TERMS AND CONDITIONS OF HIRE

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1. Definitions and Interpretation

In these Terms and Conditions, the following definitions apply:

• “The Company”, “We”, “Us”, “Our”: Epic Event Hire.

• “The Hirer”, “You”, “Your”: The individual, firm, or corporation named as the client on the Booking Agreement.

• “Equipment”: All high-quality items, electrical goods, props, furniture, and accessories supplied on hire by the Company as specified in the Booking Agreement.

• “Services”: All labour, installation, assembly, venue styling, delivery, collection, and live entertainment services (including DJ, hosting, and karaoke coordination) provided by the Company as detailed in the Booking Agreement.

• “The Venue”: The geographical location and specific room/area where the Equipment is to be installed or delivered, and where the Services are to be performed, as stated in the Booking Agreement.

• “The Booking Agreement”: The document issued by the Company and signed or electronically accepted by the Hirer, detailing the specific Services, Equipment, dates, and fees.

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2. Booking, Payments, and Cancellation

• 2.1 Booking Deposit: A non-refundable deposit is required to secure the Equipment, date, and staff. A booking is only confirmed once the Company receives the deposit and a completed Booking Agreement.

• 2.2 Balance Payments: The remaining balance must be settled in full at least 14 days prior to the hire commencement date. All payments must be made via cleared funds (e.g., bank transfer). The Company reserves the right to withhold delivery or installation if the balance is unpaid, while the full hire fee remains due.

• 2.3 Cancellation Policy: Cancellations must be submitted to the Company in writing (including email). Because the Company reserves equipment and rejects other bookings for your date, cancellation charges apply on a sliding scale relative to the hire commencement date:

  • More than 14 days prior: The Booking Deposit is forfeited; no further balance is due.

  • 14 days or fewer prior: The full remaining balance is payable to the Company, and all prior payments are strictly forfeited.

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3. Security Deposits

• 3.1 Requirement: The Company reserves the right to request a refundable Security Deposit (via cash or cleared funds) prior to hire. A Security Deposit is strictly mandatory for all Silent Disco Equipment Hire.

• 3.2 Refunds: Security Deposits will be refunded to the Hirer’s nominated bank account within 7 working days following the safe, punctual return of the Equipment, subject to an inspection confirming no damage, liquid ingress, or losses.

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4. General Hirer Obligations and Care of Equipment

• 4.1 Equipment Care: The Hirer assumes full responsibility for the care, safeguarding, and supervision of the Equipment from the time of delivery/installation until it is collected by or returned to the Company.

• 4.2 Secure Storage: When not actively in use, all Equipment must be stored securely within a dry, locked building of standard construction. Equipment must never be left in unattended vehicles, outdoors overnight, or in damp, unsecure environments.

• 4.3 Loss and Damage: Any damage, loss, or theft of the Equipment during the hire period will be invoiced to the Hirer at the full current retail replacement cost, plus any associated labour and loss of rental income. This includes missing individual silent disco headphones, transmitters, or photo booth props.

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5. Power Supply and Site Preparation

• 5.1 Standard Power: The Hirer must ensure the Venue provides a stable, dedicated UK 13A / 240V AC / 50Hz electrical supply located within 10 metres of the equipment setup area.

• 5.2 Generator Use: Equipment must not under any circumstances be powered by mobile generators without prior written authorisation from the Company. The Hirer assumes absolute liability for any damage caused to the Equipment by unapproved or fluctuating power sources.

• 5.3 Site Suitability: The Hirer must ensure the installation area is clean, level, clear of obstructions, and structurally sound. The Company reserves the right to refuse installation if the ground or area is deemed unsafe or unsuitable, with no refund provided.

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6. Styling, Installation, and Setup Boundaries

• 6.1 Service Scope: The Company is exclusively responsible for the unpacking, assembly, placement, and styling of Equipment explicitly hired from Us, as detailed on the Booking Agreement.

• 6.2 Third-Party Items: Unless expressly agreed in writing at least 14 days prior to the event and detailed as a billable labour charge on the invoice, Company staff will not assemble, move, dress, or manipulate items provided by the Hirer, the Venue, or third-party suppliers (including, but not limited to, external floristry, fairy lights, place cards, or table plans).

