EVENTS FOR U & BALLOONS FOR U LTD

TERMS AND CONDITIONS OF HIRE

Effective date: 2018
Last reviewed: 15 October 2026

These Terms and Conditions apply to the hire of equipment, event décor, furniture, linen, chair covers, sashes, backdrops, lighting, candelabras, balloons and other items supplied by Events For U and/or Balloons For U Ltd.

1. Definitions and general conditions

In these Terms and Conditions:

• “Company”, “we”, “us” or “our” means the legal business identified on the quotation, booking confirmation or invoice as supplying the Goods.
• “Hirer”, “Customer”, “you” or “your” means the person, business or organisation entering into a hire agreement with the Company.
• “Goods” means all equipment, products, accessories, decorations and other items supplied on hire.
• “Services” means delivery, collection, installation, styling, set-up, dismantling and any other services agreed as part of the booking.
• “Hire Period” means the agreed period during which the Goods are hired, including any agreed delivery, use and return arrangements.
• “Booking Confirmation” means the written quotation, order confirmation or other written record confirming the agreed booking.

These Terms and Conditions apply to all bookings unless the Company agrees otherwise in writing. They replace previous versions of the Company's standard hire terms for new bookings made after their effective date.

Any change to an agreed booking or these Terms and Conditions must be confirmed in writing by the Company. A failure or delay by the Company in enforcing a term does not automatically mean that the term is waived for future occasions.

Nothing in these Terms and Conditions is intended to exclude or restrict any legal right that cannot lawfully be excluded or restricted.

2. Booking and acceptance of terms

A booking is confirmed when the Company has accepted the order in writing and the required deposit or other agreed payment has been received.

Before confirming a booking, the Hirer will be given an opportunity to review these Terms and Conditions. Payment of a deposit, written acceptance of a quotation or confirmation of an order constitutes acceptance of the terms supplied to the Hirer before the contract was formed.

The booking confirmation will specify, as applicable, the Goods hired, quantities, hire period, event date, delivery and collection arrangements, agreed charges and any additional services.

The Hirer must check the booking confirmation carefully and notify the Company promptly of any errors or omissions.

No amendment to the booking is binding unless agreed by the Company in writing.

3. Ownership and use of hired Goods

All Goods remain the property of the Company or the relevant owner or supplier. The Hirer acquires a temporary right to use the Goods during the Hire Period and does not acquire ownership of them.

The Hirer must not sell, lend, sub-hire, pledge, mortgage, dispose of or otherwise transfer the Goods to another person. The Hirer must not allow the Goods to become subject to a lien or other claim.

The Goods must only be used for their intended purpose, in accordance with any instructions supplied and in a safe and reasonable manner.

The Hirer must not alter, repair, dismantle or attempt to modify the Goods without the Company's prior written consent, except where immediate action is reasonably necessary to prevent injury or further damage.

4. Application of these Terms and Conditions

These Terms and Conditions form part of the hire agreement between the Company and the Hirer.

Any additional terms proposed by the Hirer will only form part of the agreement if expressly accepted in writing by the Company.

If the Hirer is acting as a consumer, these Terms and Conditions will be interpreted subject to applicable consumer protection legislation. Nothing in this clause removes any statutory rights the Hirer may have.

5. Condition, defects and suitability of Goods

The Company will take reasonable care to ensure that the Goods supplied correspond with the booking confirmation and are in a condition suitable for their intended and agreed use.

Hire equipment may have been used previously and will not necessarily be brand new. Reasonable signs of previous use, consistent with the age, nature and condition of the Goods, may be present. This does not mean that defective, unsafe or materially misdescribed Goods will be supplied.

The Hirer should inspect the Goods upon delivery or collection, where reasonably practicable, and notify the Company promptly of any apparent damage, missing items or defects.

If any Goods are defective, damaged, unsafe or materially different from those agreed, the Company will take reasonable steps to provide an appropriate remedy. Depending on the circumstances, this may include repair, replacement, an alternative suitable item, a price reduction or a refund, subject to applicable law.

