TERMS AND CONDITIONS OF HIRE
The following conditions apply to the hire of any item including marquees and any other piece of equipment by us, Acacia Marquees, to you, the customer. In these conditions, the word 'equipment' includes any item hired by us to you.
The terms of these conditions can only be altered with our written agreement. No condition contained in any booking form or other communication by you which is inconsistent with any of these conditions will be deemed to have been accepted unless we have agreed to your condition in writing.
ACCEPTANCE OF QUOTATION
No binding contract will exist until one or more of the following criteria has been met.
You have accepted our quotation in writing.
The stated deposit has been received.
In the event where points 1 and 2 cannot be met, acceptance of items on the day of hire.
Quotations remain valid for 21 days from the date stated on them provided that the equipment is still available.
BASIS OF QUOTATION
All quotations are made subject to the following understandings.
All prices quoted are exclusive of VAT, which will be added at the prevailing rate.
Hire charges do not include attendance by our employees for any purpose other than erecting and dismantling marquees.
Hire charge quotes for furniture and other catering hire equipment do not include erecting, dismantling or placing.
Period of hire means the period for which the equipment is required to be ready for use.
The size and surface of the site are suitable for erection of equipment.
You have informed us of any drains, pipes, cables or other obstacles which might affect the site. It should be noted that the pegs holding marquees may be driven up to one metre into the ground. You should note that you are responsible for repairing and making good any damage caused to the site by erection or dismantling of any equipment. The site must be cleared of all obstacles prior to delivery of the marquee. If we have to move any obstacles we will not be held liable for any damage as a result of this.
You will be liable for any additional costs or charges of Acacia Marquees in the event that extra work or equipment outside the terms of a quotation is required, or the equipment is required or used for any period outside the period of hire.
SITE SUITABILITY AND DRAINAGE
It is your responsibility to ensure that the proposed site is suitable for the erection of a marquee, including but not limited to ensuring adequate drainage, a stable and level surface, and ground conditions capable of supporting the equipment and its occupants.
You must disclose to us in writing, prior to erection, any known issues with the site including a history of waterlogging, high water table, poor drainage, or any ground conditions which may affect the safe and proper use of the equipment.
Where we advise that drainage or groundworks measures should be undertaken prior to or during the hire period, it is your responsibility to arrange and complete these. Failure to act on such advice will not reduce your liability under these conditions.
We accept no liability for flooding, water ingress, or damage to equipment or its contents arising from inadequate site drainage or ground conditions. Any additional cleaning, remediation, or repair costs arising from such conditions will be charged to you.
PAYMENT
An agreed deposit of the total hire invoice must be paid prior to ourselves acknowledging the booking. The balance of the hire charge shall be payable by you 10 days prior to the event.
All invoices are payable within 7 days of the invoice date unless otherwise stated. If payment is not made on the due date, we reserve the right to charge interest under the Late Payment of Commercial Debts Act 1998 at 8% above the Bank of England base rate from the date payment was due until the date payment is received, together with reasonable debt recovery costs.
If for any reason the deposit and booking process cannot be completed prior to the hire date, delivery of the equipment will act as acceptance of these terms and conditions.
CANCELLATION
In the event that you cancel the contract, any deposit that you have paid shall be forfeit. In addition, you will be liable to pay the following percentage of the hire charge quoted dependent on the period of notice given prior to the date of commencement of the hire. The deposit shall be deducted from the percentage payable.
Period of Notice (days):
90 or more: 25% of the total hire charge is due, if greater than the deposit paid.
31 to 90: 50% of the total hire charge is due, if greater than the deposit paid.
0 to 30: 100% of the total hire charge is due.
Cancellation charges apply regardless of the reason for cancellation, including adverse weather conditions.
DELAY
We shall not be liable for delay or failure to complete any contracts as a result of:
The site being unsuitable or access being unavailable on the date stated for delivery.
Adverse wind or weather conditions.
Loss or damage to equipment by fire or flood.
Any industrial dispute, lock-out or strike.
Any causes beyond our control.
Grass sites which have not been cut.
NON-AVAILABILITY OF EQUIPMENT
If for reasons beyond our control any item of equipment booked is not available for the period of hire, we reserve the right to substitute an alternative size of marquee or other equipment to meet, as near as possible, your requirements. If we do so you will not have any claim against us. In the event that we cannot substitute suitable alternative equipment we shall notify you of cancellation of the contract, in which event any deposit or other monies paid by you will be refunded immediately, but otherwise no claim shall lie against us.
