Hire Terms and Conditions - Page 2 - Page #1

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Terms and Conditions


Hire Terms And Conditions

  •  Definitions 

    1.  “Company” referred to in this Document is known as Rosetone Event Furniture. Rosetone Event Furniture from here out after will be referred to as “The Company”. 

    2.  “The Equipment” is the Equipment specified or referred to in the Hire Contract. 

    3.  “Hire Charges” means the total amount due to the Company including charges.

    4.  “The Hire Period” means 3 days unless specified differently in the Hire Contract. 

    5.  “Hire Contract” means the information sent to the Hirer in the format of hire details listed on an invoice or on our hire quotation / hire agreement order form or within an email and these Terms and Conditions.

    6.  “The Hirer” or “Customer” means any person(s), company or organisation who has booked a confirmed order contract with Rosetone.

  •  Terms and Conditions 

    1.  All hires are subject to the Hire Association Europe standard terms, a copy of which is available on request. 

    2.  The terms of these conditions can only be altered with our written agreement. No condition contained in any booking form or other communication by you which is inconsistent with any of these conditions will be deemed to have been accepted unless we have agreed to your condition in writing.

  •  Payment

    1.  Booking of equipment by ‘non account customers’ will only be considered confirmed upon receipt of a 50% deposit. 

    2.  Payment of the balance will be payable before delivery. Account customers have a set period of time after delivery to make payment decided by The Company. 

    3.  Payment by ‘non account customers’ can only be made by debit or credit card over the phone prior to delivery or collection. We no longer accept BACs payments.

    4.  All payments made by credit cards or American Express (AMEX) cards will incur a 2% surcharge. 

    5.  The Company reserve the right to vary the hire rate in the event of an increase in the cost of transport and fuel. 

    6.  All ‘non-account customers’ must pay the invoice immediately on receipt. 

    7.  All invoice received after the hire period has concluded for damages, losses and any extra unanticipated time spent on site must be paid within 5 working days. 

  •   Deposit

    1.  All Hirers are required to pay a non-refundable deposit of 50% of the hire charge once an order has been placed.

    2.  Orders are not confirmed bookings until the 50% deposit is paid.

    3.  By paying a deposit you are agreeing to these terms and conditions.

    4.  The balance for the hire must be paid one month prior to delivery or collection, which is when final numbers must be supplied.

    5.  We do not take a refundable deposit to secure our goods. However, at the time of booking we do retain card details in a secure file and use in accordance with the Data Protection Act. These details will be used if equipment is broken, incurs damages, or if the Hirer fails to abide by the terms and conditions stated in clauses 8 and 9 within this document resulting in extra staff costs.

    6.  In accordance with the Data Protection Act these details will be destroyed once the hire agreement has ended and The Company are happy with the state of the equipment and overall process of the hire. 

    7.  A slight damage waiver charge is added to each hire at 2% to cover minor scratches, marks or chipped items. It does not cover any items that are damaged beyond repair or items that are lost. These will be charged at full replacement cost. 

  • Wash Up Service

    1. A wash up service is provided for catering hire at a cost of 30% of the invoice value. 

    2. All catering items must be rinsed before packing away to avoid any damaging or extra charges for deep washing needed.

    3. Our linen prices include the dry cleaning fee.

    4. Goods that are returned with candle wax on them will be treated with an appropriate wash programme. A charge will be made for this. If the goods do not respond to this programme, the Hirer will be charged the full replacement cost. 

    5. Please ensure the linen is shaken out and free from food and decorations before it is collected. 

    6. Please do not eat food directly off of the charger plates. They are for decoration purposely only. Please make sure any food that gets onto the charger plates is removed before they are returned.

  • Cancellations 

    1. Orders cancelled before one-month prior to start of hire will incur a charge of 50% of the total hire charge.

    2. Orders cancelled or substantially reduced within one month of start of hire will incur a charge of 100% of the total hire charge.

