Terms & Conditions

Definitions

1. The Company: Hire It Furniture Ltd, trading as Hire It.
2. The Customer: Any company or organisation contracted with Hire It Furniture Ltd for the supply of goods and/or services.
3. Goods: Any items subject to any contract between Hire It Furniture Ltd and the client, regardless of ownership.
4. The Contract: Any written or verbal agreement between the client and Hire It Furniture Ltd for the provision of goods and/or services.
5. Delivery: The transfer of goods from Hire It Furniture Ltd to the Customer via:
   1. Delivery by a Hire It Furniture Ltd employee, authorised representative, or third party.
   2. Collection by a client representative or authorised third party.

Booking & Payment

1. Hire It Furniture Ltd cannot guarantee the availability of goods to a particular customer unless an order has been confirmed.
2. Payments can be made by bank transfer or by debit/credit card (fees may apply).
3. An order is confirmed, and stock is reserved by:
   1. The minimum requirement for hiring from Hire It Furniture Ltd is a 20% deposit if issuing a Purchase Order unless credit terms have been authorised by a representative of the company or otherwise agreed upon. The customer must pay the company by the due date specified in their agreement. Failure to do so will result in the customer being charged interest on the late payment at a rate of 2.5% above the Bank of England’s lending rate. The company’s credit terms are 30 days from the invoice date unless extended terms have been agreed upon in advance. All fees payable by the customer are subject to these terms.
   2. Payment is also considered acceptance of Hire It Furniture Ltd terms and conditions.
4. Hire It Furniture Ltd cannot be held accountable for any fluctuations in the availability of goods before receiving cleared payment.
5. Hire It Furniture Ltd reserves the right to cancel unpaid contracts at any point.
6. Hire It Furniture Ltd reserves the right to decline acceptance of any payment method(s) at its discretion. This includes but is not limited to: cash on collection or late requests to pay by cheque or invoice/purchase order after the hire.
7. Quotes are valid for no more than 7 days and may be withdrawn at any time. Only written quotes from a Hire It Furniture Ltd representative may be honoured; telephone and other quotes and prices for services may be dismissed at Hire It Furniture Ltd’s discretion.
8. Full payment is due before delivery or self-collection. Goods cannot be released unless funds are cleared or credit terms have been agreed upon by an authorised Hire It Furniture Ltd representative.
9. The customer must communicate all necessary order details, such as delivery and collection requirements for the venue, to Hire It Furniture Ltd at the time of booking.
10. Credit terms may be withdrawn at any time.

Deposit

1. Hire It Furniture Ltd requires a refundable deposit of 50% as collateral against damages, loss, cancellation, and waiting times as specified in the delivery and collection guidelines. For customers providing a Purchase Order, this requirement will be waived, and a 20% deposit of the order value will be required to secure the order. The deposit will be refunded after the stock’s return to the warehouse and inspection, typically within 14-30 days.
2. Hire It Furniture Ltd reserves the right to retain part or all of the deposit to cover loss, damage, or additional crew/transport charges, including waiting charges. A full assessment will be made, and a damage report will be sent to the client if loss or damage occurs within 14-30 days of receiving the goods.
3. A non-refundable slight damage waiver of 3% will be charged on all bookings. This covers cleaning and general wear and tear but does not cover missing or damaged furniture. In such events, the client is liable for repair or replacement costs.

Cancellation / Postponement

1. All cancellations and postponements must be made in writing, either via email or recorded post. Orders are not canceled until this is received. Confirmation from Hire It Furniture Ltd that the cancellation request has been received and accepted is required.
2. Cancellation fees:
   1. Once signed – 1-13 days: 25% of the hire charge is payable.
   2. Within 14 days of the delivery date: 50% of the hire charge is payable.
   3. Within 15 days before the scheduled delivery date: 100% of the hire charge is payable.
3. All postponed orders will be credited for 12 months from the postponement date. The deposit will be refunded upon postponement.
4. Any reduction of order value by the client, including changes relating to delivery and collection services, is treated as part cancellation, and the outlined rules and charges apply.
5. Hire It Furniture Ltd reserves the right to cancel at any time, though this would only occur in extreme circumstances and is a rare occurrence.

Contracted Booking

Contracted booking refers to an agreement between Hire It Furniture Ltd and a client for the provision of furniture for specific events on agreed-upon dates and pricing.

