TERMS AND CONDITIONS OF HIRE
The Client unconditionally accepts the following terms and conditions.
a. The ‘Hire Company’ means InStyle Group WA Pty Ltd as trustee for the InStyle Group Trust trading as Hire
b. The ‘Client’ refers to any individual, firm or corporation hiring equipment or that procures services from the
c. The ‘Equipment’ refers to all items hired out by the Hire Company to the Client.
d. The ‘Event date’ is the day of the wedding or event supplied by the Client to the Hire Company.
a. The items supplied for hire remain at all times the property of the Hire Company. The Client acknowledges
responsibility for the hired items and is liable for any damages to or loss of these items in the specified hire
3. CONDITIONS OF HIRE
a. Hiring of the equipment will commence from the delivery or pick up date and time specified by the Hire Company, and shall be collected or returned to the Hire Company by the date specified by the Hire
Company. Any extension to the hire period must be agreed to by the Hire Company or additional fees will apply.
b. The Hire Company has quality control procedures in place. All equipment is checked, cleaned and counted prior to delivery or pick up. The equipment shall be delivered to the Client in a clean and well-maintained condition. It is the Client’s responsibility to notify the Hire Company of any missing items or the unsatisfactory condition of the equipment prior to the commencement of the event. The Client will be
deemed accountable if the Hire Company is not notified of damage, missing items or uncleanliness of equipment within this timeframe.
c. Quotes will ONLY be valid for a total of 14 business days, starting from the date of issue. After this time has passed, your quote will no longer be valid, and all equipment will now be subject to availability.
d. To offer security to the Client and the Hire Company, a 30% non-refundable deposit of the total invoice value is required to be paid to the Hire Company in order to confirm your booking and secure your required hire items for your event date.
e. Payment Terms are as follow:
i. A non-refundable deposit of 30% of the total invoice value, must be received by the Hire Company, within 7 business days from the date of issue. If the deposit amount is not received within the required time frame, the invoice will be canceled and all equipment will now be subject to availability.
ii. 70% or final balance of the Clients Invoice shall be paid no later than 14 days prior to the event date booked with the Hire Company.
iii. Post event charges to be paid by the client no later than 7 days after the invoice issue date.
f. No cheques or bank cheques will be accepted for overdue payments.
g. Overdue accounts by more than 14 days will attract a late payment fee of 2.5% of the outstanding balance. Accounts overdue more than 30 days will attract an additional 2.5% late payment fee (total 5%). After this time the Hire Company reserves the right to engage the services of a Debt collection agency if they feel warranted.
h. Any debt collection fees, solicitor’s fees and administrative costs incurred (including wages, stationary, operational costs), will be charged to the Client in full with an additional 2.5% fee added to the final amount.
i. Prices of hire equipment, travel and labour are subject to change at any time at the discretion of the Hire Company.
j. Credit card details are required to be supplied by the Client to the Hire Company as part of the booking process to confirm a booking. These details are kept confidentially on file from the time of confirmed
booking until the event is completed, as security.
4. CONDITIONS OF DELIVERY AND COLLECTION OF HIRE EQUIPMENT
a. If delivery is required, minimum spend amounts on equipment must be met to be eligible for delivery and collection from the Hire Company. The following applies depending on the distance of your event from our Capel Warehouse and the time of year your event date is:
i. Within 100km - If the event date falls between April to September a $2,000.00 minimum spend is required or if the event date falls during the months of October to March a $3,000.00 minimum
spend is required
ii. Greater than 100km - $4,000.00 minimum spend for furniture, or $8,000.00 minimum spend for both marquee and furniture (marquee will not be provided alone without furniture). Please note during our peak season (October - March) the Hire Company’s availability is limited to service these greater regions
b. Delivery, collection and additional labour fees are quoted separately to equipment hire fees. Please note deliveries and collections that are required on a Sunday, Public Holiday or out of normal business hours
(before 6am, after 6pm) will incur additional surcharges.
c. Dry hire service (collecting and returning the hire items at the Hire Company’s warehouse) - a minimum spend of $500 applies and collection/return of hire items may only occur during usual business hours (8am – 4:30pm, Monday to Friday). Collection/return outside of these days and times, or on a public holiday, will incur additional charges and subject to availability. Please note, only selected items are able to be dry hired.
d. Any costs incurred by the Hire Company or their agent, in recovering equipment and/or monies will be charged to the Client.
e. Accessibility of event locations will be considered when determining appropriate fees for labour required. Venues or locations which are inaccessible by vehicles and/or require a large distance to travel by foot or travel up and down stairs may incur additional labour charges.
f. A member of the Hire Company’s team will contact the Client within a fortnight prior to the event to inform the Client of the delivery and collection day and time. The Hire Company requires flexibility around delivery and collection, and all times given allow a two-hour window.
g. Standard delivery fees apply to deliveries and collections that occur between 8am and 5pm Monday to Saturday. The Client will incur an additional fee for any out-of-hours, late night/midnight, Sunday and Public Holiday deliveries and collections.
