Terms and Conditions
Definitions
In these Terms and Conditions:
“We”, “Us” and “Our” mean Live 9 Events LTD.
“You” and “Your” mean the person or organisation hiring the Equipment.
“Equipment” means any item We supply and You hire under these Terms and Conditions.
“Services” means any services supplied with some Equipment, for example operating staff.
“Order” means Your order for the Equipment.
“Confirmation of Order” means Our written acceptance and confirmation of Your Order, as described below.
“Contract” means the contract between Us and You for the hire of the Equipment and any related items, as set out in these Terms and Conditions.
“Hire Period” means the period for which You hire the Equipment.
“Price” means the total price payable for the hire of the Equipment and any associated Services.
“Booking Fee” means 25% of the total booking value, rounded up to the next ten pounds, payable when You place Your Order to secure it.
“Terms and Conditions” means everything stated in this document.
About Us and These Terms
These are Our standard terms for the hire of Equipment. Live 9 Events LTD is a private limited company registered in England, company number 10862044. Our registered address is 39 Burlington Road, Carlton, Nottingham, NG4 3JJ, and Our main trading address is Unit 18 Colliers Business Park, Fieldfare Road, Cotgrave, Nottingham, NG12 3UL.
1. Contract
1.1. These Terms and Conditions set out the basis on which We hire Equipment to You and form the Contract between Us. Please read them carefully before completing Your Order, and ask Us if there is anything You are unsure about.
1.2. A legally binding Contract is formed when We accept Your Order, as shown by Our Confirmation of Order, and You have paid the Booking Fee. We will send the Confirmation of Order by email once We have received the Booking Fee or full payment.
1.3. You do not need to sign anything for the Contract to be accepted and binding on both of Us. It is accepted at the point We issue the Confirmation of Order.
2. Your Obligations
2.1. When You place Your Order, You must give Us the information Our staff reasonably ask for. We need it to complete Your Order, and if You do not provide it, We may be delayed in accepting Your Order.
2.2. Please tell Us about anything that could affect delivery or set-up, including stairs, lifts, distances, parking and specific timings. If You tell Us it is fine to park in a particular place, You will be charged any car parking costs and any parking fines We incur as a result.
2.3. You must make sure the site is suitable and meets the following requirements:
2.3.1. The site has enough space for the Equipment, as detailed on Our website. It is Your responsibility to check this for Your Order.
2.3.2. There are no steep slopes or other obstacles that would block access.
2.3.3. The venue has the access width, loading area and parking needed for the Equipment to be unloaded, set up and operated, and for vehicles to be parked and the Equipment loaded again at the end of the event.
2.3.4. For any item that needs power, a 13-amp mains socket is available within 30 metres. If there is no power, or the supply is not adequate, a generator will be needed.
2.3.5. Our staff will set up the Equipment with every safety aspect in mind, so the Equipment MUST NOT be moved afterwards. We take photographs as evidence once set-up is complete.
2.3.6. We may refuse to operate any of the Equipment if We believe the venue is unsuitable or unsafe.
2.3.7. Throughout the Hire Period, You must make sure all safety rules are followed, and all Equipment must be supervised at all times by a responsible person aged over 18.
3. Hire Period
3.1. You choose the Hire Period in Your Order, and We confirm it in Our Confirmation of Order email.
3.2. Unless We say otherwise, the Hire Period begins and ends at the times and dates shown in the Confirmation of Order.
3.3. You can ask to extend the Hire Period by emailing Us. An extension may carry an additional charge, which We will tell You about when You make the request. If You extend on the day of the hire, payment must be made at the time You ask. Once We have approved the request and received payment, We will confirm the extension in writing.
4. Booking Fees And Final Payment
4.1. You must pay the Booking Fee when You place Your Order. We do not confirm any booking until We have received it.
4.2. If You pay in full, that payment is made up of the Booking Fee and the remaining 75% hire fee, which together make up the total value of Your Order.
4.3. If You amend Your Order to a smaller amount, We work out the Booking Fee on the items removed and add it to Your booking as a cancellation charge. For example, if You cancel a £90 item, a Booking Fee of £30 is added as a charge.
4.4. If You booked a package and amend Your Order, the package price is lost and We will not simply remove an item at its full price. We will check whether the remaining items meet the requirements of any other package, and if they do not, You will be charged individual prices.
4.5. The remaining balance must be paid no later than one month before the Hire Period date.
4.6. For Orders made with less than one month before the Hire Period date, full payment is required when You book in order to secure the Order.
4.7. Payment for branded or bespoke products is covered in section 5.
5. Branding, Proofing & Production Terms
5.1 Payment & Production Start
We will not begin branding design or printing until full payment has been received. If payment is late, production will be delayed and branding may no longer be possible. In that case You will still have to pay.
