Hire terms and conditions of trade

When you book our services you are agreeing to comply with and be bound by the following
terms and conditions of hire, which together with our privacy policy and copyright govern our
relationship with you.

The term ‘Cahoots’ ‘Cahoots Events’ ‘us’ ‘we’ or ‘our’ refers to the owner of the website
www.cahoots.events, the business and or hire items. The term ‘you’ or ‘your’ refers to the
user, viewer or client of our website and hirer of our products and services.

1. Quotes

• All quotes remain valid for 1 month only

2. Availability (unless otherwise agreed)

• Our services and hire items are subject to availability at the time of booking.

3. VAT

• When applicable, VAT applies to all charges, shown at the current rate at the time of making payment

4. Booking confirmation

General

• We work on a first come first served basis and reserve the right to decline a booking if goods or services are no longer available. We are unable to hold dates for our services or hire items without one of the following forms of confirmation

Non account holders

• Once you have accepted our quote a non refundable “booking fee” will be required to hold our services and/or hire items for your date. The booking fee is equal to 25% of your booking and will be deducted from the final invoice balance.
• Once your booking fee is paid you are committed to all the items and/or services reserved for your date. Number adjustments to items that are guest number dependent such as chairs, can be made up to 4 weeks before your event date
• If your event is within 3 weeks at the time of booking, payment in full will be required.

Account holders

• Your booking is confirmed only when we have received acceptance of your quote from you in writing.

4.5 Delivery Charges (Clean Air Zones)

• Bookings made after 1/11/19 may be subject to additional charges relating to Clean Air Zones if your venue is in a zone. These charges will be passed onto you the client. These charges depend on how many vehicles are required to complete your booking and are chargeable for each day we pass through a chargeable zone. We will update your booking as soon as we can once legislation has come into force. Presently its likely that a £9.00 per day charge will apply to our vehicles though local councils are still in consultation.

5. Payments

Individuals

• Our account details can be found on the bottom of your quotation. Please use your initial and surname as reference for payments.

• BACS payments - Free of charge and our preferred payment method
• Card payments - Free of charge
• Cheques are not accepted

Companies

• BACS payments - Free of charge and our preferred payment method
• Commercial/Business credit cards - We charge a fee of 3.0% on the value deposited
• Commercial/Business debit cards - We charge a fee of 1.3% on the value deposited
• Cheques are not accepted

6. Payments terms

Non account holders

• Your balance payment is due no later than 4 weeks prior to your event date

Account holders

• Your balance payment is due no later than 30 calendar days from your invoice date

7. Cancellations

• Cancellation of your booking at any time and for whatever reason will result in the forfeit of the whole amount of your booking fee, booking fees are non refundable and non transferable.

• Cancellation fees within 8 weeks of your hire date - we reserve the right to invoice/withhold 50% plus vat of the total amount of your booking at the time of cancellation.

• Cancellation fees within 6 weeks of your hire date - we reserve the right to invoice/withhold 65% plus vat of the total amount of your booking at the time of cancellation.

• Cancellation fees within 4 weeks of your hire date - we reserve the right to invoice/withhold 85% plus vat of the total amount of your booking at the time of cancellation.

• Cancellation fees within 3 weeks of your hire date - we reserve the right to invoice/withhold 100% plus vat of the total amount of your booking at the time of cancellation.

• All payments (excluding any card charges) prior to cancelation will be credited towards cancelation fees due at time of cancelation. Any subsequent balance remaining will be refunded to you within 10 working days.

8. Responsibility of hire items

• You the hirer are solely responsible for the items during the hire period and we advise you to take out adequate insurance to cover any loss.
• All hire items, storage sacks or containers remain the property of Cahoots Events at all times.
• Cahoots Events is not responsible for any injury or damage to persons or property caused by items hired, unless our goods are proven to be faulty.

9. Hire period

• The hire period begins once the items are delivered to the requested site or collected from our office.
• The hire period ends only when we collect the items from site, or when they are returned to us.
• Your complete order of hired items and containers must be available for collection after your event.

10. Loss and damages

General

Our hire prices are inclusive of general laundering and cleaning costs.

• In the very rare event that damage has been caused to hire items purposefully, or by treating them without care, additional laundering, repair or replacement charges will be incurred.
• All damaged goods remain the property of Cahoots at all times.
• It is your responsibility to recover any losses to hire items incurred from any third party involved.
• Loss or damage to hired items is charged at full replacement value.
• No substitute items will be accepted for the loss of hire items.
• Replacement costs of any of our hire items are available on request.
• If damage or loss to hire items has occurred, we will invoice you directly after your event.
• The balance for the loss or damage must be settled within 30 days of receipt of your invoice.

12. Force Majeure

• Neither party will be under any liability to the other or to any other person for any Liability suffered or incurred by the other party or any other person by reason of a Force Majeure Event.
• 12.1 For the purposes of this agreement, a Force Majeure Event includes ;


• (a) acts of God, flood, drought, earthquake or other natural disaster;
• 
(b) epidemic or pandemic - (please see latest news for updates regarding COVID 19 this forms part of our terms and conditions);
• (c) terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations;
• 
(d) nuclear, chemical or biological contamination or sonic boom;

• (e) any law or any action taken by a government or public authority;
• 
(f) collapse of buildings, fire, explosion or accident;

• (g) any labour or trade dispute, strikes, industrial action or lockouts (other than in each case by the party seeking to rely on this clause or, as the case may be, companies in the same group of companies as that party);
• (h) interruption or failure of utility service.

• 12.2 If a Party wishes to claim protection in respect of a Force Majeure Event, it shall, as soon as possible following the occurrence or commencement of such Event, notify the other Party of the nature and expected duration of the Force Majeure Event and shall thereafter keep the other Party informed until such time as it is able to perform its obligations. The Parties shall use their reasonable endeavours to:

• i)overcome the effects of the Force Majeure Event;
• ii) mitigate the effect of any delay occasioned by any Force Majeure Event, including by recourse to alternative mutually acceptable sources of facilities, plant, equipment or services; and
• (iii) ensure resumption of normal performance of this Agreement as soon as reasonably practicable and ;
• (iv) shall perform their obligations to the maximum extent practicable.

12. Temporary structures

• Please contact us for additional details regarding Terms for Hire of Stretch Tents, Marquees and Pagodas.
• Wind Management statement and technical loading information is available on request.

13. Venue access for loading and unloading

• At the time of booking we assess vehicle access to your venue and charge delivery collection based on the current situation at that time. Should vehicle access to your venue or event space drastically change after bookings are confirmed we reserve the right to adjust delivery charges or in the rare event cancel your booking if access becomes unduly restricted or difficult. Common reasons for this could include but not limited to, building works, change in access times, highways restrictions, road closures, change in the site layout or Force Majeure.

We advise you print a copy of these services and hire terms and conditions as they are subject to changes without notice.

Cahoots Events