Terms & Conditions

The following Terms & Conditions apply to all contracts between Set Event Rentals & the hirer. By paying the invoice associated with hire it is deemed that all terms & conditions have been acknowledged and are adhered to.

1. All equipment remains the property of the owner, Set Event Rentals, Greenlands Farm, Tewitfield LA6 1JH.

2. It is the responsibility of the Customer to collect the Hire Goods from the Company and return them to the Company at the end of the Hire Period. If the Company agrees to deliver or collect the Hire Goods to and/or from the Customer it will do so at its stated delivery cost dependent on area, and such delivery and/or collection will form part of the Services. All delivery & collection times including weekend must be negotiated prior to the goods going out.

3. Please note if the customer collects the goods, a valid driving licence & insurance document to cover the transportation of the goods on hire must be presented prior to collection. A safe return deposit is also payable prior to collection. This will be refunded once all the stock has been returned and checked.

4. The Customer or the customer’s representative must be present when the Hire Goods are delivered by the Company, and the Customer/representative must check & sign for delivery of all such Hire Goods.

5. Loss or damage of any goods whilst on hire remain the sole responsibility of the hirer. The company will operate a discretionary approach to breakages & loss, however in the event of loss or damage deemed to be beyond the accepted discretionary level, the customer will be charged the full replacement costs and these charges are payable on the due date of the invoice. If a damage deposit has been taken, the cost will be deducted from the deposit with the remainder being refunded back to the hirer. If the damages exceed the deposit taken, an invoice will be issued for the balance and payable on demand.

6. Full lists of charges for replacements are available on request.

7. The Customer shall return all glasses transit crates and other storage boxes and laundry bags supplied by the Company. Failure to return these items to the Company will result in a charge for their full replacement value being made against the Customer.

8. Set Event Rentals accepts no responsibility for any loss or injury caused by the use of any of the equipment whilst on hire.

9. All charges are for a minimum of a 1–3 day hire, this includes 1 day prior to the event and the following day after the event, unless the event takes place over a weekend, in which case the equipment must be returned/collected on the Monday immediately following. During peak season we operate a Sunday collection service also. Terms for a longer period of hire are to be negotiated prior to collection/delivery.

10. Wash up charge for our tableware is included in the hire price, however it is important that food is scraped from crockery and wherever possible cutlery is soaked/rinsed to avoid staining from acidic foods. Please note: due to continuing increases in electricity charges from 2023 there will be an additional cleaning fee of 12% of the total hire charge for cleaning of all packing boxes & linen bags, as we have experienced a longer than anticipated cleaning time for used boxes & containers.

11. Prior to collection all items must be well packed in the storage boxes provided. Dirty glasses to be placed the right way up to avoid soaking of the boxes with leftover liquids, which still need to be emptied as much as possible prior to packing. Plates to be stacked in the correct boxes and not overloaded, to avoid unpacking and repacking prior to transportation which could result in further costs to the hirer. Over packing in boxes will result in charges as repacking needs to take place in order for boxes to be a safe weight limit for our staff to carry & to ensure boxes can be stacked properly for safe transportation. Please don’t pack broken glasses in the packing boxes — dispose of them safely on site and inform us of any breakages if you are aware on collection. Please make your caterer/event planner/venue manager aware of the packing requests, as the hirer will be invoiced and remain liable for any amount owing following a repack.

12. All cancellations must be confirmed in writing 28 days before the goods are due to go out. In the event of a cancellation a rebate of hire charges will be allowed as follows: 28 days or more prior to delivery — no charge, however the booking deposit is non-refundable. Up to 14 days of delivery — 50% hire cost. Up to 5 days of delivery — 75% hire cost. Up to 48hrs of delivery — full hire cost.

13. A minimum booking deposit of £100 or the full amount of the hire charges (whichever is the greater) will be payable on receipt of the order, with the balance of the order being payable one month prior to the date of the hire.

14. A £100 damage deposit will be taken at the time of the final invoice being issued (one month prior to the delivery date) & held against loss/damage. This will only be refunded when all the goods have been returned and after being checked back into stock. We aim to have a full stock count of returned items within seven days of collection.

