South West Event Hire Ltd Terms and Conditions

The  websites,, and are operated by South West Event Hire Ltd (Registered in England No 05618196) VAT registration number 869 1233 06.

General Terms and Conditions

1.1 - All equipment shall remain the property of the supplier, South West Event Hire LTD.

1.2 - During the period of hire, the hirer shall be solely responsible for the hired goods. The hirer is responsible for insuring all goods, from the time the goods are accepted, until the time they are returned to the supplier or accepted back into the possession of the supplier. It is the hirer’s responsibility to ensure that the equipment is kept dry and in a secure place until collected.

1.3 - Following a request to hire equipment, a quotation or pro-forma invoice will be sent to the hirer by email. It is the responsibility of the hirer to check this document and notify South West Event Hire Ltd of any errors. South West Event Hire Ltd cannot be held responsible for any unreported errors.

1.4 - All prices quoted are subject to VAT at the standard rate.

1.5 - Standard hire charges are based on a 1-4 day hire rate unless previously agreed or discussed with the suppler. The hirer may not extend the hire period without prior permission from the supplier. If the supplier agrees to extend the period, the hirer agrees to pay any extra charges accordingly.

1.6 - The hire shall be deemed to be continuing until the goods are returned to the supplier. In the case of a late return of hired goods on the part of the hirer, a hire charge equivalent to the daily hire rate will be made for each day the goods are retained beyond the agreed hire period.

1.7 - South West Event Hire Ltd do not normally make a charge for the cleaning of equipment that is hired. However, South West Event Hire reserves the right to make such a charge for any equipment returned in an excessively soiled condition requiring extra cleaning/attention.

1.8 - South West Event Hire Ltd accepts no liability for any injury to persons or property caused by the use of the hired equipment. All equipment provided by South West Event Hire Ltd is at the hirer’s risk. It is the responsibility of the hirer to ensure equipment is used by suitably trained and competent person(s).

1.9 - The hirer shall fully indemnify South West Event Hire Ltd in respect of any claims by any person whatsoever (including the hirer, his servants, agents, or employees) for death or personal injury or damage to property caused by or in conjunction with or arising out of the use of hired items and in respect of all costs and charges arising under statute or common law or otherwise.

1.10 - It is the hirer’s responsibility to ensure that the items hired are fully covered by the hirer's own insurance with regards to theft, loss, damage and public liability risks.

1.11 - The supplier shall not be responsible for any injury or damage to persons/property arising from the use of any equipment under hire. The supplier shall not be liable for any direct, indirect or consequential loss, damage or additional costs that may arise as a result of the supplier being in default of the performance of its duties.

1.12 - The supplier will endeavour to supply the specific items requested, however reserves the right to substitute an appropriate alternative where necessary.

1.13 - All colours shown in the supplier’s sales literature and pictures are only representative of the actual colour as shades may vary.

1.14 - In the case of linen, every effort should be made on the hirer’s part to ensure that the linen is stored in dry conditions until it has been collected by the supplier. This is to minimise the spread of mould that can occur in damp atmospheres.

1.15 - Any failure by either party to enforce any or all of these conditions shall not amount to, or be interpreted as a waiver of any of their respective rights.

1.16 - Personal data that the supplier holds about you is held in accordance with it's privacy policy and your acceptance of these terms and conditions acknowledges your acceptance of these policies.

1.17 - This contract is between the named hirer and South West Event Hire Ltd. No other person shall have any rights to enforce any of its terms.

1.18 - The content of the supplier's websites is for your general information and use only and the supplier reserves the right to change the websites and their content without notice.

1.19 - The use of any of the information or material on the supplier's websites is entirely at the hirer's own risk and the supplier shall not be liable in any part. The websites contain material which is owned by or licenced to the supplier. This includes but is not limited to the design, look, appearance, graphics, photographs and text. Reproduction is prohibited and unauthorised use of the websites or their material may give claim for damages. Links provided from the supplier's websites are for reference only and the supplier does not have responsibility for the content of any linked websites. The hirer is not permitted to use the supplier's websites for any other purpose than hiring goods from South West Event Hire Ltd.

Payment, Alterations, Postponement and Cancellation Terms and Conditions

2.1 - 40% of the total hire charge is required when placing/confirming an order, £50.00 plus VAT of which is non-refundable. The remaining outstanding balance is required in full, 30 days prior to the date of delivery, except where account facilities have been previously agreed.

2.2 - Amendments to orders will only be accepted up to 14 days prior to the delivery date. The supplier will not accept any reductions to confirmed orders after this time. The supplier will, however, make every effort to accommodate additions to orders, subject to stock availability. Additions may result in additional deposits being required to secure items.

2.3 - * In the event of a cancellation by the hirer, once a booking has been confirmed and deposit received, a £50.00 plus VAT administration charge is payable by the hirer (from deposit). If the cancellation is made less than 30 days prior to the hire delivery date, 40% of the total hire cost will be payable by the hirer to the supplier. Any cancellations made within 14 days prior to the hire delivery date will be subject to charges at 100% of the full hire rate.