5.2 Proofing & Design Amendments
We will email You a proof for approval before production. You can ask for up to three (3) separate design revisions, and any further revisions carry an extra design fee.
You must approve the design within seven (7) days of paying the invoice, or as soon as reasonably possible. Late approval may delay production or make branding no longer possible, but You will still have to pay.
Once You approve the design, it joins the production queue and cannot be changed.
5.3 Proof Accuracy
We make every effort to make sure print files are accurate. By approving the proof, You confirm that the design is correct and ready for production.
5.4 Responsibility for Errors
Any errors in the approved proof, including spelling mistakes or incorrect layouts, will appear in the final product. Once You approve the proof, responsibility for those errors passes to You, and We are not liable for any costs of reprinting caused by the proof not being checked properly.
5.5 Colour Variation
We print using a CMYK process, so colours on the finished product may not exactly match those shown on a screen.
5.6 Payment for Bespoke Work
Branded or bespoke products must be paid for in full before pre-production or production begins.
5.7 Delays After Payment (Pre-Production Cancellation)
If You have paid in full and then cause a delay that makes production no longer viable for either of Us, We keep a 40% pre-production fee and refund the remaining 60%.
The pre-production stage covers the administrative work of setting up production, including preparation, providing samples and templates for the design, and all other organisational work on the bespoke design or product.
5.8 Production Stage & Cancellations
The production stage starts when materials are ordered and manufacturing begins. From that point a 100% cancellation fee applies and no refunds are given.
6. Cancellation & Refund Policy
6.1. Cancellation by You
If You cancel an Order, the following cancellation charges apply, counted back from the scheduled event date:
- 60 days or more before the event date: the Booking Fee is non-refundable
- 30 to 59 days before the event date: 50% of the total booking value is payable
- 29 days or fewer before the event date: 100% of the total booking value is payable
If You cancel and have already paid in full, We will refund anything due after the cancellation charges above. Any refund will be made as soon as reasonably possible, and within 28 calendar days of the date We agree You are entitled to it.
6.2. Cancelling Branded or Bespoke Products
The cancellation charges in 6.1 do not apply to branded or bespoke designs or products. These are covered by sections 4.7 and 5 above, including the 40% pre-production fee and the 100% cancellation fee once production has started.
6.3. Cancellation by Us
If We have to cancel for reasons beyond Our control, You will receive a full refund of everything You have paid, including the Booking Fee. Examples include a vehicle breakdown, an equipment breakdown, a staff shortage, or any other reason We consider necessary.
We will NOT refund for unsuitable access, lack of space, the wrong type of surface, or land You do not have written permission to use. These are confirmed before booking, and checking them is Your responsibility.
We are not liable for any failure or delay in meeting Our obligations where it is caused by something beyond Our reasonable control. This includes, without limitation: traffic or weather affecting delivery to the location on time, weather affecting use of the Equipment, power failure, industrial action, civil unrest, fire, explosion, flood, storms, earthquakes, acts of war, government action, epidemic, pandemic or other natural disasters, or anything else outside Our control.
6.4. Bad Weather / Force Majeure
If We have to cancel an outdoor event because of bad weather, You can choose one of the following:
- Move Your Order to a suitable indoor location. If the items You chose will not fit, We can swap them for something suitable of the same value as Your current booking.
- Change Your Order to alternative entertainment from available stock.
- Reschedule Your booking to a new date within six months of Your original Hire Period. This does not have to be arranged on the day of cancellation: We will issue a credit code You can use on a future booking.
Any money You have paid will be applied to the new Order.
7. Delivery and Collection
7.1. The Hire Period begins at the time and date in the Confirmation of Order. Our staff will deliver and set up the Equipment before then, leaving enough set-up time for Your event.
7.2. Before delivery, We use all reasonable endeavours to make sure the Equipment is undamaged and that everything else supplied is complete and clean. At delivery and set-up, Our staff will ask You to sign the Hire Agreement and Disclaimer Form, which includes a section confirming that nothing is missing and there is no visible damage to the Equipment.
7.3. If anything is missing or visibly damaged on delivery, tell Our staff straight away. We will use all reasonable endeavours to replace missing items or damaged Equipment. If We cannot provide replacements of at least the same quality and value as You ordered, You are entitled to a partial refund for that item, as calculated by Us.
7.4. The Hire Period ends at the time and date in the Confirmation of Order. Our staff will start packing away at that time, or as close to it as is reasonably possible.
7.5. By law, We must supply goods that are of satisfactory quality, fit for purpose, and match descriptions, samples, models and other pre-contract information We have given You. If You find any pre-existing damage or fault with the Equipment during the Hire Period, please tell Us as soon as reasonably possible.
