Tailor Made Occasions

Terms & Conditions of Hire/Booking

Updated June 2010

General: 1.      All equipment/stock remains the property of Tailor Made Occasions.

2.      During the period of hire The Hirer shall be solely responsible for the hired goods and insuring the goods.   3.      The contract for the hire of goods is between Tailor Made Occasions and the hirer not the venue, unless goods are being hired directly by the venue. It is the hirer's responsibility to ensure that the venue is clearly instructed so that the terms and conditions are met. Tailor Made Occasions will charge the hirer for any costs due to terms and conditions being broken. It is then the responsibility of the hirer to reclaim any of these costs from the venue if the venue was at fault. It is therefore the hirer's responsibility to liaise with the venue with regards to access/set up & collection times & all other aspects that enable Tailor Made Occasions to fulfil the specifications of the booking.   4.      The hirer must ensure that the venue is fully aware of their requirements for the day & provide the venue with details of all of the items that Tailor Made Occasions shall be providing, set times & all other relevant details.

5.      Tailor Made Occasions shall not be held responsible for injury or damage to persons, property or venues howsoever sustained arising from our goods under hire.   6.      The Hirer is responsible for the safe keeping of all equipment including boxes and cartons from time of delivery, until it is returned or collected by us. Packing boxes will be charged at replacement cost.   7.      Tailor Made Occasions will not be held liable for any delays either arriving at a venue or whilst at a venue, caused by circumstances beyond our control.   8.      It is the hirer's responsibility to ensure that they are familiar with the terms of hire at all times.   9.      By confirming a booking with Tailor Made Occasions you are agreeing to Tailor Made Occasions Terms.   Booking Process & Booking Forms: 10.   It is the hirer's responsibility to check the colours of sashes before confirming a booking.   11.   If booking any of our packages you must fully complete the booking form with all relevant colour choices and return this to us within 21 days (along with any samples/swatch charts where appropriate - return postage is paid for by Tailor Made Occasions). When booking a venue dressing package, vases & colour choices are subject to availability & are allocated in order of receiving the completed booking form. If your first choice is not available Tailor Made Occasions reserves the right to provide an alternative, you will be notified of this once your fully completed booking form has been received.   12.   If you do not return & complete your booking form within 21 days of receipt of it, your booking will be deemed to have been cancelled by the you the hirer & you will forfeit any monies paid.   13.   Colour changes after booking may incur additional costs, for example - if it is necessary for us to purchase additional stock to fulfil an altered booking the hirer will be charged for these costs in full.   14.   It is the hirer's responsibility to keep the booking form for their records. Replacement/copies of booking forms will be charged at £4 each.   Payment, Pricing & Invoices 15.   No booking is secure until a 30% deposit has been paid. The remaining balance must be received & cleared no later than 1 month before the event. For Deluxe Package Bookings OR any other booking with a value of £700 or over the following payment plan will apply:   ·        30% Deposit to secure booking ·        Further 30% no later than 3 months before the event. ·        Final balance no later than 1 month before the event.   16.   Over due accounts will be charged a rate of 2% interest for each day the payment is overdue.   17.   If the event is to take place within 28 days of the booking date, full payment will be required to secure the booking - this payment is non refundable.   18.   A Refundable Security Deposit of £100 is payable by credit/debit card (not Paypal or cheque) in addition to the hire charges to cover shortages/damages to hired goods and any problems that have consequently lead to any additional labour or delays. The Security Deposit minus any deductions will be refunded within 28 days of hire.   19.   Prices of products/services are subject to change without notice, however once a deposit is paid any price changes will not affect your booking, unless subsequent items are ordered, in which case you will be charged the current prices.   20.   The hirer is responsible for the safe keeping of their invoices & paying such invoice by the dates stated. No reminders will be sent to the hirer prior to the payment due dates.   On the day set up   21.   You must liaise with your venue prior to booking to confirm the time that the room will be available for Tailor Made Occasions to begin set up. You must note this on your booking form along with the time your guests are due to arrive in such room. A minimum of 4 hours must be provided, it is the hirer's responsibility to ensure that this time frame is available prior to confirming a booking with Tailor Made Occasions.   22.   The venue must be prepared for set up, chairs must not be stacked up. A flat rate of £1 per chair will be charged if Tailor Made Occasions have to un-stack chairs. Floors must not be wet. Table cloths must be on tables where appropriate (i.e. when swags are required or any stock is to be placed onto tables).   23.   Tailor Made Occasions is not responsible for moving furniture and it is the hirer's responsibility to ensure that the venue is prepared correctly to ensure a smooth set up.   24.   Where such items as place cards, napkins, name tags, favours, personalised menus or similar have been ordered, the hirer must ensure that the venue has a copy of the table plan/table layout so that the correct number of chairs/place settings are around each table. If Tailor Made Occasions are delayed due to the room being incorrectly set out a charge of £40 per hour for each hour or part thereof will be made, whether it be that Tailor Made Occasions has to move chairs & table settings around or Tailor Made Occasions has to wait for staff to re-arrange settings.

