01. Property Ownership & Responsibility

01.1 All equipment and hire items are the property of The Prop Hire and remain so at all times throughout your hire.

01.2 By accepting these terms and conditions, you agree that you are solely responsible for the hire items at all times throughout your hire, from acceptance or pick up of the items until you return the items or they are accepted back by us.

01.3 By accepting these terms and conditions, you agree that you are solely responsible for the safety of all persons who come within the proximity of the hire items and The Prop Hire are not liable or responsible for any harm or injury that may occur during the hire period.

02. Payment Terms

02.1 A non-refundable deposit of 10% is due upon booking. Your items are not reserved for you until the deposit has been accepted by us. You will receive a receipt as confirmation of your deposit payment upon acceptance. The remaining 90% balance is due 7 days before the date of hire, unless alternate payment options have been agreed in writing upon booking.

02.2 Payment of your deposit is deemed an instruction of your booking. An alternative to payment of the deposit is a signed Purchase Order. Items may be added, subject to availability and our own discretion. Items can also be swapped, up until 14 days before your event start date, but the value must not go below the original total hire value. If you wish to remove items but do not wish to take other items in exchange, no refunds or part refunds will be applicable. You will be billed for any additional hire value.

02.3 Our quotes are valid for 7 days. Price changes will not affect quotations within the 7 day period. However, after 7 days, if the deposit payment has not been made, prices will be amended to match our current inventory price.

03. Hire Period

03.1 Hire Period will be agreed upon and reflected in the quotation before initial deposit is made by the client. If the client wishes to extend the hire period after this time, it may result in a further charge which will be added on to the remaining invoice.

Please note that our standard delivery and collection hours are between 09:00 and 17:00 Monday to Friday. Weekend events include an extra day’s hire, as delivery will take place on Friday and collection will take place on Monday unless agreed otherwise prior to the event.

04. Failure to Pay for or Return Items

04.1 If any items are not returned in the agreed time and we have not made an arrangement with you, you will be charged 50% of the hire value for each additional day the items are away from us. If items are not returned in the agreed time and this impacts another booking, you will be liable for the full value of the second booking, including any delivery charges applicable. If items fail to be returned after an extended period of time (deemed so at our discretion), you will be liable for the full replacement value and we will exercise our right to pursue you legally for this cost.

04.2 If an agreement has been made to accept late payment, but a final payment deadline has passed, or if failure to pay a damage invoice has taken place, we reserve the right to pass the debt on to a third party debt collection agency who add their own fees. We will then no longer hold responsibility for the collection of the debt or the fees that may be applied and you will need to liaise with the agency and pay them directly to settle the debt.

05. Hire Item Condition

05.1 On signing the delivery/pick up statement, you are agreeing that the items are in good condition and are as advertised. No complaint on the condition or quality of the items will be valid at a later stage if concerns have not been raised, or if inspection has not occurred before signing this statement. You may not request a reduction/refund on payment based on quality or condition of our items if this statement has been signed.

05.2 Breakages, missing parts, lost or stolen items & damages to items will be charged according to the full replacement value.

05.3 If an item you have booked is damaged or lost prior to your hire taking place you will be informed and every effort will be made to replace the item like for like. If this is not possible or if this is unsatisfactory, you will be entitled to a refund for that item only. No further compensation will be due.

05.4 Any items used on display for the public are done so entirely at the hirer’s risk.

05.5 Electrical items should be tested for functionality by the hirer prior to event usage.

06. Delivery & Collection

06.1 If delivery and collection has been selected, hired items must be available for collection at the delivery address, unless otherwise agreed. Items must be collated and must not be left in an unsecured or unattended location. Any extra expenses incurred where subsequent journeys and/or extra vehicles are made necessary, will be charged accordingly. Additional time spent beyond what is reasonable to collect items will also be charged accordingly. The items are your responsibility until they have been signed over to us. If no-one is present to sign over the items when they are collected, our decision is final as to the condition and availability of the items.

06.2 It is your responsibility to ensure all the items you have hired are returned to us by making sure all items are loaded by our driver. If items are left behind, it is your responsibility to return them to us as soon as possible, incurring any costs associated; including extended hire costs, if applicable.