15. Linen Hire — Please note: following several hires recently where hirers have returned our table cloths with crayon, felt tip & biro pen marks on, which cannot be removed with stain treatments & additional washing, we are having to replace these cloths to ensure you receive beautifully clean cloths for your hire. Candle wax cannot be removed fully without leaving an oily residue. Please take extra precautions if you intend to have candles on your tables and ask the venue staff to ensure candles do not burn down to a level where they will melt over the candlestick and run onto the tablecloths. Also take care when extinguishing candles as any wicks which drop off may leave a burn hole in the cloth. Any wax spills larger than a 50 pence piece will result in a charge for a replacement cloth. We charge the hirer full price for any replacements to our stock. We are now taking an additional £100 deposit where linen is included in the hire package. This will be returned once all linen has been checked for any such marks. The laundry treatment involves intense stain removal & laundering twice for stubborn marks to try & reduce the need for replacements wherever possible. Photographs will be sent to the hirer following collection of used linen, drawing their attention to any such marks. Any such damaged cloths will be chargeable to the hirer at the cost of replacement and will be deducted from the deposit. Please make yourself aware of the replacement costs before booking. Payment of the damage deposit by the hirer will deem that the hirer accepts the terms of the hire & adheres to them in full. The deposit will be returned to the hirer once all items of linen are checked and following any deductions for the above. Any additional costs over and above the deposit amount will be invoiced and due on receipt. Please note that as linen is a natural fibre, our natural linen napkins may have slight colour differences due to the nature of the fibre being dyed. This is very rarely noticeable and negligible when napkins are styled on the tables — we just want to bring it to your attention.

16. Any private customer wishing to organise their own transport to collect and return goods must be fully insured against loss or damage and must produce evidence of their insurance on demand.

17. Payment terms for account customers are strictly 1 month in advance. Any invoice outstanding beyond this period may be referred to a collection agency and will be subject to a surcharge to cover the collection costs incurred. This surcharge together with all other charges and legal fees incurred will be the responsibility of the customer and will be legally enforceable. All non-account customer payments must be made and cleared one month before any goods are delivered.

18. Set Event Rentals work hard to represent our products on this website as accurately as possible, but as each viewing device is calibrated and may display differently, we cannot provide any guarantees regarding accuracy. We reserve the right to substitute products where necessary and the hirer will be informed if the difference is noticeable or requires a choice of more than one substitute option, otherwise we will reserve the right to substitute for a similar product that will not have a detrimental effect on the booking or overall look of the event.

19. All prices quoted are exclusive of VAT for the current time. Any change to this will be notified in writing at least 28 days before payment is due. We are not currently registered for VAT.

20. Delivery charges will vary by area. Whilst we will do our best to keep costs to a minimum, we recommend you contact us by email to enquire as to the cost for delivery to your venue. As fuel prices continue to rise we will be quoting a delivery charge on all orders. We will of course endeavour to keep these to a minimum but as a small business we are unable to absorb the rising costs of fuel, over which we have no control. Any significant rises in costs due to outside forces may result in us having to re-quote the delivery charge, which we would endeavour to do at least one month prior to the delivery.

21. The hirer must be present at time of delivery & collection of goods, or the hirer must appoint a representative, supplying name & contact number before the delivery day. We also need to know in advance where the goods will be left for collection following the event, and that your caterer/venue/planner has been made aware of how the goods are to be packed for collection. If the contact regarding collection is different to delivery (i.e. if the bride/groom appoint a representative) please provide additional contact details.
    
    The goods cannot be left unless we have been provided with an appointee. At collection our staff will try to ascertain if any obvious items are missing, but a full count isn’t possible until we return to HQ. Any missing or broken items will be reported within 3 days of collection, or if obvious at the point of collection they will be reported to the appointee.
    
    We endeavour to deliver all items requested in good order and well packed for your ease. We would appreciate the same preparation for our collection to ensure we can continue to provide our items in good order for future hirers. Thank you.