The Company will not be responsible for a defect or damage caused by the Hirer's misuse, negligence, unauthorised alteration or failure to follow supplied instructions.

Nothing in this clause limits the Hirer's statutory rights or the Company's responsibility where it has failed to meet its legal obligations.

6. Responsibility, insurance and damage

The Hirer is responsible for taking reasonable care of the Goods from the time they are delivered to, or collected by, the Hirer until they are collected by, or returned to, the Company.

The Hirer may be charged for loss of or damage to Goods caused by the Hirer or by persons for whom the Hirer is responsible, including event guests, contractors or venue staff, where the Hirer is legally responsible for that loss or damage.

Fair wear and tear, pre-existing damage and loss or damage caused by the Company's negligence or breach of contract will not be charged to the Hirer.

Any charge for repair, cleaning or replacement will be reasonable and proportionate to the actual loss incurred. The Company will take account of the age, condition and reasonable replacement or repair cost of the item and will not charge twice for the same loss.

The Hirer should check whether their existing insurance provides appropriate cover for hired equipment, accidental damage, theft and any relevant event-related risks. Where the Hirer is organising a public or commercial event, suitable public liability insurance may be necessary or required by the venue or event organiser.

Any insurance requirement specifically agreed for a booking must be communicated to the Hirer before the contract is formed.

The Hirer remains responsible for obtaining any insurance legally required for their activities. Nothing in this clause transfers the Company's own legal responsibilities to the Hirer or requires the Hirer to indemnify the Company for matters for which the Company is legally responsible.

7. Hire charges and Hire Period

The hire charges and applicable Hire Period will be stated in the quotation or booking confirmation.

Unless otherwise agreed in writing, the Hire Period begins when the Goods leave the Company's premises for delivery or are handed to the Hirer on collection, as applicable. It ends when the Goods have been returned to the Company's premises or collected by the Company in accordance with the agreed arrangements.

Delivery, collection, installation, dismantling, travel, waiting time and other additional charges will be identified in the quotation or booking confirmation where applicable.

Any extension to the Hire Period must be agreed in advance in writing. An extension may incur additional charges.

8. Late returns, incomplete returns and cleaning

The Hirer must ensure that the Goods are ready for collection or returned at the agreed time and in accordance with the agreed return instructions.

If Goods are not returned or made available for collection as agreed, the Company may charge reasonable additional hire fees and any reasonable additional costs directly arising from the delay, provided these charges have been disclosed or otherwise agreed where required by law.

Where items are missing, the Company may charge the reasonable cost of repair or replacement, taking account of the item's age, condition and value. Any additional hire charge will be assessed fairly, taking into account the circumstances and avoiding duplicate recovery for the same loss.

The Company may waive additional hire charges where appropriate, including where an incomplete return is resolved promptly.

Cleaning and packaging: Unless otherwise agreed, all hire items must be returned in a reasonably clean condition and in their original packaging where packaging has been supplied and is reasonably required for safe return. Normal, reasonable soiling associated with ordinary use will not automatically incur a charge. Excessive soiling, staining, damage or missing packaging may incur a reasonable, disclosed cleaning, repair or replacement charge.

Chair covers, sashes and linen

The Hirer is responsible for the care and safe return of all chair covers, sashes and linen supplied on hire.

Reasonable soiling that can be removed through normal laundering will not incur a damage charge.

For bookings where the applicable charges have been disclosed in advance, the following replacement charges may apply:

• Chair covers and table linen: £10 per item that is missing or damaged beyond reasonable cleaning or repair.
• Chair sashes: £2 per item that is missing or damaged beyond reasonable cleaning or repair.

These charges are intended to reflect reasonable replacement costs. Where an item's actual replacement cost is materially lower, the charge will be adjusted accordingly.