  • Force Majeure

    1. The performance of the Company’s obligations hereunder is subject to variation or cancellation consequent upon an ‘Act of God’, war, strikes, riot, lock-outs, or other labour disturbances, fire, flood, restrictions on the use of transport, fuel or power, or any other cause beyond the control of the Company. In the event of frustration of the Hire Contract due to any of the above causes the Hire Contract shall be deemed to be complete and upon written notice by the Company to the Hirer to that effect the Company shall refund to the Hirer any monies received in respect of the Hire Contract less 10% which shall be retained by the Company in respect of its costs and expenses.

  • Hire/Transport Charges and On Site Care

    1. Charges are based on a three-day hire (including delivery and collection day). 

    2. Weekday hire is available from Monday to Friday; this is still only charged at a three-day rate. 

    3. The equipment will usually be delivered the day prior to use and collected the following day (subject to availability). 

    4. Delivery charges are available on request. 

    5. Delivery is to the street level/ground floor with step free access within reason (up to 10 meters from nearest available parking point) or up to 10 meters in to a building on the ground floor. Please note there may be extra charges if although delivery is to street level/ground floor and step free access there are then also narrow corridors and entry points, or if loading is hazardous. Delivery is to a single point where the goods may be held safely. 

    6. Delivery via stairs or lifts is subject to extra charges.

    7. Out of hours delivery and collection may be made by prior arrangement, but will be subject to an additional charge.

    8. Customers are more than welcome to collect orders from our premises. Please see our opening times.

    9. The Company is not liable for late or non-delivery or collection due to circumstances beyond its control and can give no specific delivery or collection times.

    10. The Company is not liable for any parking fines received whilst delivering goods if a suitable drop off point is not allocated. Any fines received will be passed on to the Hirer. 

    11. The goods remain the property of The Company at all times.

    12. Unless other arrangements have been agreed by The Company in writing, upon collection, the goods are to be dismantled and stacked together, as close to where our vehicle can park as reasonably practicable. In an instance where that is not the case, e.g. the Equipment are scattered around a venue in multiple rooms or tables are still fully set, additional labour charges may apply for the additional time spent collecting.

    13. All chair hires must be returned in stacks of eight, with seat pads removed. Seat Pads must be stacked into tens and put back into their bags provided when delivered. Failure to do this will incur an extra charge of £40 per 100 Chairs. 

    14. The Equipment is not to be removed to any other location while on hire unless agreed in writing with The Company first. 

    15. Late return of goods will incur full relevant Hire Charges, plus any costs incurred due to subsequence interference with any other orders.

    16. If we are required to redeliver or collect as a result of you or your representative not being available at the delivery time or collection time arranged with the Company, you will be liable for an additional charge.

    17. The Company will always endeavour to arrive as scheduled and has a strong track record for being on time. This may not always be possible due to traffic, weather conditions, issues with other jobs and any other delays. For this reason, the Company recommends scheduling delivery to a ‘safe’ time which allows for the worst case scenario and your event to function with other arrangements. The Company can accept no responsibility for a Hirer’s failure to account for this matter and will not compensate beyond the value of any monies taken for any given job.

    18. If the Company is at fault and in breach of the Hire Contract with the Hirer the Company may refund partial or whole delivery fees. This will be based on how late the Company are, and whether the Hirer had allowed sufficient time as per the Company’s guidelines to account for this.

    19. During “set-up” The Hirers are advised to adhere to the plan agreed at the time of confirming the Hire Contract. The “set-up” service is only performed once per ordered time. If the The Hirer is not happy with the plan upon completion, depending upon other commitments the Company may refuse to spend additional time on site amending the “set-up”. The Company may also charge for any additional labour time spent on site if the plan changes or the Company are obstructed from setting up.

    20. The Company must be sent a set-up plan at least 2 weeks before the agreed set up date.

  • Damage and Losses 

    1. Goods should be stored in secure, dry conditions. Negligence can result in loss and damage for which relevant charges defined by the Company may apply. Goods should be returned in a clean, dry condition or relevant charges for replacement or repair may apply. 

    2. The Hirer is responsible for the Equipment, including boxes, crates and bags for the period of the hire. Losses, damage, breakages and non-returned items are chargeable. In the event of items being broken / damaged / missing on delivery, please let the driver know on delivery if possible. We are not able to accept replacement items.

    3. Please check orders upon receipt as claims for shortages and damaged items will not be accepted after hire period. We would require any missing/damaged items delivered to be reported within 24 hours.