h. Hire of any of the Hire Company’s timber furniture is strictly for ‘indoor use’ only, but will be considered for
‘outdoor use’ if:
i. Adequate protection measures are put in place and an agreement has been made between the Hire Company and the Client prior to the event. For example, the furniture may be used outside for the duration of the event then moved undercover overnight or protected from the elements.
ii. Weather permits, at the discretion of the Hire Company’s team members, and will be on the day delivery and collection only.
i. If any timber furniture is being used in a clear marquee, these items will be strictly available to hire for a 24 hour period only, unless a cover on the marquee is provided prior to and after the event to protect the
items from direct sunlight and extreme fluctuations in temperature. The Hire Company has the right to refuse the hire of timber items in a clear marquee in the event temperatures reach extreme levels (greater
than 35 degrees) and adequate protection has not been provided by the Client. Any agreements between the Hire Company and the Client will need to be in writing prior to the event.
5. CONDITIONS OF DELIVERY, SET UP AND INSTALLATION OF EQUIPMENT
a. Hire item prices do not include delivery, collection, set-up or installation unless specified by the Hire Company.
b. The delivery and installation fees vary depending on the location of the event and the items contained on the order. This fee may be subject to change should the Client alter the order, location of the event or amount of equipment to be delivered and/or set up.
c. Unless a setup and/or installation fee has been noted and charged to the Client on the order and agreed upon by the Hire Company, the Hire Company is not responsible for the setup and or/installation of
d. Should extra labour be required under any circumstances on delivery or collection, additional charges will apply.
e. The Client agrees to ensure that any site specified on the hire agreement will be clear of obstructions to allow the Hire Company to erect, install or place the hire equipment safely. The Hire Company must be informed of the location of all water, gas, reticulation pipes and telephone cables prior to installation. Whilst all care will be taken, the Hire Company will not accept responsibility for any damage to water, gas, electricity and telephone cables or property. Any repairs will be at the Client’s expense.
f. The Hire Company’s staff members will not be responsible for installing lighting inside a marquee that is not owned by the Hire Company.
g. A detailed floor plan/set up guidelines/lighting plan/marquee plan must be provided to the Hire Company by the Client no later than 14 days prior to the event date for any on the day set up, lighting, marquee, flooring and/or dance floor installations agreed upon. Any on the day changes to these floor plans will incur additional labour charges.
h. Hire items are to be ready for collection, by the Client, in original packaging provided, and placed in one location for the Hire Company to collect. If the Hire Company staff members are required to pack down the equipment without prior arrangement, an additional fee may incur. Should any hire items be inaccessible (ie. in a locked venue) by the Hire Company upon collection, further fees may incur.
i. Delivery schedules are subject to change and additional charges may apply dependent on the final schedule.
j. A fuel surcharge may be applied to delivery and collections fees depending on fluctuations in the price of fuel.
6. CONDITIONS OF MARQUEE HIRE
a. Marquee prices are based on being pegged into flat level ground. Marquee, marquee silk draping, lighting (marquee only), flooring and drum weights prices include additional hire and labour/setup costs.
b. Marquees that are required to be installed or dismantled on a Sunday, public holiday or outside of normal business hours (before 6am or after 6pm) will incur a 10% surcharge on the total cost of the marquee price to account for increased pay rates during these times. This also applies to marquee flooring installation and dismantling.
c. Marquees are not available for beach ceremonies (grassed areas at the beach are permitted).
d. Once a marquee has been erected, all responsibility for the marquee lies with the Client. Any loss, damage, breakage or additional cleaning will incur a cost to the Client. This includes water damage & staining from reticulation, and smoke damage. Flooring and dance floors cannot be moved or relocated by the Client, charges for this service may apply.
e. The Hire Company must be informed of the location of all water, gas, reticulation pipes and telephone cables prior to installation. Whilst all care will be taken, no responsibility is accepted for any damage caused to any water, gas, reticulation pipes, telephone cables or other equipment. Any repairs will be at the Client’s expense. All care will be taken when erecting a marquee; however, no liability will be accepted for any damage to property or fixings that a marquee may be attached to.
f. Size estimates and floor plans provided by the Hire Company are estimates only. It is the Client’s responsibility to ensure the sizing of the marquee is adequate for the event and furniture layout.
g. Where timber flooring is supplied as part of the order, the Client hereby acknowledges that timber is a natural product and is subject to dimension and shape variations due to climatic and other prevailing
conditions. The flooring material is designed to be a structural floor, therefore gaps may exist and vary due to the nature of the timber.
h. The Hire Company reserves the right to refuse installation of a Marquee if the weather conditions prove to be unsuitable or dangerous and the integrity of the marquee structure will be compromised. Please note, the Client will not be eligible for a refund under these circumstances.
i. Marquee lighting can only be installed by a member of the Hire Company team or one of our recommended and trusted lighting suppliers. Under no circumstances will a Client be permitted to self-
install marquee lighting.
j. Marquee wall configuration is to be finalised no later than 7 days before the event date. The Client is to supply a plan for configuration to the Hire Company. Any changes to the configuration during installation may incur additional charges.
k. A site inspection may be required by the Hire Company, either by request of the client or Hire Company. There will be a charge for this service including travel charges. If an order is confirmed, the fee for a site inspection will be deducted from the order total, excluding associated travel charges.
