Hire Terms & Conditions

Effective from 01/12/2024

These Terms and Conditions (“Terms”) apply to all bookings and agreements made with Better Event Hire (“the Company”) and the Customer (“the Customer”) unless otherwise stated in writing. By confirming a booking with the Company, the Customer agrees to comply with these Terms.

1. Booking and Payment Terms

• Deposit: A 30% non-refundable deposit is required at the time of booking to secure and reserve stock.
• Full Payment: Full payment is due two (2) weeks prior to the event date. No refund will be issued for the removal or change in quantity of items once full payment has been made.
• Cancellation Policy:
  •  Up to four (4) weeks before the event: A 10% cancellation fee will apply on all bookings after the deposit has been paid.
  • Up to two (2) weeks before the event: A 20% cancellation fee will apply on all bookings after the deposit has been paid.
  •  Within 7 working days of the event: A 100% cancellation fee applies, and no refund will be issued.
  • COVID-19 Postponement: If the event is postponed due to COVID-19 or other unforeseen circumstances, the Customer may reschedule the event, subject to availability. If the event is cancelled after an initial postponement due to COVID-19, the Company’s cancellation policy will apply based on the original postponement date.
• Quotation and Acceptance
• Quotation Validity: Unless otherwise stated in writing, the Company’s quotation is valid for seven (7) days from the date of issue. After this period, the quotation will automatically expire.
• Acceptance: The quotation is deemed accepted when:
  • The Customer confirms in writing (via signed order form, email confirmation, or purchase order for account customers), and
  • The deposit (for non-account customers) or purchase order (for account customers) is received, and
  • The Terms and Conditions of Hire are signed by an authorized person on behalf of the Customer
  • If the Customer proceeds with the hire without written confirmation, it will be deemed that the Customer agrees to and accepts these Terms and Conditions.

3. Deposit and Payment

• Deposit: A 30% non-refundable deposit is required to secure and reserve stock at the time of booking.
• Final Payment: The remaining balance is due two (2) weeks before the event.
• Payment Terms:
• Non-account customers: Payment is due in full before delivery.
• Account customers: Payment terms will follow the agreed credit terms.

4. Use and Care of Equipment

• Ownership: All equipment supplied on hire remains the property of the Company until it is returned. The Customer is responsible for the equipment during the hire period and must ensure that it is maintained in good condition, with reasonable wear and tear excepted.
• Suitability of Equipment: The Company does not warrant that the equipment is suitable for any specific use, and it is the Customer’s responsibility to assess the suitability of the equipment for their intended purpose prior to hire.
• Damages and Losses:
  • If equipment is lost or stolen, the Customer will be required to pay the current replacement cost.
  • If the equipment is damaged, the Customer will be responsible for the full repair cost.

5. Extended Hire and Return of Equipment

• Return of Equipment: The Customer must return all equipment on the agreed return date. If the equipment is not returned on time, the Customer will be charged a continuing hire fee at the standard weekly hire rate until the equipment is returned.
• Early Return: No refunds will be issued for early return of the equipment during the hire period.

6. Delivery and Collection

• Delivery: The Company makes every effort to deliver equipment on time, but no liability is accepted for any delays. The Customer will not be entitled to cancel the booking or claim damages due to delayed or non-delivery.
  • Equipment must be available for collection at the specified time on the last day of the hire period.
  • If the Customer has picked up the equipment from the Company’s premises, it must be returned by the agreed time.
• Delivery Dockets: The Company’s Delivery Dockets serve as conclusive evidence of the quantity and identity of the equipment delivered, and the date of delivery. The Customer is responsible for checking the delivery and signing the delivery docket at the time of receipt.