9. Lost, stolen or damaged equipment

The Hirer must notify the Company as soon as reasonably practicable if any Goods are lost, stolen, damaged or involved in an incident.

The Hirer must take reasonable steps to prevent further loss or damage and, where appropriate, report suspected theft to the police.

Where the Hirer is responsible for the loss or damage, the Company may recover reasonable repair or replacement costs. Any replacement charge will take account of the condition, age and value of the item and will not automatically amount to the cost of a brand-new item where that would overcompensate the Company.

The Company may request photographs or other reasonable evidence to assess damage.

The Hirer is not responsible for loss or damage to the extent it results from the Company's negligence, breach of contract, pre-existing defects or another circumstance for which the Hirer is not legally responsible.

10. Prices, VAT and additional charges

All prices will be quoted in pounds sterling (£).

The quotation or booking confirmation will state whether VAT is included or payable in addition, as applicable to the legal entity supplying the Goods and its VAT status.

Delivery, collection, installation, dismantling, travel, waiting time, venue access charges and other additional services will be identified separately where applicable.

The Company reserves the right to change its published prices for future bookings. However, once a booking has been accepted, the agreed price will not be increased unless the Hirer agrees to a change, an adjustment has been expressly provided for in the contract and is lawful, or the law otherwise permits the adjustment.

Any optional extras or additional work requested by the Hirer after confirmation may incur additional charges. The Company will explain the additional cost and obtain the Hirer's agreement before proceeding, wherever reasonably practicable.

11. Deposits and payment terms

Unless otherwise stated in the quotation or booking confirmation, a £100 booking deposit is payable to secure the booking.

The deposit forms part of the total booking price and is not an additional charge. Any amount retained if the Hirer cancels will be determined in accordance with the cancellation terms below and applicable law.

The remaining balance and final quantities must be confirmed and paid no later than four weeks before the scheduled delivery or collection date, unless a different arrangement has been agreed in writing.

Bookings made less than four weeks before the event may require payment in full at the time of confirmation.

The Company may delay delivery or installation where a payment that is properly due remains outstanding, subject to the contract and applicable law. The Company will contact the Hirer to seek to resolve the matter before taking such action where reasonably practicable.

Payments must be made using the payment methods specified on the invoice or booking confirmation.

12. Overdue accounts and business customers

For business customers, payment deadlines will be stated on the relevant invoice or agreed credit terms.

If a business invoice becomes overdue, the Company may request payment and, where appropriate, suspend further credit or future bookings until overdue amounts are resolved.

Where applicable, the Company reserves the right to claim statutory interest, compensation and reasonable recovery costs under the Late Payment of Commercial Debts (Interest) Act 1998 and associated legislation.

Payments received may be allocated to outstanding invoices in date order, oldest first, unless otherwise agreed or required by law.

These provisions will not remove any rights that a consumer has under applicable consumer protection legislation.

13.1 Cancellation by the Hirer

All cancellations must be made in writing by email. The cancellation will take effect when received by the Company.

A £100 non-refundable booking deposit is payable to secure a booking. If the Hirer cancels, the Company will retain the £100 deposit, subject to any statutory rights the Hirer may have.

Where the Hirer cancels more than 28 days before the event, any additional payments received will be refunded, less the applicable cancellation charges set out below and any reasonable, non-recoverable costs already incurred by the Company, including costs for bespoke, specially ordered or non-returnable items and third-party hire charges.

Where the Hirer cancels within 28 days of the event, the Company reserves the right to retain 50% of the total monies paid, subject to a minimum retention of the £100 booking deposit, together with any reasonable, non-recoverable costs incurred for items hired in or goods ordered specifically for the booking, where these costs are not already included in the amount retained.

Where the Hirer cancels within 14 days of the event, no refund will ordinarily be payable. This is subject to applicable consumer protection legislation and the requirement that any cancellation charge or amount retained is lawful and proportionate to the Company's losses and commitments.