In summary, cancellation charges apply as follows: a) up to 30 days prior to delivery date, £50.00 plus VAT will be retained by the supplier as an administration charge. b) 29-15 days prior to the delivery date, 40% of the total hire charge is non-refundable. c) 14-0 days prior to the delivery date, no refund of any payments received will be made.

2.4 - * In the event of postponement, South West Event Hire Ltd will agree to one amended date change without further charge (subject to stock availability, but any appropriate increases in hire charge or transport charge resulting from the date change will apply). If further postponements are made, South West Event Hire Ltd will require an immediate non-refundable administration fee payment of £25.00 plus VAT for each subsequent date change.

2.5 - For approved account customers, the supplier’s terms are strictly net 30 days. The supplier reserves the right to charge interest as per the late payment of Commercial Debts (Interest) Act as amended and supplemented by the Late Payment of Commercial Debts Regulations 2002, should payment be delayed for any reason.

2.6 - South West Event Hire Ltd reserves the right to charge interest on outstanding accounts at a rate of 10% per year.

2.7 - South West Event Hire Ltd reserves the right to pass all overdue accounts to a third party debt collection agency.

2.8 - Any invoice queries must be raised in writing within 14 days of the invoice date. South West Event Hire Ltd reserves the right to refuse investigation into queries raised after this time period has lapsed.

Delivery and Collection Terms and Conditions

3.1 - Our delivery/collection service is a door to door service from/to a ground floor location. It does not cover delivery into the premises. An additional charge may be payable if you require delivery to specific areas. This must be agreed in writing, prior to the hire date. Additionally, It is the hirers responsibility to ensure all hired equipment will fit through doors. South West Event Hire Ltd cannot accept responsibility if equipment will not fit into a venue. Aborted deliveries may result in additional charges.

3.2 - The supplier will make every effort to deliver and collect at the times requested by the hirer within normal working hours Mon-Fri 8am to 5pm, but specific timings cannot be guaranteed. We will attempt to remove goods promptly, but collection cannot be guaranteed immediately after use.

3.3 - If a delivery or collection is required outside of our normal working hours, or on a Saturday, Sunday, or Bank Holiday, an extra supplementary charge of £120.00 plus VAT (per vehicle per day) will be added.

3.4 - The inability to deliver or collect your hire in accordance with your order confirmation may result in further charges.

3.5 - When goods are collected by, or delivered to the hirer, the hirer shall inspect the goods and sign the supplier’s delivery note. It is the hirer’s responsibility to ensure that a responsible person is at the delivery address to receive the goods on arrival. Any person signing a delivery/collection note on behalf of the hirer is deemed to be authorised to do so. In the event of shortage or damage the hirer shall endorse the note accordingly at the time of collection or delivery. If the hirer fails to perform any of his obligations under this condition within 24 hours of the delivery/collection, any goods will be deemed to have been collected/delivered in a clean undamaged condition.

3.6 - South West Event Hire Ltd provides equipment under the condition that your order is re-packaged as supplied and all goods left where delivered. All goods must be returned in the original boxes or transportation equipment they were supplied in. Failure to re-package equipment for collection may result in a additional charge. Charges will be made for any packing boxes, crates, linen bags etc. not returned.

3.7 - Deliveries left unattended at the hirer’s location are at the hirer’s risk.

3.8 - Goods must be available for collection at the delivery address, unless otherwise agreed. All deliveries and collections will be charged for. Any extra expenses incurred where subsequent journeys and/or extra vehicles are made necessary, will be charged accordingly.

3.9 - In the event of extreme weather conditions which result in the supplier being unable to safely deliver or collect the hire goods, the supplier reserves the right to alter the arrangements for delivery or collection and shall not be liable to the hirer for any losses or costs that shall arise as a result.

Shortages, Breakages and Damages Terms and Conditions  

4.1 - Shortages, breakages or damages to goods or packaging will be charged according to the full replacement value at the time of hire, details of which are available on request.

4.2 - The supplier will not accept any goods other than those that have been hired and specified on the collection note. Any goods returned which do not belong to the supplier will be notified to the hirer. Should they not be collected within 14 days, the supplier reserves the right to dispose of them. Should the hirer wish to have such items returned to them, then it will be at the hirer’s expense.

4.3 - The supplier will take back and credit any shortages returned within 14 days of the off-hire date. In all other cases, full payment for replacement cost is required.

4.4 - Should the hirer wish to have any damaged goods returned for inspection, South West Event Hire Ltd must be notified in writing within 14 days of the hirer being informed of any such damage. The cost of returning any goods will be at the hirer’s expense.

4.5 - Goods will only be counted on site if specifically requested in writing by the hirer in advance. A named representative must be present to check the goods with the supplier’s driver and countersign the collection note. Failing this, all items will be counted and checked upon return to the supplier’s premises. Third party carriers are not authorised to check goods. Any items collected by a third party are the hirers responsibility.

4.6 - Any decision made in respect of items deemed lost/damaged or short by the supplier are final.


* applies to all bookings/cancellations/postponements or hire order amendments from 1st February 2021 onwards.