war, terrorism, civil unrest, strike action, fire, flood, severe storm, gale, tempest, or government-imposed restrictions.

In the event of a force majeure situation, both parties will act in good faith to find a mutually agreeable solution, such as rescheduling the hire. If rescheduling is not possible within 12 months of the original hire date, the Company will refund any sums paid, less any reasonable costs already incurred.

13. Adverse Weather

Marquee Hire London operates year-round across London and the Home Counties and takes all reasonable precautions to ensure the Equipment is suitable for the expected weather conditions. However, the Company reserves the right to delay or decline erection of the Equipment in conditions it deems unsafe (including, but not limited to, wind speeds exceeding 25 mph or severe storm warnings).

The Hirer will not be entitled to a refund of hire charges in the event that a marquee cannot be erected due to adverse weather. We strongly recommend Hirers arrange event weather insurance for outdoor events. Where the Company delays installation due to weather, it will liaise with the Hirer to reschedule installation as soon as conditions allow.

14. Governing Law and Jurisdiction

This contract and any dispute or claim arising out of or in connection with it shall be governed by and construed in accordance with the laws of England and Wales. The parties irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this contract.

15. General Provisions

15.1 Entire Agreement

These Terms and Conditions, together with the hire contract issued to the Hirer, constitute the entire agreement between the parties. They supersede all prior discussions, representations, or agreements.

15.2 Variation

No variation to these Terms and Conditions shall be effective unless agreed in writing and signed by an authorised representative of the Company.

15.3 Severance

If any provision of these Terms is found to be unlawful, void, or unenforceable, that provision shall be deemed severable and shall not affect the validity and enforceability of the remaining provisions.

15.4 Third Party Rights

These Terms do not give rise to any rights under the Contracts (Rights of Third Parties) Act 1999.

15.5 Notices

Any formal notice to be given under these Terms must be in writing and delivered by email or first-class recorded post to the addresses set out in the hire contract. Notices to the Company should be sent to info@marqueehirelondon.co.