    4. During each collection the driver will do a preliminary check and count of the goods where possible. However, with some items this count may not always be possible. For instance, catering equipment and linen may be too numerous and time consuming for the driver to do while on site. Although every effort will be made by the Company’s staff to document any potential discrepancies during delivery and collection, the driver may not notice potential damage, dirt or loss. All items will be thoroughly checked, counted and cleaned in a controlled environment at the Company’s warehouse. It is based on these warehouse reports that any stock related charges due to damage, loss or dirt are reported.

    5. All Equipment is hygienically cleaned and packed in labelled containers and should be returned as near as possible in a like condition.

    6. Any breakages, missing items or damages will be reported back to the Hirer by the Company by email within 48 hours.

    7. An extra charge of £1.50 per bag will be added to your invoice for all non-returned Company protective bags.

    8. If any items of Equipment are lost or damaged the replacement value will be taken from the card details used at the time of booking.

    9. If any items of Equipment are not ready for collection, e.g. chairs not de-padded and stacked, the charge for this may be deducted from the card details used at the time of booking.

    10. Equipment collected from the Company must be returned at the end of the agreed Hire Period as set out in the Hire Contact of which the Hirer enters into upon confirming their order. Each additional day or part thereof will be charged at the appropriate daily rate. 

    11. Items of Equipment missing on collection from site will be charged for at their current cost of replacement. Items returned within 2 weeks will be credited, however this will be considered as an additional period of hire and will be charged for. After 2 weeks the items of Equipment returned will not be credited.

    12. All Company furniture – excluding the white resin chair, Samsonite, and plastic bistro chairs – are not intended for wet weather. Each and every chair not intended for outdoor use that subsequently gets rained upon or damaged through rising water will be charged for at our full replacement cost of the chair which can amount to £90. No excuses will be accepted. The chairs remain the responsibility of the Hirer until collected.

    13. Broken chairs / furniture will be charged for at our full replacement cost of the chair which can amount up to £90. No excuses will be accepted. The chairs / furniture remains the responsibility of the Hirer until collected.

  • Company’s Right to Termination

    1. If there is no authorised person(s) present to sign for receipt and or return of the goods, the Company will choose at its discretion whether they will continue to deliver or collect the goods without a signature. In this instance the Hirer automatically accepts the condition and quantity of the stock stated by a Company representative. Any missing or broken items of Equipment will be charged in full from the card used for previous payments.

    2. The Company reserves the right not to leave Equipment with the Hirer, if on delivery the Company representatives have reasonable belief that the goods will not be kept safely or securely. 

    3. If the Hirer fails to observe or perform any of the Terms and Conditions the Company may exercise the right to terminate the Hire Contract and not be liable to provide any refund of money the Company has received from the Hirer. The decision to refund money to the Hirer is at the discretion of the Company management. 

    4. Upon termination of a Hire Contract pursuant to the terms laid out in this document the Company shall be entitled, without notice to the Hirer, take possession of all Equipment. 

  • Other 

    1. Stock images on our website(s) are regularly kept up to date with pictures of our actual holding stock. However, stock items may slightly differ from the images shown on the website.

    2. The Hirer shall not sell or offer for sale pledge underlet or assign encumber or otherwise deal or part with possession of the Equipment

    3. By signing the Order Confirmation above, the hirer confirms all the information laid out in the Order confirmation is correct. 

    4. By signing the Order Confirmation above, the hirer agrees to all the terms and conditions laid out in this document.  


Rosetone take the confidentiality of our customers seriously. We do not, and will not share any of your data information with anyone outside Rosetone Event Furniture.
All images, data and text present on Rosetone's website and brochures are protected by copyright and may not be used without consent of the owner.


Rosetone Event Furniture 

Units 1 - 3 Wren Park Business Centre
Hitchin Road
SG17 5JD

Tel: +44 (0)1462 811166




Rosetone was first founded in 1987 offering a Respraying and Refurbishing furniture service and hiring chairs to the marquee trade. We are now the only company in the UK to buy in our chairs RAW and finish them here in the UK, using dedicated, specialised staff. [Read more...]