Customer Terms & Conditions
By placing a booking with One Tribe Event Hire, the Customer acknowledges that they have read, understood, and agree to accept the Terms and Conditions as detailed below.
Where the Customer is an individual, no part of these Terms and Conditions affects your rights as a consumer. These Terms and Conditions are in addition to your rights as a consumer.
The Company / Agent: One Tribe Event Hire is a trading name of Audio Farm LTD whose registered address is Unit 4G, Beehive Mill, Jersey Street, Manchester, M4 6JG with Registered Company No. 10537353.
The Customer/ The Hirer: Person and/or Organisation making the booking.
The Supplier: Supplier fulfilling the event hire.
1.1. These Terms and Conditions apply whether the agreement is in written or verbal form.
1.2. These Terms and Conditions apply as soon as the Hirer agrees to accept the booking verbally or in writing.
1.3. The Hirer is responsible for checking the accuracy of the booking confirmation and notifying the Company of any errors immediately.
1.4 The Hirer is solely responsible for the acts and/or omissions of the guests during any event for which Red Squirrel Event Hire is providing a service.
1.5. The Hirer is liable for any additional costs incurred by the guests during the event or for the duration of the contract.
2.1. All quotations are valid for 72 hours.
2.2. After such period, the Company reserve the right to vary the price, at which point a new quotation will be given to the Customer.
2.3. Quotations are given subject to a suitable service or equipment being available at the time the Hirer accepts and secures the booking by paying a deposit.
2.4. The given quotation, unless otherwise stated, will be based on hiring the service or equipment only.
2.5. The quotation, unless otherwise stated, may be liable for additional charges as shown below.
- Use of Equipment or Service / Purpose of the hiring
3.1. The Hirer cannot assume the use of the equipment or service outside of the times agreed on the confirmation.
3.2. The Company reserves the right to issue additional charges for increased hiring times above the original agreement whether written or verbal.
3.3. The Company must be notified of any bookings for football events, music festivals or political demonstrations and rallies at the time of booking, as there may be specific legal or other requirements that could affect the booking.
3.4. Failure to notify the Company correctly of the nature of the event will be construed as breach of contract, and at the Company’s absolute discretion may lead to termination of the booking without compensation or refund.
- Pictures of Equipment or Service
4.1. On request the Company can provide a photograph of the type of equipment or service being supplied.
4.2. The photograph supplied is illustrative only and may be a different make/model with different livery and appearance to that actually supplied for the booking.
5.1. Any sums due to the Company must be cleared in its account to be deemed paid.
5.2. Unless agreed in writing, the Company cannot guarantee a booking until the deposit has been paid.
5.3. If paying by bank transfer, the Hirer must use the booking reference as the payment reference. If this is not done it may delay the allocation of the payment and jeopardise the ability of the Company to secure the booking. In this case the job may be cancelled.
5.4. All monies must be paid in full prior to the booking unless expressly agreed by the Company in writing.
5.5. If any outstanding monies are due, the Company reserves the right to collect the monies due from the original credit/debit card used by, or for the Hirer at any time.
5.6. The Hirer agrees that no chargeback will be raised to any credit/debit card issuing Company with regards to the booking payment.
5.7. In the event that the deposit is not paid on time, or balance is not paid by the due date (normally 7 days before hire unless expressly agreed in writing) the Company reserves the right to cancel the booking. Any monies paid will be forfeited and the full balance will be due.
5.8. If payment has not been received within the agreed timescales, then the Company can no longer guarantee the quoted price and the Company reserves the right to revise its quotation.
5.9. All bookings made using credit cards or business cards will incur a processing fee, unless otherwise agreed by the Company in writing.
6.1. Any queries in relation to Company invoices must be raised within 7 days of the date of issue otherwise they will be deemed to have been accepted in full.
6.2. Where the Company has agreed a credit arrangement or account facility with the Customer, invoices will be issued in accordance with the agreed arrangements and may include additional charges for credit and payment charges.
6.3. All invoices are to be paid within seven days from the date of the invoice unless otherwise agreed in writing.
- Booking Confirmations and Amendments
7.1. It is the responsibility of the Customer to check the Booking Confirmation for accuracy and completeness. Any discrepancies found in the Booking Confirmation should be communicated to the Company as a matter of urgency within 24 hours.
7.2. Any amendments required by the Hirer will only be considered implemented once confirmed in writing and once a new booking confirmation has been issued.