1. For contracted cancellations:
   1. If the client has signed a contract for advance bookings with a minimum value of £20,000.00 per event and delivery location, the following cancellation policy applies:
      1. If cancelled within 90 days of the delivery date, 55% of the order value will be retained or, if payment is outstanding, it will be required. However, Hire It Furniture Ltd reserves the right to exercise discretion on a case-by-case basis.
      2. If cancelled within 60 days of the delivery date, 100% of the order value will be retained or, if payment is outstanding, it will be required. However, Hire It Furniture Ltd reserves the right to exercise discretion on a case-by-case basis.

During Hire

1. From delivery to collection by Hire It Furniture Ltd, the goods are the sole responsibility of the client.
2. Goods should be stored correctly to avoid damage; it is the client’s responsibility to ensure they know how. Information can be provided upon request.
3. Goods should be stored in secure, dry conditions. Negligence can result in loss and damage for which relevant charges defined by Hire It Furniture Ltd may apply.
4. Goods should be returned in a clean, dry condition, or relevant charges for replacement or repair may apply.
5. Hire It Furniture Ltd reserves the right to refuse delivery if it is apparent the goods will not be kept safely or securely.
6. Late returns of goods will incur full relevant hire fees, plus any costs incurred due to subsequent interference with other orders.

Damage and Loss

1. Failure to return goods hired from Hire It Furniture Ltd or furniture that is returned damaged will incur an additional charge.
2. Loss includes but is not limited to, loss of staff time through labor, waiting, cleaning, etc., and inconvenience to other clients due to the client’s failure to comply with the terms and conditions and agreed hire start/end times and other relevant details. Damage/repairs are assessed as follows:
   1. Items returned in good condition with normal handling marks and scuffs: no charge.
   2. Returns in a repairable damaged condition: £30 per hour per item for repairs.
   3. Returns in irreparable condition: full retail value will be charged.
   4. Upholstery cleaning: minimum charge of £45.

Refunds

1. Deposit refunds are usually issued by the same means the funds are taken.
2. Hire It Furniture Ltd aims to process all refunds within 14 working days of the end of hire, though Hire It Furniture Ltd cannot guarantee the time it takes to receive the money due to processing times at banks, etc.
3. The client should contact Hire It Furniture Ltd if they have not received payment within 14 days of hire end.
4. These rules apply to any other refund.
5. Hire It Furniture Ltd will not refund more than the value of a particular item if proven to be faulty or not received. Hire It Furniture Ltd does not take responsibility for any additional costs or loss of earnings incurred by a client.

Delivery & Collection

1. Parking Responsibility: 

The client is responsible for providing adequate legal parking for Hire It Furniture Ltd vehicles for the entire duration needed to complete delivery or collection. Failure to provide adequate and legal parking may result in the refusal of delivery or collection. No refunds will be given for refused delivery. Redelivery and recollection costs may apply if the service is still required afterward.

1. Parking Fines: 

Any parking tickets, fines, or additional costs incurred by Hire It Furniture Ltd due to the client’s failure to provide adequate legal parking will be charged to the client with an additional £25 admin fee. Hire It Furniture Ltd reserves the right to deduct this amount from the refundable deposit. These charges, when applicable, will be subject to VAT.

1. Subsequent Fines: 

Any fines received after the initial date will be charged separately.

1. Kerbside Service: 

Unless otherwise agreed, delivery and collection are kerbside services which include:

1. • Delivery/collection between 8 am-1 pm (AM) or 1 pm-6 pm (PM).
   • Delivery/collection to the street level/ground floor with step-free access within a reasonable distance – up to 10 meters from the nearest available parking point or up to 10 meters into a building on the ground floor.
   • Note that narrow corridors, entry points, and other obstructions, including potentially hazardous access points, may be deemed as additional services.
   • Precise delivery and collection times will incur an additional charge of £50 each way.

1. Lead Time and Waiting Charges: 

It is the client’s responsibility to book adequate lead time for both delivery and collection. Waiting time charges may apply if Hire It Furniture Ltd is delayed in delivering or collecting from the moment they arrive on site until they start unloading or loading the goods. This includes being held in a queue at a loading bay, for security reasons, or being obstructed by third parties inside or outside the venue. Hire It offers the first 30 minutes free of charge, and any time over this will be charged at £20 + VAT per additional 15 minutes.

