Terms + Conditions
STRETCH EVENT PRODUCTIONS LTD
RENTAL TERMS AND CONDITIONS for: Tents, Bespoke Structures & Related Works
These Rental Terms and Conditions (“Terms”) shall apply to all orders and contracts for the supply of Equipment in the UK by the Company or its authorised agents and if there are any qualifications or variations to these conditions it is important for the avoidance of doubt that such variations should be in writing. Clients must pay a non- refundable 50% deposit to secure the booking once the invoice is received. The booking is not secured until this deposit and signed Terms & Conditions are in receipt. The remaining balance is due 14 days prior to installation. All orders for goods shall be deemed to be an offer by the Client to hire goods in accordance with these conditions and the Invoice.
- Definitions
“Company” means Stretch Event Productions LTD/Stretch & Tents and/or their subcontractors or agents, Company number 07948018.
“Client” means the person or organisation hiring Goods or Services from the Company.
“Contract” means the agreement comprising the Quotation, these Terms and any agreed drawings or specifications.
“Goods” means all products, structures, materials and components supplied.
“Services” means surveying, design, manufacture, delivery, installation and associated works.
“Site” means the area where the Works are carried out and Goods are erected.
“Equipment” are the items referred to in the Invoice.
“Delivery date” is the day on which the equipment is delivered.
“Rental Period” is the period referred to in the Quotation.
“Period of Hire” means the period from when the Equipment is delivered to Site until the Equipment has been dismantled and removed from the Site.
“Hire Charge” is the amount payable by the Client to the Company as specified on the Invoice.
“Quotation” and “Invoice” mean the quotation and invoice sent by the Company to the Client detailing the Equipment, Services, Rental Period and Hire charge.
- Acceptance of quote and contract formation
2.1 A quotation provided by Stretch Event Productions Ltd does not establish a contract unless the Client communicates acceptance to Stretch Event Productions Ltd and the Company accepts the quotation and submitting the signed document via email before the offer expires.
2.2 Quotations remain valid for 30 days unless stated otherwise.
2.3 A Contract is formed when the Client and the Company confirm acceptance of the Quotation; provides written approval; pays a Deposit; or instructs the Company to proceed.
2.4 These Terms form the entire agreement between the parties and supersede prior discussions or representations.
2.5 The Company may refuse or cancel any order prior to commencement and formation of a contract.
2.6 Information provided in Stretch Event Productions Ltd catalogues, price lists, or other documentation is not binding unless it is documented in writing and signed by both Stretch Event Productions Ltd and the client.
- Price and payment terms
3.1 Prices provided by Stretch Event Productions Ltd and accepted by the client for hired goods and/or services rendered by the Company shall be as quoted by the Company and accepted by the Client, unless otherwise agreed upon in writing by both parties.
3.2 All sums payable under this Agreement unless otherwise stated are exclusive of VAT and other duties or taxes. Any VAT or other duties or taxes payable in respect of such sums shall be payable in addition to such sums.
3.3 A non-refundable Deposit is payable upon acceptance.
3.4 Invoices are payable immediately unless otherwise agreed in writing.
3.5 Payment may not be withheld for minor defects or snagging items.
3.6 The Company may suspend Works for late payment and recover reasonable debt recovery costs.
3.7 Additional Work or items required beyond the scope outlined in the signed quotation shall be subject to additional costs.
3.8 If fuel prices rise suddenly by more than 10% since the quote has been issued and contract has been formed, an additional fuel surcharge is applicable to cover for these extra costs.
- Site conditions, surveys and installation
4.1 Quotations are based on visible and reasonably accessible Site conditions.
4.2 Surveys are visual and non-invasive unless agreed otherwise.
4.3 The Company is not responsible for pre-existing defects, hidden structural issues, subsidence, damp, asbestos, concealed services or defective prior workmanship.
4.4 Unforeseen conditions may result in additional costs, delays or design changes and shall constitute a Variation.
4.5 Site Suitability: Quotations are based on the assumption that the Site is suitable for the installation of the Goods, has clear access for motor transport, and is free from concealed drains, cables, or other buried services. Should the Site fail to meet these requirements, the Company reserves the right to adjust the Charges or rescind the Contract without liability for any resulting loss or expense. The Company shall not be liable to the Client for any loss, damage or expense resulting from such rescission of the contract.