7.3. If an updated booking confirmation has not been issued the Hirer will be subject to the initial booking confirmation.
7.4. No amendment can be agreed with the Supplier.
7.5. Any amendment made by the Hirer to the initial booking confirmation may be subject to additional charges.
7.6. The Company reserves the right to charge an admin fee on any amendments to the original booking confirmation at the rate set out below.
Number of days prior to the event Start Date that the request is made.
More than Seven Days
Seven Days or fewer
7.7. At no time should verbal amendments be considered as confirmation of a change to an existing booking.
- Location and time variation
8.1. In any event, the Supplier will be set up at the time agreed on the Booking Confirmation between the Hirer and the Agent.
8.2. On the day, any changes requested by the Hirer shall be at the Supplier’s discretion.
8.3. If agreed, the Supplier may charge an additional fee for amendments to the original booking.
- Hours of booking
9.1. The hours agreed with the Agent for the operation of any hire must be strictly adhered to.
9.2. Where delays do occur, the Company cannot be held responsible for any losses arising as a result of those delays or non-completion of the services.
10.1. Unless agreed otherwise with the Hirer, the Agent requires the Supplier to be set up at the agreed time on the Booking Confirmation. The Agent is not responsible for any losses or inconvenience incurred to the Supplier being delayed.
10.2. Unless agreed beforehand, the venue needs to be open and accessible for the Supplier at least 2 hours before the start of the hire time. Unless agreed otherwise, the venue must be open to collect the equipment or Service 2 hours after the agreed time of hire.
10.3. The Company cannot be held liable for any inconvenience or loss incurred caused for any reason, including unforeseen delay.
10.4. Under the circumstances of traffic or road accidents, adverse weather conditions, compliance with police, customs or other government officials causing the delay of the Supplier, the Agent will not be liable for loss, delay or inconvenience caused.
10.5. It is strongly recommended that the Hirer should consider insuring against this risk of delays.
- Additional Charges and Surcharges
11.1. If, as a result of the Hirer or passengers, the equipment requires cleaning over and above that normally carried out, the Hirer will be liable for the reasonable cost of this. This charge will vary depending on the cleaning required.
11.2. If requested by the Company, the Hirer will be required to provide a deposit for damage,loss or theft prior to the hire date, which will be returned within 14 working days following the hire date.
11.3. Unless it has been agreed otherwise, the hire price will not include any other equipment or service. The item will be simply dropped off and picked up, this service will be termed as Dry Hire within the Quotation and Booking Confirmation. The equipment will not be manned during the live event, and Supplier will not be obliged to show the Hirer how to use equipment or service, unless requested beforehand. Any lessons will be subject to charge.
11.4. Any terms and conditions applicable to that transaction by the Supplier (i.e. those relating to payment, cancellation, refunds etc.) would be as binding on the Customer as if they had made these arrangements directly with The Company. The Company will not enter into any arrangement on the Customer’s behalf until payment from the Customer to the Company has been made.
11.5. Unless told beforehand, by hiring from the Agent, the Hirer is accepting that they know how to use the equipment without being taught before. If required the Supplier can teach the Hirer how to use the equipment before the event, but this may incur extra charges.
11.6. If it is necessary to accommodate the Supplier, these costs will be borne by the Hirer and will be paid in advance of the suppliers journey to the location noted on booking confirmation.
11.7. Where Suppliers accommodation is arranged by the client, it must be a single occupancy room of a reasonable basic standard, and should include evening meal and breakfast as appropriate.
11.8. The quotation is given with regard to the operating costs at the time of the quotation. If more than 7 days elapse between the date of the quotation and its performance, the Company reserve the right to pass any other increased costs to the Hirer.
11.9. The Company reserves the right to charge for damage to equipment made by the Hirer and the Hirer’s workforce and/or the guests or any person who may come in contact of the equipment until it has been returned to the supplier in an official manner. Monies will be collected from the Hirer.
11.10. Any taxes or charges imposed by any Government or other authority which the Company is obliged to pay in order to fulfil the booking, will normally be included in the quotation or confirmed booking price. However, if any such tax or charge is introduced or increased after the booking has been made and before hire, the Company will pass that cost onto the Customer and the Customer will be obliged to pay it prior to departure. Failure to make such requested payment will be regarded as cancellation by the Hirer, and subject to the provision of clause 12 below.