• 6.3 Post-Setup Liability: Once the Company styling team has completed the installation and left the setup footprint, the Hirer assumes total liability for the maintenance and positioning of the decor. The Company accepts no liability for injury, property damage, or aesthetic compromise resulting from the subsequent movement, adjustment, or tampering of styling elements by Venue staff, guests, or other vendors.

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7. High-Level and Structural Installations

• 7.1 Venue Suitability and Permissions: Ceiling draping, festoon lighting matrices, suspended floral chandeliers, and hanging decor installations are strictly subject to structural suitability, secure load-bearing anchor points, and prior explicit permission from the Venue management. The Hirer is entirely responsible for securing written Venue approval for high-level attachments prior to the booking.

• 7.2 Health and Safety Enforcement: All high-level installations are executed in compliance with the Working at Height Regulations 2005. The Company reserves the absolute, non-negotiable right to modify, downscale, or completely refuse an installation on-site if:

  • The Venue’s structural fixing points are deemed degraded, unstable, or unsafe by our lead installer.

  • The load-in window or physical space provided prevents the safe, stable erection of necessary ladders, towers, or staging equipment.

• 7.3 Non-Refund Enforcement: If a high-level installation is modified or cancelled on health and safety grounds due to hidden Venue structural failures or restrictive on-site conditions not disclosed by the Hirer, no refund or partial credit will be issued.

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8. Outdoor Installations and Meteorological Disruption

• 8.1 Indoor Default: Unless explicitly specified otherwise on the Booking Agreement, all styling elements, backdrops, neon signage, furniture, and structures are designed and hired exclusively for indoor use.

• 8.2 Weather Contingency Thresholds: Where an outdoor installation is authorised in writing, it remains strictly conditional upon safe, favourable local weather conditions on the day of setup. The Company reserves the right to refuse or dismantle an outdoor installation immediately if meteorological conditions present a risk to safety or equipment integrity. This includes, but is not limited to:

  • Precipitation (rain, sleet, snow, or heavy fog causing dampness/liquid ingress).

  • Wind speeds or gusts exceeding 15 mph (or lower at the discretion of the lead installer for top-heavy structures).

  • Saturated, unstable, or waterlogged ground.

• 8.3 Wet-Weather Alternative Plan: The Hirer must arrange a viable, indoor weather contingency location at the Venue. If weather conditions prevent the outdoor setup, the Company will install the Equipment in the alternative indoor space. If no indoor alternative is available, or if the alternative space is structurally unviable, the Company will withhold installation. In either scenario, the full hire fee remains payable and non-refundable.

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9. Photography, Video, and Marketing Rights

• 9.1 Media Capture: The Company reserves the right to take high-resolution photographs and video recordings of its completed styling work, setups, and entertainment services before, during, and after the event.

• 9.2 Promotional Usage: Unless explicitly revoked by the Hirer in writing prior to the event commencement date, the Hirer grants the Company a perpetual, royalty-free, worldwide license to utilise this captured media for commercial promotional purposes. This includes, but is not limited to, the Company’s official website, digital portfolios, social media marketing channels, brochures, and submissions to wedding industry publications.

• 9.3 Privacy Compliance: In strict alignment with UK GDPR laws, the Company guarantees that no private personal data, confidential details, or imagery intentionally focusing on minors will be utilised without explicit supplementary consent. Media will focus squarely on the aesthetic execution of the styling, setup, and equipment.

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10. Service-Specific Terms

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A. Dance Floor Hire

• A.1 Spark Machines: The use of "Dry Spark", "Cold Spark", or any pyrotechnic/granule-based machines on or in the immediate vicinity of the dance floor is strictly prohibited. The granules cause permanent heat pitting and scratch damage to the acrylic panels. If damage occurs, the Hirer will be held fully liable for the total cost of replacement panels and professional labour.

• A.2 Floor Protection: The Company accepts no liability for damage caused to the Venue’s underlying floor. An optional protective underlay service is available at an additional cost.

• A.3 Measurements and Sizing: The Hirer must allow a minimum 1-foot clearance around all edges of the requested dance floor size to accommodate secure edging and wiring. If the booked size cannot be laid due to inaccurate measurements provided by the Hirer, a smaller floor may be installed at the Company's discretion, and no partial refund will be given.