Cancellations on the day of delivery: Where the Hirer cancels on the scheduled delivery date, the Company reserves the right to charge up to 100% of the total booking price, subject to applicable law and the circumstances of the cancellation. This reflects the Company's commitment of stock, staff, preparation, transport and other resources, together with any reasonable losses that cannot be avoided or recovered.

The Company will take reasonable steps to minimise losses following cancellation. Any refund due after applying the relevant cancellation charges will be calculated accordingly.

13.2 Cancellation by the Company

If the Company has to cancel a booking, it will notify the Hirer as soon as reasonably practicable and, where possible, offer a suitable alternative arrangement or rescheduled date.

Where the Company cannot provide the agreed Goods or Services and no alternative is accepted, the Hirer will receive any refund required by the contract and applicable law. Nothing in this clause excludes any further legal rights the Hirer may have.

13.3 Adverse Weather and Events Beyond the Company's Control

The Company will make reasonable efforts to fulfil bookings despite unexpected circumstances. However, severe weather, flooding, heavy snow, unsafe access, transport disruption or other circumstances beyond the Company's reasonable control may prevent safe delivery, installation or collection.

The safety of staff, customers and members of the public will take priority. The Company reserves the right to postpone or cancel delivery or installation where it reasonably considers that proceeding would create an unacceptable safety risk.

Where adverse weather or other circumstances beyond reasonable control prevent the booking from proceeding, the parties will discuss reasonable alternatives, including rescheduling where practicable. Any cancellation charges or refunds will be determined in accordance with these Terms and Conditions and applicable law.

Where the Company's team arrives at the venue at the agreed time but the event has been cancelled, access is unavailable or the venue is not ready because of circumstances attributable to the Hirer, the Company may charge for work performed, delivery and travel costs incurred, and any reasonable additional losses that are lawfully recoverable.

13.4 Changes to Bookings

Requests to change the event date, venue, quantities or services must be made in writing and are subject to availability and the Company's agreement.

Changes may result in additional charges. The Company will explain any additional costs before confirming the change.

13.5 Statutory Rights

Nothing in this cancellation policy is intended to exclude or restrict any statutory cancellation, refund or other rights that apply to the Hirer under UK law. Where a cancellation charge would be unlawful or disproportionate in the circumstances, it will be limited to the amount lawfully recoverable.

14. Amendments to these Terms and Conditions

The Company may update these Terms and Conditions from time to time.

The version supplied to the Hirer before the booking is confirmed will apply to that booking unless a change is agreed in writing or is required by law.

Changes to these Terms and Conditions will not automatically alter existing confirmed bookings.

The Company will make the current version available to customers and will identify its effective date.

15. Discounts and promotional offers

Any discount or promotional offer will be subject to the conditions stated in the quotation, booking confirmation or promotion.

Where a discount is conditional on payment by a specified date, the condition will be clearly communicated before the booking is confirmed.

The Company may withdraw or amend offers for future bookings. It will not retrospectively remove a discount from a confirmed booking unless this was expressly and lawfully agreed as part of the original contract.

16. Descriptions, photographs and availability

The Company will take reasonable care to ensure that descriptions, photographs, dimensions and other information about the Goods are accurate and not misleading.

Photographs are provided as a guide. Minor variations in colour, appearance or finish may occur because of lighting, photography, manufacturing differences or the age of hire stock. The Company will notify the Hirer where a material difference is known.

The Company will not knowingly substitute an item with a materially different item without the Hirer's agreement, except where an urgent and reasonable alternative arrangement is necessary and permitted by law.

Nothing in this clause excludes liability for inaccurate descriptions, misleading information, defective Goods or failure to provide the agreed Goods or Services.

17. Safety, candles, balloons, sweets and allergies

Candles, tea lights and candelabras

The Hirer must follow all safety instructions supplied with candle holders, candelabras and other relevant equipment and must comply with the venue's fire safety rules.