4.6 Buried Services: The Company shall not be liable for damage to drains, pipes, cables, or other buried services unless an accurate plan specifying the precise location of such services has been provided by the Client to the Company in writing prior to installation. The Client is solely responsible for marking and identifying the exact location of all underground services (water, gas, electric, drainage, fiber optic cables). The Client must indemnify the Company against any cost, repair, or third-party claim resulting from damage to underground pipes or cables, or surface/landscaping damage caused during installation, use, or dismantling.
4.7 Site Plan and Placement: The Client shall provide the Company with a layout plan detailing the intended position of the Goods. In the absence of such a plan, the Company will install the Goods at its discretion, and the Client shall indemnify the Company against any costs or damages arising from this installation. If the Client wishes to change the Tent/Bespoke Structure position after the build has commenced, they accept this is not always possible and is at the discretion of the Company. If repositioning of the Tent/Bespoke Structure is deemed possible by the Company, the Client will be liable to additional labour charges.
4.8 Attachments to Structures: Where the Client requests the attachment of Goods to existing buildings or infrastructure, a pre-installation site visit is required to confirm structural suitability. If no site visit is conducted, the Company will proceed in accordance with its standard method statement, and the Client accepts full responsibility for any resulting damage to the Site.
4.9 Utilities: The Client shall provide a suitable 240 Volt/16 amp power point within 50 metres of the Goods and accept full responsibility for the adequacy and reliability of that supply. Unless expressly stated otherwise in writing, charges do not include the cost of making good or repairing damage to the Site.
- The company undertakes
5.1 to deliver the Equipment and to proceed to erect it for use on or before the commencement of the Rental Period, excepting where the Equipment is solely furniture in which case it is delivery only.
5.2 to dismantle and remove the Equipment from the Site as soon as reasonably practicable after the Rental Period.
5.3 The Company reserves the right to assign, sublet, or subcontract all or any part of the performance of the Services or manufacture of Goods to qualified third parties without the prior consent of the Client.
5.4 The Company does not accept any liability for damage to lawns, driveways, flowerbeds, underground structures, or soft ground The Client must provide safe, unhindered access to the site and pay for any towing, clearing, or ground restoration costs required.
- The client undertakes
6.1 The Client shall: provide safe and uninterrupted Site access; ensure the Site is ready for Works; obtain all necessary permissions and approvals unless expressly agreed otherwise; maintain adequate insurance during the Works; provide access to utilities where required; remove fragile or valuable items from work areas.
6.2 Delays caused by the Client may result in additional charges and revised completion dates.
6.3 It is the responsibility of the Client to ensure regulatory compliance and, if required, obtain planning permission, building regulations approval, party wall matters, landlord/freeholder consent, restrictive covenant approvals.
6.4 To pay the Deposit (if any) and to pay the balance in accordance with the Invoice.
6.5 To pay interest on all monies outstanding 14 days after the date for payment both before and after judgement at a rate of 4 per cent per annum above the base rate of Barclays Bank.
6.6 To provide the Company a reasonable period of time before the Delivery Date with an accurate plan of the Site showing all relevant services and any apparent obstacles which may affect the erection of the Equipment and the position on the Site in which the Equipment is to be erected and to advise the Company of any alterations to the Site of which it is aware that may take place after the date that the plan is provided.
6.7 If any part of the Equipment includes electrical apparatus to provide such power points or supply as may be reasonably required by the Company within 15 metres of the Equipment.
6.8 Not to enter the Equipment while it is being erected by the Company.
6.9 To keep any part of the Equipment that is a Tent/Bespoke Structure completely safe and secure when not in use.
6.10 The Company reserves the right to revise or withdraw any quotation prior to acceptance and to vary the quoted charges should substantial increase in costs occur.
6.11 Should the settlement not be made 14 days prior to installation the Company reserves the right to charge interest at 5% per annum above the base rate of the Bank of England 15 days after the invoice date.
6.12 Not to use any lighting, heating, cooking or other gas or electrical appliances of any kind without the previous consent in writing of the Company.
6.13 Not to tamper with the structure or any part of the Equipment and in particular not to affix or suspend from the Equipment any item whatsoever without the Company’s prior written consent.