11.11. Any amendments to the original booking may be charged directly by the Supplier or by the Company at the end of the contract. All payments will be due within 7 days of invoice.
- Venue Capacity
12.1. The Hirer must not exceed the venue capacity stated on the enquiry form. Especially when tent, floor or staging hire is involved.
- Conduct of Hirer and event attendees
13.1. The Hirer is responsible for the safety and any damage incurred to the equipment or service.
13.2. It is the responsibility of the Hirer to ensure that all of the event attendees do NOT damage or dirty any equipment or service, otherwise cleaning or fixing charges will apply.
13.4. For any reason, the Hirer may remove any equipment or service during the event if the equipment or service is subject to misuse or abuse. This includes hired event staff of any type. In the case of this event no refund will be applicable.
13.5. In such event, the Company reserves the right to cancel any other parts of a booking, and in such circumstances the forfeiture of any monies paid. No claims for compensation or refund in either whole or part shall be entertained in such an event.
13.6. Any damage caused to the equipment or service by the Hirer, or any of the passengers shall be the responsibility of the Hirer, and the Hirer shall be liable for all costs related thereto. Payment will be due within 14 days of hire date.
- Substitutions / Change of Equipment and Services
14.1. The Agent reserves the right to provide higher specification equipment or service specified at no additional charge.
14.2. The Company reserves the right to subcontract to another Supplier to perform the hire or to supply replacement equipment or service with same specification.
14.3. The Agent reserves the right to substitute other equipment or service (including those of other Suppliers) or ancillary facilities for all or part of the hiring subject to such substitutes being of similar quality.
15.1. The Agent advises the Hirer to insure all equipment hired from the Company. In the case of any loss or damages the Hirer will be liable for the cost of the loss or damaged equipment or service. This payment will be due within 14 days of the hire date.
- 2 Any damages caused by a guest or the Hirer to the equipment, or disruption of services will not be the responsibility of the Company.
15.3 The Agent advises the hirer to obtain their own Public Liability Insurance
- Cancellation by the Hirer
16.1. All cancellations must be made in writing.
16.2. In the event of cancellation by the Hirer. The Hirer shall be liable on the following terms. Cancellation must be made in writing via email to the person dealing with the booking at Audio Farm LTD. The email shall clearly state cancellation in both the subject of the email, and specify exactly which order is being cancelled within the body of the email. A telephone call should also be made to ensure the cancellation is understood. In all cases the deposit is non-refundable.
Number of days prior to the Hire Start Date that the notice to cancel is given
– More than Thirty Days = 25% of Total cost of the hire after deposit
– Thirty Days or Fewer = 50% of Total cost of the hire after deposit
– Fourteen days or fewer = Full Payment
16.4. Should the Customer not have paid the amount set out above at the time of cancellation the balance shall become due immediately and shall be a debt owed to the Company.
16.5. The Company may, at its sole discretion, engage the services of a debt collection agency to recover any unpaid amount together with interest and any debt collection charges.
- Cancellation by the Company
17.1. Under any circumstances, or an event of any emergency, or force majeure, or of any action by the Hirer to vary agreed conditions unilaterally, the Agent may by returning all money paid, and without further or other liability, cancel the Agreement.
17.2. In the event that the Company is unable to provide the equipment or services to meet all or part of the Hirer’s booked requirements due to reasons of emergency, equipment or service unavailability, or other reason, the Company will take all reasonable measures to provide a replacement or alternative solution. If this is not possible, the Company retains the right to return all monies paid, and without liability, cancel the booking providing the Customer with as much notice as possible.
18.1. Any complaint in respect of the Agent’s services should be made in writing to the Agent’s office, in any event, within 7 days of the completion of the contract.
18.2. Complaints will be dealt with, in accordance with the Company complaints procedure, within 30 days of receipt of the written complaint.
- Rights of Third Parties
19.1. This Agreement is made for the benefit of the Hirer and Company to the extent specified and (where applicable) their successors and permitted assignees and is not intended to benefit, or be enforceable by, anyone else.
20.1. If any provision or term of these Terms and Conditions shall become or be declared illegal, invalid or unenforceable for any reason whatsoever, such term or provision shall be deleted but all other terms will remain valid.
21.1. These Terms and Conditions will prevail over any terms or conditions contained elsewhere or anything implied by law, trade custom, practice or course of dealing.
- English Law
22.1. This Agreement is subject to the laws and courts of England and Wales.