A 30% booking fee is payable to secure the date and is non-refundable in the event of cancellation. The full balance is due to be paid on or prior to the day of delivery by BACS or credit/debit card. We cannot accept cheques at delivery. Payment can be made by BACS but must be shown as cleared funds before the delivery date or the customer must email evidence that BACS transaction has been initiated. Cheque payments cannot be accepted any later than 10 days before the delivery date and must be showing as cleared funds in the Company account prior to delivery. The Company reserves the right to charge interest on overdue monies at the rate of 8% per annum above the bank base rate and as varied from time to time. In addition, if the Customer defaults on payment the Company reserves the right to place the matter in the hands of their debt recovery agent, 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.
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. 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 losses 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. All equipment remains the property of the Company at all times.
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 stakes. 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.
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, upon request, 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 exceeded 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. The Hirer shall remain liable for the full hire fee in the event of cancellation due to adverse weather conditions.. Hirers must be aware of this possibility, especially during the winter months.
Any equipment found damaged or missing during the hire period will be repaired or replaced at the Hirer’s expense. No items or objects should be stuck to, fixed to, or suspended from the marquee sides, roofs or framework. Any necessary cleaning of residue or repairs will be charged to the Hirer.
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.
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 all the hire charges, and the Company cannot be held liable. Grass surfaces must be cut short and all debris including fouling by animals, must be removed prior to the build.
For the safety of all concerned, the Hirer may not enter the structure during the time the Marquee is being built. The Company shall not be liable for any injury or damage sustained by third parties during the hire period except where caused by the Company’s negligence. It is the Hirer’s responsibility to ensure that everyone, other than the Company employees, are made aware that they should not enter the area in or around the marquee build.
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 with first discussing this with a Company representative as this can lead to mains power being overloaded resulting in tripped fuse boxes.
The Hirer is responsible for signing a completed safety checklist after consultation with a Company representative once the marquee has been installed and in signing this checklist, agree to abide by any instructions therein. If the Hirer is not present to sign the safety checklist, two Company
representatives will do this on their behalf, and a copy will be left for the Hirer’s reference. A video of the completed structure externally and internally will be taken via a Smart phone on completion of the build and sent to the Company email address as well as the Hirer’s email.
The Hirer shall not use cooking equipment, lighting or electrical appliances or decorate the interior/exterior of the marquee without prior consent from the Company. Any damage/soiling resulting in such use that may require repair or cleaning will be charged to the Hirer.
The Hirer is responsible for the provision of any necessary fire safety provisions such as fire extinguishers and emergency lighting. At least 2 designated exits will be provided in the structure, which are the responsibility of the Hirer to keep unobstructed throughout the term of Hire. All gas space heaters and electrical appliances provided by the Company are not to be repositioned or misused without prior permission from the Company. The area surrounding such items should also be kept clear of obstruction at all times. The structure is a non-smoking zone unless prior agreement with any onsite staff providers (e.g. caterers).
The Company shall not be liable for any delay, cancellation, loss or additional costs arising from the following circumstances:
Nothing in these Terms and Conditions shall limit or exclude the Company’s liability for death or personal injury caused by negligence, fraud, or any other liability which cannot be excluded or limited under applicable law.
Subject to the above, the Company’s total liability to the Hirer in respect of any claim arising under or in connection with this agreement, whether in contract, negligence, breach of statutory duty or otherwise, shall not exceed the total hire charges paid by the Hirer.
The Company shall not be liable for any indirect, consequential or economic loss, including but not limited to loss of profit, loss of enjoyment, loss of opportunity or reputational damage.
The Hirer shall indemnify and keep indemnified the Company against any claims, losses, damages or expenses arising from the Hirer’s breach of these Terms or misuse of the equipment.
If the Hirer wishes to cancel the booking, notice of cancellation must be provided in writing by email to the Company. Cancellation will only be effective once acknowledged in writing by the Company.
The applicable cancellation charge will be calculated based on the scheduled delivery date and in accordance with the cancellation scale set out below.
In the event that the Hirer cancels the contract after a firm order has been placed, the following cancellation charges shall apply, calculated as a percentage of the total hire charge:
All cancellation periods are calculated based on the scheduled delivery date.
Once the deposit has been paid and the booking confirmed, any equipment listed in the hire agreement cannot be removed or cancelled from the hire. This is due to the allocation of resources and planning undertaken upon confirmation. Changes that reduce the total value of the hire will not be permitted after the deposit has been received.
It is the Hirer’s responsibility to ensure that the site intended for the marquee is suitable and accessible. This includes confirming that there is adequate space for the marquee as per the dimensions provided and that the access route allows for delivery, installation, and removal of the equipment. The Hirer must take accurate measurements and confirm the ground is level, clear of obstacles, and free from underground services or obstructions. The Company accepts no liability for issues arising from unsuitable or inaccessible sites.
The Company will use reasonable endeavours to accommodate another marquee if available, but any changes that reduce the total value of the hire will not be permitted.
While every effort will be made by the Company to carry out any order accepted, the full performance of it is subject to variation or cancellation by the Company consequent upon Acts of God, War, Strikes, Riots, Lockouts or any other disturbances, Fire, Flood, Storm, Gale or Tempest restrictions on the use of Transport, Fuel or Power, Requisitioning Storage of material, transport or labour or any other cause beyond the control of the Company.
I have read and fully understood Oxford Tent Company Terms and Conditions, including Payment Terms, and agree to abide by them. Payment of Deposit will be taken as agreement to the Terms and Conditions being agreed.
These Terms and Conditions and any dispute or claim arising out of or in connection with them 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 agreement.