1. Additional Venue Requirements: 

At the point of booking or before the vehicle is dispatched, the client must inform Hire It Furniture Ltd of any additional venue requirements, such as driver names or vehicle details, personal protection equipment, and vehicle passes. The client is responsible for any obstructions within the venue, such as steps, doors, third-party staff, or long distances to the delivery/collection point.

1. Access Delays: 

If Hire It Furniture Ltd representatives are refused access or delayed from loading/unloading to a venue due to any of these reasons, relevant redelivery, recollection, waiting, or additional labor charges will be charged at £80 per hour.

1. Preparation for Collection: 

Goods should be ready for the driver(s) in a similar manner to how they were delivered. For example, if items were delivered to a loading bay, they should be ready for collection from a loading bay. Advice on how to be ready for collection can be provided upon request. Unless other arrangements have been agreed upon by Hire It Furniture Ltd in writing, upon collection, the goods must be dismantled and stacked together as close to where our vehicle can park as reasonably practicable. If goods are scattered around a venue or tables are still fully set, additional labour charges may apply.

1. Pre-arrival Call: 

Hire It Furniture Ltd driver(s) will endeavour to call the provided contact number(s) 15-30 minutes before arrival. While every effort will be made to ensure this call happens, this is an additional service and cannot be guaranteed. It cannot be used as a reason for not being present at the arranged delivery/collection address at the time of the driver’s arrival.

1. Presence Requirement: 

It is the client’s responsibility to ensure they or an authorized representative are present during both delivery and collection windows. Failure to be present at the driver’s arrival time may incur redelivery, recollection, or waiting charges.

1. Discrepancies: 

Any discrepancies must be made in writing upon receipt via email or phone. If no authorized person(s) is present to sign for receipt and/or return of the goods, Hire It Furniture Ltd will decide at its discretion whether to continue delivery or collection without a signature. In this instance, the client automatically accepts the condition and quality of the stock as stated by the present Hire It Furniture Ltd representative.

1. Preliminary Check and Count: 

During each collection, the driver will do a preliminary check and count of the goods where possible. However, some items may not be countable at the time. All items will be thoroughly checked, counted, and cleaned in a controlled environment at a Hire It Furniture Ltd warehouse. Any stock-related charges due to damage, loss, or dirt will be reported based on these warehouse reports.

1. Refusal of Collection: 

Hire It Furniture Ltd may refuse to collect any goods that are not ready for collection. Any goods left behind are the client’s responsibility to return to Hire It Furniture Ltd, or relevant additional hire or replacement costs will be passed on to the client.

1. Right to Refuse: 

Hire It Furniture Ltd reserves the right to refuse to deliver or collect in addition to charging, due to breach of any of these guidelines.

Hire It Crew Booking 

Premium Service – Full installation (3hrs crew service is allocated, hourly rates is charged thereafter)

Standard Plus Service – Items delivered to Location (2 hrs crew service is allocated, hourly rates is charged thereafter)

1. Event Space Availability: If the event space is not available for setup or breakdown at the specified times mentioned in the booking confirmation, an additional charge of £90.00 per hour of wait time will be levied.
2. Items Not Ready for Collection: If the items are not ready for collection at the date/time mentioned in the booking confirmation, an extra full-day hire fee will be applied.
3. Furniture Movement: Without permission, Hire It Furniture Ltd.’s team must not move or stack furniture.

Client Using Own Crew (Collections)

1. Supervision Charge: If the Hire It Furniture Ltd Crew are not booked, Hire It Furniture Ltd may at its discretion allocate crew to supervise the derig and loading into the vehicle and charge an additional fee. This ensures that the furniture is returned with limited damages and adheres to Hire It Furniture Ltd’s high standards.

Hospitality

1. Refreshments and Meals: For events where the crew is onsite for more than 4 hours, the client must offer light refreshments and beverages at a minimum. For longer durations, crew members are entitled to a hot meal or a meal allowance of up to £25 per person.
2. Lunch and Evening Meals: If the crew is required to be onsite for over 8 hours during the day, the client must provide both lunch and a hot evening meal. Alternatively, a subsistence allowance of £45 per person can be given.
3. Accommodation: For events located more than 60 miles from London and ending after midnight, the client must provide bed and breakfast accommodation, subject to prior agreement with Hire It Furniture Ltd.
4. Overnight Stay: If crew members are required to stay onsite during unsociable hours (12:00 AM – 06:00 AM) beyond the agreed arrangement, the client must provide a taxi or overnight accommodation.