7. CANCELLATION POLICY
a. The Client may cancel a confirmed order, though cancellation fees will occur.
b. No cancellation by the Client is valid unless it has been acknowledged in writing by the Hire Company.
c. Fees and charges are as follows:
i. 30% non-refundable deposits paid are non-refundable to cancellation, change of date or change of mind.
ii. Any refunds will incur an administration fee of $95.00; your refund will be less this amount.
iii. Cancellations made before 28 days of the event date are eligible for a refund, less the 30% non-refundable deposit and the $95.00 administration fee.
iv. Cancellations within 28 days of the event date will be refunded the travel and additional labour charges only. The refund will be less the $95.00 administration fee. The hire items value will not be refunded as this is considered a loss of opportunity to the Hire Company.
v. These cancellation terms also apply to cancellation of individual items from orders where a 30% non-refundable deposit has been paid.
vi. Changes to an order can be made up until 14 days prior to the event date.
1. Four changes are accounted for, thereafter any additional changes may be subject to an administration fee of $95.00 at the discretion of the Hire Company.
2. The Hire Company will only allow additions to, and not deletions from the order within 14 days prior to the event date due to loss of opportunity.
vii. Sit down events will require final guests numbers to be confirmed 14 days prior to the event date when the final payment is due.
viii. Cancellations on items including chairs, cutlery, glassware, linen, crockery and any other hire items due to changes in guest numbers before this time will only incur a charge of the 30% non-refundable deposit if it is more than 10% of the original number booked.
d. Cancellations of bookings/events due to weather shall be subject to the cancellation policy above. The Hire Company is in no way responsible for intemperate weather that may cause the Client to cancel their booking.
8. DAMAGE, LOST, STOLEN OR UNCLEAN EQUIPMENT
a. The Client is responsible for the hired items during the hire period. Any lost, stolen, damaged or broken equipment (including packaging items), however caused during the hire period, will be charged to the Client at full present-day replacement cost.
b. If an item is returned damaged but repairable, the Client will be charged for the cost of repairs.
c. All equipment is to be returned to the Hire Company in a clean but not necessarily sterile state, unless otherwise specified. Returned equipment that requires further cleaning will incur an additional charge.
d. In the event any hire items are not returned to the Hire Company by the specified time and date, a grace period of five business days will be given to the Client to return any unreturned/missing items. After this period the Client will incur a replacement fee at the full present-day value and will not be eligible for a refund, even if returned, as this is considered loss of opportunity.
e. The Client shall protect the equipment from the elements during the time of hire. In poor weather conditions, storage of the equipment may be necessary and is the responsibility of the Client to see that the equipment is stored safely. Any equipment damaged from the weather is the full responsibility of the Client and full replacement cost will be incurred.
f. All costs charged to the Client associated with any lost, stolen, damaged or unclean equipment, if not paid within 7 days of the final invoice date, up to the value of $500, will automatically be charged to the nominated credit card held at the point of booking. If the costs exceed this amount, the Hire Company will contact the Client to discuss payment options.
9. INSURANCE AND INDEMNITY
a. Hire equipment is not insured during the hire period, all responsibility lies with the Client.
b. The Client hereby indemnifies and holds indemnified the Hire Company, its agents and employees, from and against all claims, actions, demands and expenses in any way arising from injury, death, loss of income or damage caused to the Client or its property or the associated users in respect of the equipment or these terms.
10. FORCE MAJURE
If the owner is unable at any time to perform any of its obligations whether wholly or partly by reason of any cause beyond its control (including without limitation, acts of god, inclement weather, strikes, lockouts, fires, riots, civil commotion or unrest, interference by civil or military authorities or act of war) the owner may give written notice to that effect to the Hirer , giving full particulars of such force majeure in which case the obligations of the owner under these terms shall, to the extent that they are affected by the force majeure, be suspended during the term of the force majeure. The owner shall not be liable for any loss or damage suffered by the Hirer as a result of any
delays caused by such force majeure events.
11. CORONAVIRUS SPECIFIC TERM AND CONDITIONS
a. Our cancellation policy stands as per our usual terms and conditions above, that all deposit monies paid to the Hire Company are non-refundable.
b. Those that are required to change their event date due to Government coronavirus regulations, will be able to postpone their bookings and will receive a credit for any monies paid with the Hire Company to use at a later mutually convenient date within 12 months of the original event date.
c. No cancellation or postponement is valid unless it has been acknowledged in writing by the Hire Company.
d. Those that choose to cancel their booking more than 28 days before their event are eligible for a refund, less the non-refundable deposit and the $95.00 administration fee.
e. Those that choose to cancel their booking within 28 days of their event date will be only refunded the travel fees, and any labour charges on their booking, less the $95.00 administration fee.
12. ACCEPTANCE OF TERMS AND CONDITIONS
The Client hereby unconditionally accepts these terms and acknowledges that its acceptance is a condition precedent to taking possession of the equipment from the Hire Company.