7.6. We will use all reasonable endeavours to supply a suitable replacement or, if We can repair the Equipment without inconveniencing You, to repair it. If We cannot replace or repair the Equipment, or You would prefer to reject damaged or faulty Equipment, whether before or after a repair or replacement (where the repaired or replaced Equipment is still damaged or faulty), We will refund the unused part of the Hire Period. Alternatively, if the Equipment is safe to use in its damaged or faulty state, We may agree a price reduction with You. Any refund will be made as soon as reasonably possible and within 28 calendar days of the date We agree You are entitled to it, using the payment method You originally used or by BACS.
8. Loss Or Damage
8.1. You must indemnify Us and Our staff against any damage, accidents or injuries caused by misuse of the Equipment while it is in Your care and under Your supervision.
8.2. You are not responsible for any pre-existing damage to Equipment that was identified at delivery.
8.3. If the Equipment has to be brought through a house or similar building to reach the set-up area, We accept no responsibility for damage caused by moving it through the premises during delivery or collection.
8.4. We are not responsible for any damage caused by drilling into concrete to anchor Equipment, or for any damage or injury caused by the resulting holes.
8.5. You are not responsible for any pre-existing damage identified under clause 7.2 at delivery, or for any damage or faults discovered under clause 7.5 during the Hire Period.
8.6. You are responsible for looking after the Equipment. You will be charged for theft, for any damage caused to it, and for any items missing when it is returned, at full replacement or repair cost. This includes items that come with the Equipment, such as blowers, mats, extension leads and other ancillary equipment. Payment is due within 7 days of receiving the invoice. You may also be liable for other costs, including, without limitation, travel and loss of business.
9. Insurance
9.1. We carry public liability insurance of 5 million pounds, which depends on these Terms and Conditions being followed. Cover is excluded entirely for any claim or injury to a third party or employee that is directly or indirectly related to drugs or alcohol, lack of supervision, or misuse of the Equipment.
9.2. Our public liability insurance covers legal liability that may fall on Us, for example because the Equipment was in a defective state or an inflatable was not erected correctly.
10. Our Liability
10.1. We are only responsible for foreseeable loss or damage You suffer as a result of Our breach of these Terms and Conditions or Our negligence.
10.2. Loss or damage is foreseeable only if it is an obvious consequence of Our breach or negligence, or if You and We both had it in mind when the Contract was formed. We are not responsible for loss or damage that is not foreseeable.
10.3. In any event, Our total liability under these Terms and Conditions is limited to the value of the Contract between Us, which is the total Price You pay.
10.4. Nothing in these Terms and Conditions limits or excludes Our liability for death or personal injury caused by Our negligence (including that of Our employees, agents or sub-contractors), or for fraud or fraudulent misrepresentation.
11. Communication and Contact Details
11.1. You can contact Us in any of these ways:
- Landline: 0115 998 7366, during office hours
- Mobile: +44 7824 361099, during office hours or in an emergency
- Email: info@live9events.co.uk
- Post: Unit 18 Colliers Business Park, Fieldfare Road, Cotgrave, Nottingham, NG12 3UL
12. Complaints And Feedback
12.1. We welcome feedback from Our customers. We always aim to give You a positive experience, but if You have a reason to complain, We want to hear about it.
12.2. We handle all complaints in line with Our complaints handling policy and procedure.
12.3. If You wish to complain about any part of Your dealings with Us, including these Terms and Conditions or the Contract, please contact Us in one of these ways:
- In writing, addressed to Molly Huthwaite, Director, Live 9 Events LTD, Unit 18 Colliers Business Park, Fieldfare Road, Cotgrave, Nottingham, NG12 3UL
- By email, addressed to Molly Huthwaite, Director, Live 9 Events LTD, molly@live9events.co.uk
13. How We Use Your Personal Information
13.1. We collect, use and hold all personal information we receive (including, without limitation, Your name and address) in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Full details are in Our Privacy Policy.
13.2. We may use Your personal information to:
- Provide Our products and services to You;
- Process Your payments; and
- Tell You about new products and services We offer. You can ask Us to stop sending You this information at any time.
13.3. We will not pass Your personal information to any other third party without first asking Your permission.
14. Governing Law And Jurisdiction
14.1. These Terms and Conditions and the Contract, including any non-contractual matters and obligations arising from or connected with them, are governed by and interpreted in accordance with the laws of England and Wales.
14.2. Any dispute, controversy, proceedings or claim between Us and You relating to these Terms and Conditions or the Contract, including any non-contractual matters and obligations arising from or connected with them, is likewise governed by and interpreted in accordance with the laws of England and Wales.