6.14 The client undertakes to provide sufficient drainage or depositing requirements for ballast water.
6.15 From the moment installation/delivery begins until complete removal, the Client holds sole custody and responsibility for all equipment. The Client is liable for full replacement cost (or continuing hire charges) for any missing or stolen items signed off at the end of the event or discovered missing during teardown.
- Variations
7.1 The Hire Charge is based on the assumption that the Client provides a firm and level site suitable for the erection of a Tent/Bespoke Structure, which is serviced by a firm access road adjacent to the Site, with adequate hard-standing for commercial vehicles and is free from flooding, trees and overhead obstruction.
7.2 Delays and waiting time: If the build/break crew are unable to commence work or access the Tent/Bespoke Structure site on arrival a charge will apply for further costs for the first hour and for the period of delay.
7.3 The Company shall provide only the Goods and Services expressly stated in the Quotation.
7.4 Variations must be agreed in writing wherever reasonably practicable.
7.5 Variations may affect price, programme, specifications and completion dates.
7.6 The Company may suspend affected works until Variation terms are agreed.
7.7 The Company may refuse Variations that are unsafe, impractical or non-compliant.
- Adverse Weather
8.1 The Client must understand that the product is a temporary structure, and the Company is operating within parameters that they must adhere to. If in the case of extreme weather conditions the installation of the structure may be delayed, and on the rare occasion, may be canceled. Should the Client require an onsite duty officer this will incur a further fee.
8.2 In the event that the installation is deemed unsafe due to adverse weather conditions, the full payment is non refundable and the Company bears no liability for consequential event cancellation or delay.
- Force Majeure
9.1 While the company will make every effort to fulfill the agreed rental, the completion of a booking may be subject to variation or cancellation due to events beyond our control, including but not limited to acts of God, war, strikes, riots, lockouts, or any other disturbances. This also encompasses events such as fire, flood, storm, wind, tempest, and restrictions on use of transport, fuel, or power, which may necessitate alterations to the booking, or result in the loss of the final balance.
- Understandings
10.1 The Hire Charge does not include making good any repairs to the site unless caused by the negligence of the Company’s servants, agents or contractors.
10.2 All items hired are charged whether used or not.
10.3 The Client will allow suitable time for the installation and dismantling, and removal of equipment.
10.4 The company does not expect the client to pay for soiling unless due to negligent causes (candle wax, animal defecation, dirty fuels such as smokey bbqs, cigarette burns, or burns from heating elements).
- Assembled & pre assembled structure sign off
11.1 Upon the signing of the Assembled & Pre Assembled Structures sign off sheet, the Client is of the understanding that if the Company is required to return to site, a minimum call out fee of £300 + VAT will incur, unless:
– The structure has been compromised by adverse weather conditions
– Under extreme circumstances, with the discrepancy of the Director
11.2 In the event where the Client is absent during the undertaking of the Assembled & Pre Assembled Structures sign off the Company is not responsible for a recall.
- Parking
12.1 The Client is required to provide adequate parking facilities for the duration of the install. In the form of a parking space, parking permit, or designated parking.
12.2 If the parking is inadequate and the Company receives a parking fine the Client is required to pay said fine. Unless one of the following:
– The Company receives a parking fine due to negligence of Company Crew Director
– The Company receives a parking fine due to poor time management skills.
- Intellectual property and marketing
13.1 Stretch Event Productions Ltd and its affiliated companies are and remain the owners of all intellectual property rights. In the case of orders whose performance includes development of new products, the Company is the sole proprietor of the development results including, but not limited to, all concepts, drawings, samples, ideas, software, documentation and all other material, together with all intellectual property rights relating thereto whether filed or not.
13.2 Rights of use or licences for the Client in the developing result or intellectual property rights are not granted either implicitly or explicitly.
13.3 The Client consents that any photography provided to the Company is allowed to be used for PR purposes and marketing by the Company only.
13.4 Data Consent for Tailored Marketing. The Company may process and share limited elements of your personal data (such as your email address or phone number) with third-party advertising platforms, including but not limited to Google, in a secure, pseudonymized (hashed) format. This processing is conducted to display relevant advertisements to you and to identify prospective customers with similar profiles. You maintain the absolute right to object to this processing at any time. To opt out, please contact us directly at [email protected]. Personal data will otherwise be handled strictly in accordance with our Privacy Policy and UK GDPR requirements.
- Cancellation and termination
14.1 All cancellations will result in the loss of the 50% deposit.
14.2 Cancellation less than 14 days prior to the Period of Hire will result in the client owing the full balance for the event.