Candles and tea lights must be used only in suitable holders, on appropriate heat-resistant surfaces and away from combustible materials. Lit candles must never be left unattended.

The Company may refuse to supply, install or permit the use of lit candles or tea lights where the venue prohibits them or where the Company reasonably considers their use unsafe.

Unless otherwise agreed, candelabras supplied by the Company will be provided with LED taper candles. The use of real candles must be agreed in advance and may incur an additional cleaning charge where disclosed before the booking is confirmed.

The Hirer must obtain any necessary permission from the venue before using real candles. The Company remains responsible for its own legal obligations and for the safety of its work and equipment.

Balloons and helium safety

Helium balloons and associated equipment must be handled responsibly and kept away from heat, flames and other foreseeable hazards.

Helium must never be inhaled. Inhaling helium can cause serious injury or death by depriving the body of oxygen.

Balloons may present choking, suffocation or trip hazards, particularly for young children. Children must be appropriately supervised, and damaged or burst balloons should be removed promptly.

The Hirer must follow any safety instructions supplied and must not misuse balloon cylinders or pressurised equipment.

Sweets, food allergies and choking hazards

Where sweets or other food products are supplied, the Hirer should check the product information and allergen labelling provided with them.

Some products may contain nuts or other allergens, or may carry a risk of cross-contamination. The Company will provide available allergen information and comply with applicable food information and safety requirements.

The Hirer should inform guests of relevant allergen information and ensure that food is handled and displayed appropriately. Small sweets and similar products may present a choking risk to young children and should be kept out of their reach.

The Company does not exclude liability for its own failure to comply with food safety or allergen information obligations, negligence or other legal duties.

General safety and supervision

The Hirer is responsible for ensuring that guests use the Goods appropriately and that children are supervised where necessary.

The Hirer must notify the Company of any venue restrictions, access limitations or relevant safety requirements before delivery or installation.

Nothing in this clause transfers the Company's own responsibilities for the safe condition of the Goods, the safe performance of its Services or compliance with applicable law.

18. Events beyond reasonable control and liability

Neither party will be responsible for a failure or delay to the extent it is caused by circumstances beyond its reasonable control, provided the affected party takes reasonable steps to minimise the impact and notifies the other party as soon as reasonably practicable.

Such circumstances may include extreme weather, fire, flood, serious transport disruption, government restrictions, civil emergencies or significant interruption to essential services.

This clause does not automatically cancel the booking or entitle the Company to retain all payments. The parties will consider reasonable alternatives, including rescheduling or partial performance, and any refund or cancellation charge will be dealt with under the contract and applicable law.

The Company will not be liable for loss caused solely by the Hirer's own negligence, misuse of Goods or failure to follow reasonable safety instructions, to the extent permitted by law.

Nothing in these Terms and Conditions excludes or limits liability where such exclusion or limitation is unlawful, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any statutory rights that cannot lawfully be excluded.

Where the law permits a limitation of liability, any limitation must be reasonable and appropriate to the particular contract and circumstances.

19. Complaints, governing law and disputes

If the Hirer has a concern about the Goods or Services, they should contact the Company as soon as reasonably practicable, providing details of the issue and any relevant photographs or supporting information.

The Company will investigate the concern and seek to resolve it fairly.

These Terms and Conditions and any dispute arising from them will be governed by the law of England and Wales, subject to any mandatory legal protections applicable to the Hirer.

Any court proceedings will be brought before a court with appropriate jurisdiction. Nothing in this clause removes any right a consumer may have to bring proceedings in another court where the law permits.

20. Acceptance of Terms and Conditions

The Hirer will be provided with these Terms and Conditions before the booking is confirmed.

By accepting the quotation, confirming the booking or paying the required deposit after being given the opportunity to review these terms, the Hirer agrees to the Terms and Conditions applicable to the booking.

The Company recommends that the Hirer retains a copy of the quotation, booking confirmation, invoice and Terms and Conditions for future reference.