We’re here to help make your event brilliant. These terms explain how we work together, what we need from you, and how we look after the kit and people involved. Please read them before confirming your booking and do get in touch if anything isn’t clear.

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The important stuff, made simple.

 

Introduction

All The Kit Ltd is an event equipment hire and production company. We provide a wide range of equipment, structures and technical services for events of all sizes, including weddings, private functions, corporate events, festivals, exhibitions and live music productions.

Our services include the hire and installation of sound and PA systems, lighting, audiovisual equipment and LED screens, stretch tents, staging, event structures, dance floors, furniture, generators, power distribution, matting, heating and other essential event equipment.

By accepting a quotation, confirming a booking or entering into a hire agreement with All the Kit Ltd, the customer agrees that they accept the Terms and Conditions, subject to any separately agreed terms confirmed in writing. Our aim is to provide a reliable, professional and friendly service, ensuring that every event is delivered as safely, efficiently and successfully as possible.

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1. Your booking, prices & payment

Your quote will set out the equipment, structures and/or event production services you’ve booked, the hire period and the price. A booking is confirmed in line with the booking confirmation and payment arrangements we agree with you.

We normally ask for a deposit of 20% of the quoted price to secure your booking. The deposit is non-refundable, subject to any rights you may have under applicable law. The timing and amount of the deposit will be confirmed for your event.

Unless we agree otherwise in writing, the remaining balance should be paid two weeks before the delivery or event date. We do not accept cheques at delivery. Any cheque payment agreed in advance must be received at least 20 days before delivery and cleared two weeks before we deliver.

We ask that payments are made by BACS transfers which is straight forward, easy and free. We prefer not to take card payments due to the fees that the banks charge and this policy enables us to keep our prices as low as possible for all our customers. If absolutely necessary, we can arrange for card payments to be made using a link. Any card payment fee will be disclosed before we make use of this facility.

If an invoice becomes overdue, we may charge interest and reasonable recovery costs where we’re legally entitled to do so. We’ll aim to contact you to sort out any payment issue, but we may refer unpaid amounts to a debt-recovery provider where appropriate.

 

2. Looking after the kit

You’re responsible for keeping hired equipment safe from delivery until it has been collected by our team. This includes equipment left unattended, at a third-party venue or on land you don’t own. Please arrange suitable security and make sure the kit can be accessed for collection. If collection is delayed because we can’t access the equipment, your responsibility continues until we can collect it.

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3. Site information & underground services​

Please tell us about the site before build day, including access restrictions, ground conditions, slopes, obstacles and any underground services such as gas, water, electricity or drainage. If stakes or other fixings could affect buried services, you must identify their locations before we start.

You may be responsible for reasonable repair and related costs arising from damage to underground services that were not identified or properly marked before our work, to the extent that the damage was caused by that failure.

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4. Weather: plans can change for safety

Outdoor events are at the mercy of the British weather! If severe weather is forecast, or conditions make installation or use unsafe, we may delay, adapt, stop or decline to erect or allow use of a structure. Safety comes first.

We can provide a wind-management plan on request. You must follow it and any safety instructions we give you, including instructions to close, evacuate or stop using a structure. We monitor forecasts and, where reasonably possible, will contact you if conditions may require action. You are responsible for making sure the relevant event team and guests follow the plan.

Hirers will be liable for the full hire fee in the event of late cancellation due to the weather.  Hirers must be aware of this possibility, especially during the winter months.  

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5. Damage, cleaning & returns

Please treat our equipment as if it were your own. You’ll be responsible for equipment that is lost, missing or damaged during the hire period, except to the extent the loss or damage is our responsibility or the law says otherwise. We may charge the reasonable cost of repair or replacement.

Please don’t stick, attach, hang or suspend anything from a marquee roof, sides or poles and/or framework without our prior approval. Unapproved fixings can damage equipment or make a structure unsafe, and cleaning or repair costs may be charged where appropriate.

If glitter cannons or similar are part of your celebration, please vacuum the flooring before collection. Please also remove rubbish and event debris from the area before our team arrives to dismantle and collect.

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6. Structures, access & safety

Once we’ve erected the structure and agreed the position of its exits and openings, please don’t move, alter or interfere with them. Changes can make the structure unsafe. Secure the structure as instructed when it’s not in use and during adverse weather.

For everyone’s safety, guests and other members of the public (and please also their dogs) must stay clear of the build area while our team is installing or dismantling equipment. You’re responsible for making sure your event team and guests understand and follow this restriction.

Unless we agree otherwise in writing, you are responsible for arranging any event-specific fire safety measures, including suitable fire extinguishers and emergency lighting where required. Keep at least two designated exits clear at all times, and keep heaters and electrical appliances clear of obstructions. Do not reposition or misuse equipment supplied by us without permission.

The structure is a non-smoking area unless we have expressly agreed otherwise in writing and the arrangement is lawful and safe.

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7. Ground conditions & flooring

If you’ve booked flooring including dance floors, the ground needs to be reasonably level and suitable for the floor system selected. We can’t guarantee a perfectly even finish where the underlying surface is bumpy, uneven or soft. Please prepare and level the site as far as reasonably possible before we arrive.