Late Delivery & Collection

1. Timing and Responsibility: Hire It Furniture Ltd will always endeavor to arrive as scheduled and has a strong track record for punctuality. However, this may not always be possible due to traffic, weather conditions, issues with other jobs, and other delays. Hire It Furniture Ltd recommends scheduling delivery within a ‘safe’ time, allowing for unforeseen delays to ensure the event can function as planned. Hire It Furniture Ltd will not compensate beyond the value of any monies taken for any given job if delays occur due to client scheduling errors.
2. Refund Policy: If Hire It Furniture Ltd is at fault and in breach of its agreement with the client, Hire It Furniture Ltd may refund partial or whole delivery fees based on the extent of lateness and whether the client has allowed sufficient time as per Hire It Furniture Ltd guidelines.

Self-Collection & Delivery

1. ID Requirement: A valid form of photo ID must be provided to Hire It Furniture Ltd before the hired goods are handed over. Acceptable forms of identification include a passport, driver’s licence, national ID cards from European Union member states, and any ID produced by the Home Office.
2. Suitable Vehicles: Clients who choose to collect or return goods themselves must use vehicles suitable for this purpose, including means of securing the goods safely. Hire It Furniture Ltd reserves the right to refuse the release of hired goods to any client without a suitable vehicle.
3. Courier Service Charges: Hire It Furniture Ltd is not responsible for any waiting charges incurred by a courier service. Clients are advised to provide the courier with the name used for booking, the job identification reference, and to keep in contact with Hire It Furniture Ltd to inform them of the courier company and estimated time of arrival.
4. Condition of Goods: It is the client’s responsibility to accept the condition and state of the goods upon both collection and delivery.

Hire of Goods

1. Ownership: The hired goods and equipment remain the property of Hire It Furniture Ltd at all times and may not be held as collateral for any debts.
2. Stock Images: Stock images on Hire It Furniture Ltd website(s) are regularly updated with pictures of actual stock. However, stock items may slightly differ from the images shown.
3. Substitution: Every effort will be made to meet order specifications. In the event that an item is unavailable, Hire It Furniture Ltd reserves the right to substitute the item(s) with a similar item to the nearest specifications.
4. Client Responsibility: Clients are solely responsible for the condition and safety of the hired goods from the moment of delivery or self-collection. Clients must advise of any concerns with the stock at the time of delivery and sign off at this point. If the client is unavailable for inspection at the time of delivery, they must report any issues/concerns with the stock as soon as possible. Once delivery has occurred, the client is fully responsible for all items.
5. Stock Fit: Clients must ensure that the stock hired from Hire It Furniture Ltd will fit in the required area. Stock measurements are available on Hire It Furniture Ltd website(s) or upon request. Clients must return all goods in a clean and dry condition. Items such as upholstered or seat pads can be easily damaged by mildew, burns, and candle wax. Any items returned in a condition that can no longer be cleaned or repaired to their original state may incur full replacement costs.
6. Set-up Service: Clients must adhere to the agreed plan during a “set-up” service, which is a one-time service provided for each order. This service is only available for “Premium delivery” and cannot be requested for “Kerbside delivery” or “Standard Delivery Plus”. If the client is dissatisfied with the plan after completion, Hire It Furniture Ltd may decline to allocate additional time for adjustments depending on other obligations. If the plan changes or Hire It Furniture Ltd is prevented from completing the setup, additional labour time charges may apply. A “Premium delivery” set-up includes two hours of labour; any extra time required will be charged to the client.
7. Fire Safety: The client must ensure that the person responsible for fire safety at the premises has conducted a fire safety risk assessment of the venue and its contents. The client must assess fire safety standards and notify Hire It Furniture Ltd before ordering if standards are not met.
8. Force Majeure: No liability is accepted for failure of performance due to events beyond the control of Hire It Furniture Ltd, including but not limited to strikes, lockouts, accidents, fires, floods, ice and snow, obstruction, legislation, sickness, or other such events.

Limitation of Liability

Hire It Furniture Ltd.’s total liability in contract, tort, misrepresentation, restitution, or otherwise arising in connection with the performance or contemplated performance of its obligations will be limited to the price which the customer has agreed to pay for the hired or sold goods and/or the services provided.