14.3 Hire Goods can be altered and amended up to 28 days prior to the Period of Hire. Please note, after this period, any reductions from the order must be paid in full.
14.4 Should the Client wish to postpone the contract then, if the Company is notified less than 28 days prior to the event, the 50% deposit shall also be lost. However with postponements of more than 28 days prior to the installation date, at the discretion of the Company, half of the paid Deposit may be used against Hire Goods at a rescheduled event.
14.5 The Company may terminate the Contract for non-payment, denied access, unsafe conditions or serious breach.
- Loss or damage
15.1 The Client shall be responsible for the maintenance and safe custody of the product or Equipment for the duration of the Period of Hire.
15.2 The ownership of the product or Equipment stays with the Company, but full liability for loss or damage transfers to the Client immediately upon delivery to the Site
15.3 The client shall indemnify the Company against the full value of any loss, damage or excessive soiling caused by the Clients’ guests or visitors or by the Clients negligence, legal liability or failure to comply with these terms and conditions.
15.4 It is the responsibility of the client to insure the items of hire whilst in their care during the hire period.
15.5 The Client shall notify the Company regarding any loss, damage or excessive soiling however caused by the Client’s guests or visitors or by the Clients negligence during the period of use and will be liable for any costs incurred in the replacement, repair or cleaning of equipment.
15.6 In the event that a damage waiver is requested by the client, and is included in the invoice, the client remains responsible for gross negligence including arson, purposeful neglect, and malicious behaviour.
- Exclusion of liability
16.1 The Company will make every effort to complete the erection of the Equipment on or before the commencement of the Rental Period, provided that the Client has complied with the undertakings set out above. If the Equipment is not erected before the commencement of the Rental Period the Client shall have the right to withdraw and the Company shall return all monies paid. The Company shall also reimburse the Client for any unavoidable additional expenses incurred, except that, if the Equipment is not erected because of delays due to weather or other circumstances beyond its reasonable control, the liability of the Company shall be limited to return of the monies paid by the Client.
16.2 The Company will take all reasonable care to avoid any damage to the Clients’ own equipment but cannot be responsible for any loss suffered by the Client in respect thereof other than as a result of the negligence of the Company’s servants, agents or contractors.
- Drilling and staking consent
17.1 If required, the Client consents to anchor points being drilled into their Property or the installation of ground pegs for the purpose of their stretch tent installation. Any queries the Client may have should be discussed at the site survey or in writing before the installation date.
17.2 Before the event date, the Client must indicate whether they would like these anchor points left in place or removed and filled after the installation is taken down. A Client may wish to leave the anchor points in place for future installations or another purpose. Also if required, the Client is to provide up to date information regarding all underground services and an underground services plan when available. In the absence of either of these it is the clients responsibility to locate and inform the company.
17.3 A site survey should be used to assess the condition of the Property before the event date.
17.4 The Property is assumed to be free of asbestos. The Client must inform the Company of any existing asbestos on the property before the event date.
17.5 The Company will take all reasonable care to avoid any damage to the property but cannot be responsible for any damage which arises from an existing issue, or a damage which arises from services that are not declared or from incorrect information provided. In instances where damage is caused by the Company’s negligence, the property will be repaired by the Company, but only to restore the property to the same condition as it was before the installation.
17.6 Upon receiving and having read through this document you are hereby consenting to the Company’s Drilling and Staking user agreement.
- Jurisdiction and dispute resolution
18.1 These Terms of Business shall be governed by and construed in accordance with English Law and shall be subject to the exclusive jurisdiction of the courts of England and Wales.
18.2 The parties shall attempt to resolve disputes amicably before commencing legal proceedings.
18.3 The parties may agree to mediation.
- General
19.1 No extension of time or any relaxation or indulgence granted by Stretch Event Productions Ltd to the client shall operate as or be deemed to constitute a waiver by the Company of any of its rights under the contract or a novation of any of the terms or conditions of the contract.
19.2 Without prejudice to any other provision of the contract, any successor-in-title, including any liquidator, curator or trustee, of either party shall be bound by the contract.
19.3 The contract may not be ceded or assigned by the client.
Declaration: Upon receiving and having read through this document you are hereby adhering to our Terms & Conditions. Version: ST1.04