Grass should be cut short and the area cleared of debris, including animal fouling, before installation. If the site is not ready, inaccessible or unsafe, the build may be delayed, changed or cancelled and additional charges may apply.

Dance floors can be damaged if furniture is placed on them particularly when used for seated meals and events. When planning your event, please do not plan to place furniture on the dance floor.

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8. Fire pits & naked flames

Fire pits and naked flames need extra care. Use a fire pit only where it is permitted, in accordance with the instructions supplied, and at your own risk. You must arrange any insurance you need for its use.

Use fire pits outdoors only, on a stable, level, non-combustible base and at least 20 feet downwind from a marquee or building. Keep them away from trees and combustible materials, particularly in hot or dry weather. Never leave a lit fire pit unattended, never move it while lit, and make sure it is safely extinguished after use. Keep children, guests and animals at a safe distance, and have suitable fire-fighting equipment and burn first-aid supplies available.

Use dry wood and suitable tools to tend the fire. If a fire spreads beyond the fire pit or becomes uncontrolled, call the emergency services immediately.​

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9. Cancellations & changes

Plans change — we understand. If you need to cancel, contact us directly and ask us to confirm the cancellation in writing. A voicemail or unanswered message alone may not be enough to confirm that your cancellation has been received, so please make sure you receive written confirmation.

Our cancellation policy is as follows:

Cancellation with more than 3 months notice – Loss of 20% deposit
Cancellation with more than one months notice but less than three - 35% charge
Less than one months notice - 50% charge
Less than 2 weeks notice - 75% charge
Less than one week notice - 80% charge

If you need to change the date, equipment, site or scope of services, please contact us as early as possible. Changes are subject to availability and may affect the price. Any agreed change should be confirmed in writing.

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10. Delays, cancellations & circumstances outside our control

We’ll make every reasonable effort to deliver the agreed equipment and services. Sometimes events outside our reasonable control — such as extreme weather, fire, flood, industrial action, civil unrest, transport restrictions or interruption to fuel, power or supplies — may prevent or affect our ability to deliver our services.

If something like this happens, we’ll let you know as soon as reasonably practical and discuss the available options. Any changes to the booking, refunds or charges will be handled in line with these terms and applicable law.

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11. Responsibility & liability

All The Kit ltd will not accept liability and you be liable for part/full hire fee:   

1. 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 the Company representatives. 

2. Delay or cancellation due to adverse weather conditions. 

3. Delay or cancellation due to the Hirer not obtaining appropriate permission from the public or local authority. 

 

12. Generator Hire & Fuel

If you hire a generator from All The Kit Ltd, you’ll be responsible for the cost of all fuel used during the hire period. Fuel isn’t included in the generator hire price. We’ll explain how fuel usage will be measured or charged for your booking, so there are no surprises.

A little thought goes a long way  -  For environmental reasons, we encourage you to run diesel generators only when you need them, rather than leaving them running overnight unnecessarily. This helps reduce fuel consumption, emissions and unnecessary running time.

If your event needs power 24/7 for equipment with relatively low power requirements, it may be worth considering a mains power connection or an additional, much smaller generator, instead for that piece of equipment. This could allow you to switch off the larger generator when it isn’t needed, saving fuel and reducing emissions.

Not sure what’s best for your event? Have a chat with the All The Kit team. We’ll be happy to help you explore the most practical and efficient power solution for your needs.

If there are problems with the generator - Generators are like any mechanical thing and, whilst they are well maintained, tested and serviced, they can break down. We can normally help by providing advice or direction over the phone. We will do what we can to get the generator fixed or swapped over if needed. All the kit Ltd will not accept liability for any consequential losses and will limit any refunds to the value of the hire of the generator.

Where generator failure would be catastrophic for your event, you may be advised to hire have a back-up power source.

Electrical trips caused by equipment connected to our generators - All electrical protective equipment supplied and installed by All The Kit Ltd will be tested and certified to BS 7909. If a trip or current cut occurs from an All The Kit Ltd supplied MCCB or RCD due to a third party supplied appliance, the hirer will accept responsibility to find the faulty appliance and where necessary replace or remove the appliance to solve the electrical safety protection trip. In other words, we are not responsible if someone else’s equipment is causing the generator or distribution box to trip. We will work with you over the phone to try and help you identify the cause of the problem and/or faulty equipment. We may charge a call-out fee if we are called out and identify that the issue is being caused by someone else’s faulty equipment.

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12. A few final things

These terms should be read alongside your quote and booking confirmation. If a specific arrangement for your event differs from these general terms, we’ll confirm the agreed arrangement in writing.

If you have a question or think something has gone wrong, please contact us so we can try to sort it out promptly and fairly.

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Agreement

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By signing below, or by paying the deposit where the booking terms state that payment confirms acceptance, you confirm that you have had the opportunity to read and understand these Terms & Conditions of Hire.

Customer / organisation name: ______________________________________________

Event / booking reference: __________________________________________________

Signature: ___________________________________    Date: _____________________

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Clic HERE to download a PDF version of these T&Cs 

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