• A.4 Food and Drink: No drinks, liquids, or glassware are permitted on the dance floor at any time. The Hirer is responsible for managing guest conduct; the Company accepts no liability for personal injuries resulting from liquid spills on the floor.

• A.5 Furniture: Heavy items, tables, staging, or furniture with scratching potential (e.g., metal feet) are strictly prohibited on the acrylic panels.

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B. Photo Booth Hire

• B.1 Operational Uptime and Consumables: The Company guarantees that the Photo Booth will be operational for a minimum of 85% of the contracted hire period. This allows brief, necessary windows for the attendant to perform essential maintenance, including restocking photo paper, replacing ink cartridges, or clearing minor technical glitches. Any down-time utilised for standard media replenishment does not constitute a breach of contract and will not qualify for a discount or refund.

• B.2 Hardware or Printer Malfunctions:

  • In the highly unlikely event of a mechanical or software failure that completely halts operation, the Company will attempt an immediate repair. If the downtime exceeds the 15% maintenance allowance, the missing time will be appended to the end of the hire period (subject to Venue curfew) or refunded on a strictly pro-rata basis.

  • If the printing unit experiences an unresolvable fault but the booth continues to capture digital imagery successfully, the hire will proceed. The Company will provide the Hirer with a comprehensive digital download gallery post-event, and this will be deemed a satisfactory remedy, capping any potential refund at a maximum of 15% of the booth hire fee.

• B.3 Operational Timings, Delays, and Idle Hours:

  • If the Company causes an operational delay, the hire time will be extended to ensure the full duration is provided.

  • If delays are caused by the Hirer, guest behaviour, or Venue schedule overruns, the hire period will terminate strictly at the scheduled time stated on the Booking Agreement.

  • If the Hirer requires the Photo Booth to be fully installed and set up earlier than 60 minutes prior to the operational start time, this must be requested at least 14 days in advance. These non-operational hours will be classified as "Idle Hours" and will be invoiced at a flat rate of £40.00 per hour.

• B.4 Latest Operational Starts: To preserve service standards and manage logistical curfews, a 2-hour hire must commence no later than 20:30, and a 3-hour hire must commence no later than 19:30.

• B.5 Space, Environment, and Power Requirements: The Hirer must guarantee a flat, level clearance space of at least 3m x 3m with a minimum overhead clearance of 2.2 metres. A dedicated standard UK 13A power outlet must be located within 5 metres of the installation footprint. Photo booths must not be positioned directly adjacent to high-volume bar areas, the main dance floor, or thoroughfares where guest queues compromise health and safety. If the booth is placed inside a marquee or temporary structure, it must be completely weather-protected, dry, and insulated from the ground.

• B.6 Guest Conduct and Capacity Restrictions:

  • B.6.1 For safety and to prevent structural damage, the attendant reserves the right to strictly limit the number of occupants inside or in front of the booth at any one time.

  • B.6.2 No food, drinks, or glassware are permitted inside or within the immediate vicinity of the Photo Booth or prop tables at any time.

  • B.6.3 Children under the age of 12 must be supervised by a responsible adult at all times when using the Photo Booth or handling the props.

• B.7 Damage to Props and Equipment: The Hirer assumes full financial liability for any damage or theft of props, touchscreens, cameras, or backdrops caused by the misuse or rowdy behaviour of guests. Any damaged or missing items will be invoiced to the Hirer at full retail replacement cost plus delivery, payable within 7 days.

• B.8 Image Usage and GDPR: Unless explicitly withheld by the Hirer in writing prior to the event, the Company reserves the right to use photos captured in the booth for promotional, marketing, and web gallery purposes. The Company will never use images featuring minors or any imagery deemed offensive or embarrassing. The Hirer is responsible for ensuring that guests are aware that images will be processed electronically for printing and digital hosting.

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C. Silent Disco Hire

• C.1 Inspection and Pre-Event Testing: The Company thoroughly inspects and fully charges all Equipment prior to delivery. Upon delivery or setup, the Hirer must count the headphones and test the transmitters. Any discrepancies in quantity or non-functioning equipment must be reported to the Company via text/email prior to the event start time. In the absence of an immediate report, the Company’s warehouse dispatch logs will stand as the absolute, legally binding quantity received by the Hirer.