7. Site Preparation and Approval

• Site Preparation: The Customer is responsible for ensuring that the site is prepared for the delivery and setup of equipment. This includes
• ensuring that the ground is firm and level, and that there is adequate access for delivery and collection.
• Permits and Approvals: The Customer is responsible for obtaining any necessary permits or approvals from local authorities for the installation of equipment.
• Site Conditions: The Customer must ensure that the site is clear of obstacles, and that the foundations are suitable for the safe installation and use of the equipment. The Customer is responsible for informing the Company of any underground services (e.g., gas, water, electrical lines).
• Marquee Space Responsibility: It is the Customer’s responsibility to provide accurate measurements and ensure that the marquee or structure ordered will fit within the available space at the event location. If the marquee does not fit due to incorrect or insufficient site measurements provided by the Customer, the Company will not issue a refund.
  

8. Security and Liability

• Security of Equipment: The Customer is responsible for securing the equipment from theft or damage until it is returned or collected by the Company. If the equipment is stolen, the Customer must notify the Company in writing with full details, including the police report.
• Liability for Damage: The Customer is liable for any loss or damage to the equipment caused by misuse, negligence, or other reasons. The Customer will be charged for any necessary repairs or replacement costs.
• Site Safety: The Customer is responsible for ensuring adequate safety measures are in place at the site, in accordance with relevant health and safety regulations.

9. Electrical Equipment and Damage

• Electrical Equipment: The Customer is liable for any damage caused to electrical equipment due to malfunction, misuse, or failure to provide the correct power supply. The Customer must ensure that all electrical equipment is used in accordance with the manufacturer’s guidelines.

10. Damage Waiver

• Damage Waiver Fee: A non-refundable Damage Waiver Fee is included in the hire price for equipment only. This waiver covers normal wear and tear, but does not cover:
  • Loss or theft of the equipment.
  • Damage beyond normal wear and tear.
  • Damage caused by misuse, vandalism, overloading, or failure to follow safety instructions.
• Exclusions: The Damage Waiver does not apply in the following cases:
  • If the equipment is lost or stolen.
  • If the equipment is damaged due to the Customer’s negligence or misuse.
  • If the equipment is overloaded or used beyond its rated capacity.

11. Goods and Services Tax (GST) and Other Taxes

• The Customer agrees to pay any applicable GST or other taxes in accordance with current Federal and State legislation.

12. Governing Law and Venue

• This contract shall be governed by the laws of the state and territory of NSW and ACT, and the parties submit to the jurisdiction of the courts of these states for any disputes arising from these Terms.

13. Cancellation or Postponement Due to Weather or Unforeseen Circumstances

• Event Postponement: If the event is postponed due to weather or unforeseen circumstances, the Customer may change the event date, subject to availability and a 50% charge of the total invoice amount. This fee covers packing, preparation, and labor costs.

• On-Site Postponement: If the event is postponed while the Company’s team is already on-site, the Customer agrees to pay 100% of the invoice total for the new event date.

14. Priority Surcharge

• Priority Fee: A 12.5% surcharge (plus GST) will apply for high-priority orders or orders requiring a less than 12-hour turnaround.

15. Return of Equipment

• Packaging and Cleaning: The Customer must return equipment in the same condition as it was received. This includes:
  • Glassware, crockery, and cutlery must be returned clean and re-boxed.
  • Cushions for Tiffany chairs must be bagged to avoid cleaning charges.
  • Tiffany chairs must be stacked six (6) high and ready for pickup.
  • All other equipment must be packed and ready for pickup in its original condition.
• Late Fees: Failure to comply with these requirements will result in a minimum $200 labor fee, charged to the credit card provided.

16. Marquee/Structure Setup

• Pegging vs. Weighting: The Customer must specify whether the marquee needs to be pegged or weighted during the consultation. If this information is not provided, the Customer is responsible for notifying the Company of any changes to the method of securing the marquee.
  • Weighting a structure will incur an additional 30% charge compared to pegging.
  • Late notification of changes to the securing method may incur additional costs if new equipment must be purchased.

17. Liability for Property Damage

• The Customer accepts all liability for any damage to property caused by the installation or use of the equipment, including but not limited to fences,gates, plants, trees, and existing structures.

By accepting the quotation and confirming the booking, the Customer acknowledges that they have read, understood, and agree to the Terms and Conditions outlined above.