Collection of Stock: 25.   Goods will be collected by Tailor Made Occasions on a specified day, usually the next working day after the event. It is the hirer's responsibility to ensure that these arrangements are suitable for the venue and the items are packed up ready for collection. Chair covers & sashes are to packed up separately in the labelled bags provided. Vases must be empty & packed where appropriate. Candle holders & table number holders packed up. Tailor Made Occasions will provide labelled bags & boxes where appropriate, the stock is to be stored in a safe place until collection.

26.   If the venue are not willing to pack up & store the stock the hirer must make alternative arrangements & inform Tailor Made Occasions of these arrangements at the time of booking. Charges will be made if Tailor Made Occasions has to pack stock away at the time of collection.

Damages & Losses:

27.   Charges will be made for any lost or damaged goods including goods that have been dragged on the floor, ground in earth stains, burns, holes, rips and tears, candle wax, grease or deep staining.   28.   Charges will be made for any glassware returned cracked, chipped or broken.   29.   Replacement of goods is charged at cost of goods plus delivery. Table linen/Chair Covers used to wipe up spills will be charged for at full replacement costs. No substitute will be accepted for damaged goods.

30.   Shortages of hired goods will be charged at their full replacement value and no substitute item will be accepted by Tailor Made Occasions.   31.   Tailor Made Occasions reserves the right to also charge the Hirer loss for loss of profit on the future hire of the said goods. The Hirer may request in writing the return (and bear the cost thereof) of any damaged goods within 14 days of the Hirer being informed by phone, Email or writing of any such damage. Otherwise the said items will be disposed of.

Cancellation 32.   When you initially make a booking you have a seven day cooling off period, in that time you are able to cancel your booking if you should change your mind, the day the deposit is paid is day one. If you choose to cancel your booking the deposit will be refunded minus a £15 administration charge to cover our admin costs & time. Once the 7 days have passed any cancellations shall forfeit any monies paid. These 7 days are also the period in which you must try the chair cover on at the venue if instructed to do so by Tailor Made Occasions, you will have been informed of this prior to booking. Please Note; if the event is to take place within 28 days of booking date, no payment will be refunded under any circumstances.    33.   Cancellation other than during the initial 7 day period as described above will result in the forfeit of the deposit and any monies paid.

34.   Cancellation by the customer within 12 weeks of the booked date will require full payment.   35.   Tailor Made Occasions have the right to cancel a booking due to reasons beyond our control & will do so in writing or by Email returning any deposits paid and recommend another reputable company.   36.    Tailor Made occasions reserves the right to cancel a booking at any time if the Terms of Hire/Booking  are not adhered to in which case the hirer will forfeit any monies paid.

Alterations to bookings

37.   Orders may be altered subject to stock availability & additional costs were necessary. Items within packages that have been purchased by Tailor Made Occasions in order to fulfil your booking may be altered subject to additional costs.   38.   The number of: covers/sashes/package guests/vases/mirrors and all other items booked cannot be reduced by more than 5% of the total number ordered.   39.   Tailor Made Occasions will accommodate changes to the initial times/dates given, if it is possible for them  to do so. Additional charges may apply.   40.   If Tailor Made Occasions cannot fulfil a booking due to the hirer changing the date or time of the event, the booking shall be deemed to have been cancelled by the hirer & the hirer shall forfeit any monies paid. If the event date is within 12 weeks of such changes the hirer shall be liable to cover the full cost of the hire regardless of cancellation (see Cancellation point 34)   Personalised Items 41.   Information required to complete your personalised items (i.e. menus, place cards, name tags, table plans, card box, guest book etc) must be provided no later than 5 weeks before the event date OR the date specified on your booking form & agreed at time of booking. 42.   Information must be provided in plain text in a Word document or standard e-mail. No spreadsheets, tables, Excel etc, just plain text or if providing names, these are to be given in vertical lists. 43.   Failure to provide this information by the dates given will result in extra charges to rush the order to completion.

Additional DIY Terms 44.   Aborted pick ups/delivery are charged at £12 per box.   45.   If hiring DIY items you must ensure all items are returned/courier collected on the day agreed, failure to do so will incur charges of 20% of your total bill for every day that they are late.   46.   For any DIY booking; sashes must be returned UNTIED & FOLDED in the same way in which they were provided. Sashes returned still tied &/or unfolded will attract a charge of £30 per order.   47.   Tailor Made Occasions cannot be held responsible for the late delivery of stock due to circumstances beyond our control, i.e. late delivery due to delivery problems/courier problems. You will be notified once delivery/collections have been booked with our courier & given an online tracking number to monitor the progress of the delivery.   48.   DIY stock that is ordered for courier delivery, is booked at the hirer's risk.   49.   Should stock not arrive by the date agreed, if replacement stock is available, the hirer shall be liable to cover any additional costs in forwarding additional stock to the hirer.   50.   Stock should be counted & checked upon delivery & any problems or shortages must be reported within 24 hours of delivery.   £100 Security Deposit 51.   . The Security Deposit is to be paid no later than 1 month before the event. 52. The security deposit minus any deductions will be refunded within 28 days of the hire date. Should any charges need to be deducted from the £100, you will be notified via e-mail.