DELIVERY AND COLLECTION
You must have the site available and in a suitable condition for the erection of the equipment at the time stated for delivery. You should either be available personally or have a representative available at the site at the time stated for delivery to check equipment delivered and sign the appropriate delivery note. If you are not present and do not have a representative at the site at the time of delivery:
You will be deemed to have accepted delivery of the items specified in the delivery note.
We will erect the marquee(s) in such a manner and location as we consider appropriate, provided that we shall follow in so far as possible any plan supplied by you.
If you require us to move any marquee already erected for any reason which is not our fault, you will be liable for an additional charge.
You must ensure that the site is accessible for collection at the time agreed. If access is unavailable or delayed for reasons within your control, we reserve the right to charge for any additional time, travel, or costs incurred as a result.
Ownership. All equipment hired remains at all times the sole property of Acacia Marquees. You may not sub-hire or part with possession of the equipment and you may not allow any lien or encumbrance to be created over the equipment.
CARE OF EQUIPMENT
You are responsible for and shall indemnify us against any loss of or damage to all hired equipment whatsoever the cause, including loss or damage caused by your guests or any third parties present at the event.
Where you have arranged your own insurance for the hired equipment, you may provide us with proof of cover in lieu of the Damage Waiver Fee.
Upon payment of the Damage Waiver Fee referred to in the quotation, liability for accidental loss or damage to hired equipment is transferred to Acacia Marquees, who will handle any necessary insurance claim. However, the customer remains responsible for the first £500 of any loss or damage claim, payable directly to Acacia Marquees. The Damage Waiver Fee does not cover damage resulting from wanton damage or negligence, nor does it extend to additional cleaning charges or remediation costs arising from excessive soiling, which remain the customer's liability in all circumstances.
You must ensure that all equipment is adequately heated when necessary so as to protect the equipment from frost, snow or ice damage, and you must ensure that the collection or build-up of snow on any equipment is not allowed.
Given the risk of damage to a marquee in windy conditions, you must take all reasonable precautions to ensure that all openings are firmly closed when not in use and are open only for the purposes of entering and leaving the marquee.
All heating and cooking equipment must be placed a minimum of six feet from the marquee panels and must not be left unattended whilst in use. There must be no heating or cooking within the marquee other than by electrical appliances or purpose-designed butane or propane gas appliances. BBQ equipment or open fires used outside must be placed a minimum of fifteen feet from the marquee.
CLEANING AND EXCESSIVE SOILING
The hire charges include reasonable post-event cleaning of all equipment. In the event that equipment is returned in a condition requiring cleaning beyond normal wear — including but not limited to flooding, excessive mud ingress, or soiling of linings, flooring, soft furnishings, or any other hired items — we reserve the right to charge for all additional cleaning labour, materials, and consumables at our standard rates. We will advise the customer of any such charges within 7 days of collection of the equipment.
You are responsible for ensuring that your guests do not cause damage to or excessive soiling of any hired equipment. Your liability under this clause extends to the actions of all guests and third parties present at the event.
SMOKING IN ENCLOSED PUBLIC PLACES
Responsibility for complying with the Public No Smoking Law rests with the customer for the duration the marquee is erected. No smoking signs which comply with the relevant legislation are available on request.
Smoking inside the marquee is strictly prohibited. In the event that evidence of smoking inside the marquee is found following an event, the customer shall be responsible for any additional cleaning costs incurred as a result, charged at our standard labour rates. It is the customer's responsibility to ensure that all guests are made aware of this restriction.
PHOTOGRAPHY
We reserve the right to photograph completed installations and events for the purposes of marketing, portfolio, and promotional use, including but not limited to our website and social media channels. If you do not wish photographs to be taken or used in this way, you must notify us in writing prior to the event date.
LIMITATION OF LIABILITY
In the event that we fail to fulfil any terms of the hire contract, our liability is limited to refund or cancellation of any hire charges. Under no circumstances shall we be liable to you for any indirect, special or consequential loss or damage (whether for loss of profit or otherwise), costs, expenses or other claims for compensation whatsoever, whether caused by the negligence of ourselves, our employees or agents or otherwise, which arise out of or in connection with the hire of the equipment. Our entire liability under and in connection with the hire contract shall not exceed the amount of the hire charges. This condition shall not apply to death or personal injury caused by our negligence.
INSOLVENCY OF CUSTOMER
If you become insolvent or are made bankrupt or come to any arrangement or scheme with your creditors, or if you are a company and have a liquidator, receiver or administrator appointed, or if you breach any of these conditions, then we may cancel the hire contract immediately and remove any equipment delivered.