06.3 It is your responsibility to ensure there is legal parking available to carry out the delivery and collection. We will not be held responsible for any costs incurred out of the necessity to park or if we are unable to deliver the items due to a lack of legal parking.

06.4 On return or collection of the items, we will not accept any goods other than those hired by you and specified on the order. We will notify you of any goods collected in error, which do not belong to us. Should they not be collected or a return arranged within 14 days, we reserve the right to dispose of them. Should you wish to have these items returned to you then it will be at your expense. It is your responsibility to organise and collate the items for collection or return.

06.5 Any person signing a delivery/collection note on behalf of the hirer is deemed to be authorised to do so. Please make us aware if you will not be there to sign for your hire.

06.6 If you selected customer pick up, we are assuming you have measured available space in your vehicle and taken into account the need for securing the items, alongside bringing protective material to avoid any damage in transportation. We will not supply this and if appropriate preparations have not been made and/or we feel the risk of damage to our props is too high to release them, we reserve the right to refuse you to transport the items in this way, with no recompense due to you.

06.7 A guide time for delivery and collection can be sometimes given upon booking, if requested. However, please note that this is subject to change in order to fit in other bookings. We will contact you around 2 days before your event date to confirm times and days. Please note that if you have specifications on delivery or collection they should be expressed at point of booking hire.

07. Customer & Pick-up / Drop-off

07.1 If you have chosen to drop back the items yourself, you must ensure the items are accepted back into our possession by a member of our staff. You must not leave the items unattended outside our unit, or with neighbouring units unless we have agreed this in writing.

08. Cancellation Fees

08.1 Please note that the 10% deposit is non-refundable in all scenarios:

Between 13 and 7 days before day one of your hire: 50% of full hire value refunded if already paid.
Less than 7 days before day one of your hire: No refund available.

08.2 By paying the 10% deposit you are agreeing to our Terms & Conditions of hire. Once the 10% deposit has been paid items can be added to your order but not removed.

09. Risk Assessments & Safety

09.1 We carry out risk assessments for all our items to ensure items are handled and used correctly. Electrical items are PAT tested. All items are checked before and after hire and undergo regular maintenance. Due to the nature and age of some of the hire items they may not meet current EC regulations. We do everything we can to ensure the safety and safe handling of the items. 

09.2 We are not responsible for any injury or damage to animals, property, persons or objects arising from the use of any equipment under hire. We shall not be liable for any direct, indirect or consequential loss, damage or additional costs that may arise as a result of the use of our hire items.

10. Extreme Circumstances / Force Majeure / Cancellation by Us

10.1 In the event of extreme weather or road conditions which result in us being unable to safely deliver or collect the hire goods, we reserve the right to alter the arrangements for delivery or collection and shall not be liable to for any losses or costs to you that may arise as a result.

10.2 We reserve the right to cancel in extreme circumstances that make your hire unviable for us, up to and including the day of your hire. We are the ruling party on deciding if the hire is unviable and we will not be liable for any compensation or additional costs you may incur as a result of our cancellation, however a full refund will be issued.

11. Item Setup

11.1 You are hiring the items from us; unless set up has been agreed and charged on your invoice our team will drop off and collect only. Please ensure you have someone on hand who is prepared to set up the items. Some items require two or more people to assemble or setup.

12. Hire Refusal

12.1 We have the right to refuse a booking to you if we feel the items are not suited to the purpose of your hire, or if you, your company or your event contradicts our company ethos.

13. Liability

13.1 If full monies due are not paid by the date of the booking, we hold no responsibility to provide the hire and hold no liability in this circumstance.

14. Colours of Items

14.1 All efforts have been made to represent our items accurately in our photographs, however sometimes there may be slight discrepancies with colour due to different monitors showing different saturation and photographs being taken in different lighting and we cannot be held accountable for this. Every care is taken to provide the items as you expect them.

14.2 If any item colours differ from your original order due to any other reason, you will be advised prior to the event to confirm if you are happy to accept the alternative.

14.3 If an alternative has been provided to any hire item but you choose not to accept, no refund will be due.

15. Disclosure

15.1 Any typographical, clerical or other error or omission in any sales literature, quotation, price list, acceptance of offer, invoice or other document or information issued by us shall be subject to correction without any liability on the part of us.