• C.2 Battery and Power Management: Headphone batteries are guaranteed to last for a minimum of 8 hours of continuous use when fully charged. The Company accepts no liability for loss of battery life if the Hirer or their guests power on the equipment prematurely, leave headphones idling, or fail to follow the operational instructions provided.

• C.3 Strict Standardised Replacement Fees: In the event of loss, theft, or severe damage (including but not limited to cracked casings, snapped headbands, or liquid ingress), the Hirer agrees to pay the following fixed replacement rates:

  • Per Silent Disco Headphone: £35.00 + VAT

  • Per Keypad / Standard Transmitter: £85.00 + VAT

  • Per Multi-Channel Battery Transmitter: £180.00 + VAT

  • Per Heavy-Duty Flight Case / Storage Container: £40.00 + VAT

  • Per Charging/Audio Cable: £10.00 + VAT

• C.4 Repacking, Securing, and Transit Liability: Upon the conclusion of the hire period, the Hirer is strictly responsible for counting all headphones, repacking them neatly into their original flight cases/containers, and securely sealing the containers using the heavy-duty cable ties provided.

  • If the Hirer fails to secure the containers with the provided cable ties, the Hirer accepts absolute, unmitigated liability for any equipment that goes missing, drops out, or is damaged during transit back to the Company's premises.

• C.5 Post-Event Inventory Auditing: The definitive count of returned equipment will be conducted at the Company’s warehouse. The Company’s post-hire inventory audit is final. Any shortfall or damage fees will be deducted automatically from the Security Deposit, or invoiced immediately to the Hirer if the cost exceeds the deposit amount, payable within 7 days.

• C.6 Excessive Dirt Fee: If headphones are returned extensively coated in drinks, mud, or cosmetic products, the Company reserves the right to levy a flat cleaning fee of £35.00 to cover the deep sanitation labour required for individual ear pads.

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D. Disco and DJ Hire

• D.1 Sound Limiters and Volume Controls:

  • D.1.1 The Company operates in accordance with local environmental health regulations and Venue constraints. If the Venue utilises a sound exposure limiter (decibel monitoring device), the DJ will make every reasonable effort to operate within its limits.

  • D.1.2 The Company accepts absolutely no liability for audio dropouts, sudden power cuts, or truncated performances caused by a Venue limiter tripping.

  • D.1.3 The Hirer assumes full financial liability for any damage caused to the Company’s amplifiers, subwoofers, or lighting control systems resulting from sudden, unmitigated power terminations triggered by Venue limiters.

• D.2 Music Playlists and Guest Requests: The Company welcomes a "Prioritised Request List" from the Hirer, which must be submitted at least 7 days before the event.

  • While the DJ will endeavour to play a substantial selection of these tracks, the DJ reserves editorial control over the musical programming to respond to the real-time dynamics of the dance floor.

  • "On-the-night" guest requests are accepted entirely at the DJ's discretion. The DJ reserves the right to refuse to play any tracks containing highly explicit, offensive, or defamatory lyrics.

• D.3 Performance Overtime Rates: Any extension of playing time beyond the agreed schedule is subject to Venue licensing curfews and is at the sole discretion of the DJ. Overtime is strictly billed at £60.00 per 1-hour increment (or part thereof), payable in cash or cleared funds to the DJ before the extended performance begins.

• D.4 Logistical Setup and Teardown Windows: The Company requires an unhindered, exclusive access window of at least 60 minutes prior to the contracted start time for safe assembly, and a minimum of 45 minutes post-performance for secure breakdown. If the Venue features restrictive load-in constraints (e.g., service lifts, multi-story stairs, or access routes exceeding 50 metres) that cause the setup to overrun, the Company is not liable for delayed start times.

• D.5 Space, Environment, and Power Requirements: The Hirer must guarantee a flat, level clearance space of at least 3m x 3m with a minimum overhead clearance of 2.2 metres. A dedicated standard UK 13A power outlet must be located within 5 metres of the installation footprint. If the DJ is placed inside a marquee or temporary structure, it must be completely weather-protected, dry, and insulated from the ground.

