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Terms and Conditions
1. Definitions
“Company” means JRG Sound & Light Ltd.
“Hirer” means the individual or organisation hiring equipment or services from the Company.
“Equipment” means all sound, lighting, and related items supplied for hire.
“Event Date” means the date(s) the Equipment is required to be operational.
“Delivery” and “Collection” mean the point at which responsibility for the Equipment transfers between the Company and the Hirer.
2. Contract Formation
2.1 A contract is formed when the Hirer accepts in writing a quotation referencing these Terms and Conditions.
2.2 In the absence of written acceptance, verbal acceptance or the Hirer’s receipt/use of the Equipment constitutes full acceptance of these Terms and Conditions.
2.3 The Company may decline a booking until a deposit has been received.
2.4 These Terms and Conditions take precedence over any terms issued by the Hirer unless expressly agreed in writing.
3. Period of Hire
3.1 The period of hire begins when the Equipment is delivered or collected by the Hirer and ends when it is collected or returned.
3.2 The Hirer remains responsible for the Equipment until it has been physically collected by the Company, regardless of any agreed collection time.
4. Site Requirements & Access
4.1 Conditions of Site
The Company’s quotation assumes that the site:
a) Is flat, level, firm ground with clear and adequate access for heavy vehicles; and
b) Contains no hidden pipes, cables, drains or services beneath or around the surface.
If the site does not comply, the Company may:
Cancel the contract, or
Apply additional charges for delays, extra labour, or additional equipment required.
The Company is not liable for losses arising from such cancellation.
4.2 Damage to Site & Services
The Company accepts no responsibility for damage to grounds, flooring, fixtures, fittings, cables, drains or other concealed services unless the Hirer has provided an accurate plan showing their precise position.
4.3 Positioning of Equipment
The Hirer must provide a plan or have a representative present during setup.
If neither is provided, the Company will position the Equipment as it considers appropriate and will be deemed to have fulfilled the contract.
Wasted journeys due to absent representatives will be chargeable.
Deliveries left at unattended premises are at the Hirer’s risk.
Equipment must not be moved by the Hirer once installed.
5. Variation of Charges
The Company reserves the right to vary quoted hire charges if labour, material, or transport costs increase before or during the hire period. The Hirer will be notified of any change.
6. Payment Terms
6.1 A non-refundable deposit of 30% (minimum) is required to confirm the booking.
6.2 The remaining balance is due 21 days prior to the Event Date.
6.3 All prices are subject to a 6% insurance charge.
6.4 Failure to pay the balance by the due date may result in cancellation without refund.
6.5 The Company may apply late payment fees in line with standard UK commercial payment legislation.
7. Loss, Damage & Responsibility
7.1 The Hirer is fully responsible for the Equipment from Delivery until Collection.
7.2 The Hirer must keep Equipment secure and protected from theft, damage, adverse weather, and misuse.
7.3 The Hirer is liable for all loss or damage (other than fair wear and tear), including:
Breakages
Liquid damage
Damage by guests or third parties
Weather damage
Theft or burglary
Damage caused by moving or modifying equipment
7.4 Replacement of lost or damaged items must be paid at full current replacement value.
7.5 The Company cannot guarantee next-day collection.
8. Insurance
8.1 The Hirer is fully responsible for arranging and maintaining adequate insurance to cover the Equipment against loss, theft, damage (accidental or otherwise), fire, weather-related damage, and any third-party liabilities arising from its use during the hire period.
8.2 The Company does not provide insurance cover for the Equipment while it is in the Hirer’s possession or control.
8.3 The Hirer remains liable for the full replacement or repair cost of any Equipment that is lost, stolen, damaged or destroyed during the hire period, regardless of whether insurance is held.
8.4 Insurance must include, at minimum:
The full replacement value of all hired Equipment
Public liability cover sufficient for the event
8.5 Proof of insurance may be requested by the Company at any time prior to delivery. Failure to provide proof may result in cancellation of the hire without refund.
8.6 Goods remain the property of the Company at all times.
9. Liability to Third Parties
The Company is not responsible for and the Hirer shall indemnify the Company against:
Injury to persons
Loss of or damage to property
Any consequential or financial loss
Unless caused by the Company’s proven negligence, faulty workmanship, or defective materials.
10. Staffing & Attendance
Hire charges include staff only for delivery, setup, dismantling and collection unless otherwise agreed in writing.
Additional attendance (engineers, operators, crew) will incur extra charges.
Overtime, late finishes or call-outs will also be chargeable.
11. Permits & Permissions
The Hirer is responsible for obtaining all necessary permissions, licences or permits from authorities such as:
Local council
Venue management
Police / fire service
Planning authority
Any costs or delays caused by failure to obtain permits will be charged to the Hirer.
12. Force Majeure
The Company may cancel or vary the contract due to events beyond its control, including but not limited to:
Extreme weather
Fire, flood
War, riot, strike, lock-out
Power or fuel restrictions
Shortage of labour, materials, or transport
In severe weather where setup or use is unsafe, the Company may cancel the contract. The Hirer forfeits the non-refundable deposit but will not be charged further.
The Company is not liable for consequential losses arising from such cancellation.
13. Cancellation by the Hirer
Cancellations must be made in writing. Charges apply as follows:
Deposits are non-refundable
Over 40 days’ notice – Deposit only
30–40 days – 10% of total hire charge
15–29 days – 25%
6–14 days – 50%
0–5 days – 75%
14. Electrical Supply
The Hirer is responsible for ensuring that the venue provides:
Adequate and safe electrical supply
Sufficient power capacity for all equipment
Appropriate plug types and connectors
RCD protection where applicable
Power failures or electrical issues at the venue do not constitute grounds for refund.
15. Complaints
Any shortage or damage must be reported immediately upon receipt and before use.
Complaints made upon return or after the event cannot be accepted.
Post-event issues must be reported in writing within 48 hours.
16. Late Returns
Where Equipment is returned late, charges will apply:
1–3 hours: 25% of total hire charge
3–5 hours: 50%
5–12 hours: 75%
Over 12 hours: 100%
Charges will be deducted from the deposit. Any outstanding balance must be paid upon return.
17. Outdoor Use & Weather Protection
The Hirer must ensure suitable protection (marquees, coverings, waterproofing) for outdoor events.
Damage caused by inadequate weather protection is fully chargeable to the Hirer.
18. Health & Safety
The Company may refuse to install or operate equipment if conditions are unsafe.
Unsafe conditions caused by the Hirer or venue do not entitle the Hirer to a refund.
19. Governing Law
These Terms and Conditions are governed by the laws of England and Wales.
Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.