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E. Karaoke Service Specific Terms

• E.1 Performance Rotations and Conduct: The Karaoke host maintains absolute control over the singer queue and performance rotation. The host reserves the right to deny microphone access or remove any participant from the rotation who displays signs of extreme intoxication, aggressive behaviour, or who behaves in a manner likely to cause damage to the equipment or distress to other guests.

• E.2 Microphone and Peripheral Stewardship: The Hirer assumes full, strict financial liability for the handheld wireless microphones and playback monitors during the karaoke segment.

  • Microphone Replacement Fee: Any microphone dropped, struck against objects, or subjected to liquid ingress by a guest will incur a mandatory diagnostic and replacement charge of £150.00 + VAT per unit, payable within 7 days.

• E.3 Public Performance Licensing (PRS/PPL): The Company guarantees that all karaoke backing media is legally purchased and formatted. However, the Hirer is exclusively responsible for verifying that the Venue holds the appropriate PRS for Music and PPL (Phonographic Performance Limited) licenses required for public entertainment. The Company accepts no liability for events halted by licensing authorities due to a Venue's non-compliance.

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F. Dry PA & Audio Equipment Hire Specific Terms

(Applicable when equipment is hired without a Company technician/DJ present)

• F.1 System Handover and Technical Competence: Upon delivery or collection, the Hirer (or their designated site representative) must sign a Technical Handover Certificate confirming the equipment is received in perfect working order. The Hirer assumes full operational responsibility and warrants that the individuals operating the equipment possess the necessary technical competence.

• F.2 Signal Clipping and System Abuse: The Company pre-sets system limiters and gains to optimise sound clarity and protect the equipment. The Hirer must ensure the audio signal is not driven into continuous "clipping" or distortion (indicated by solid red lights on the mixing desk or active speaker panels).

  • If an inspection reveals system failure due to voice-coil burn-out, blown fuses, or over-driven components resulting from user negligence or signal abuse, the Hirer will be billed for the full cost of professional driver/component replacement and associated workshop bench fees.

• F.3 Cables, Peripherals, and Trip Hazards: The Company provides all necessary interconnecting cables for the requested configuration. The Hirer is entirely responsible for the safe routing and securing of all cabling during the hire period. The Company accepts no liability for personal injury, slips, trips, or falls sustained by guests or third parties arising from exposed or poorly managed cabling at the venue.

• F.4 Weatherproofing and Outdoor Use: Unless explicitly specified in writing on the Booking Agreement, all PA equipment is designed exclusively for indoor use. It must not under any circumstances be exposed to moisture, rain, high humidity, or direct, unshaded sunlight. If outdoor operation is authorised, the Hirer must provide a completely waterproof, structurally sound marquee or canopy with elevated flooring.

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11. Conduct, Health, and Safety

• 11.1 Zero Tolerance Policy: The Company operates a zero-tolerance policy regarding verbal or physical abuse, threats, or aggressive behaviour toward Our staff.

• 11.2 Right of Termination: If Company personnel feel unsafe, or if the Equipment is placed at risk due to unruly guest behaviour, the Company reserves the right to immediately terminate the service and remove the Equipment. In this event, the full hire fee remains payable, and absolutely no refunds will be issued.

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12. Logistics, Delivery, and Force Majeure

• 12.1 Venue Access: The Hirer must provide accurate directional instructions, parking arrangements, and explicit advance notice of any difficult access conditions (including, but not limited to, flights of stairs, lack of elevators, or load-in distances exceeding 50 metres). Failure to notify the Company of such challenges may result in delivery failure or immediate contract termination without refund.

• 12.2 Setup Window: The Company requires an unhindered, pre-arranged access window for installation and safe dismantling and removal, as specified in the service schedules or dynamically agreed on the Booking Agreement.

• 12.3 Force Majeure: The Company will make every reasonable effort to perform its obligations. However, we accept no liability for non-performance, delays, or failures arising from circumstances completely beyond our reasonable control, including but not limited to: severe weather disruptions, acts of God, industrial strikes, national grid failures, or government-mandated restrictions.