HIRE TERMS & CONDITIONS

 

“We” ”Us”: Dreamcatcher Events; “Client”: the person(s) named on the Invoice & Service Agreement

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PROVISION, ACCESS & STORAGE: We will supply the following goods and services at the event: all items detailed on invoice & service agreement. It is the client’s responsibility to ensure there is suitable space for the hired items at the venue, including access to and within the venue itself. It is the responsibility of the client to inform us if there are any loading restrictions at the venue e.g., steps or stairs, tight corners, steep hills, no lift access, etc. For large or heavy items, e.g. carts, barrels, popcorn machines, etc, suitable lift access must be provided if the event is not on the ground floor. Failure to notify us may result in the equipment not being able to access the venue. Due to insurance restrictions, only persons employed by us are authorised to manoeuvre equipment. It is the client’s responsibility to check with the venue that they are happy for us to provide this service within their property. We will not be held responsible if we are unable to fulfil our obligations to the client due to inadequate access or storage space within the venue or where the venue has refused entry. Where we are unable to fulfil our obligations to the client due to the aforementioned reasons, this will incur the loss of the total hire fee. Free set up is based on a maximum of 3 hours set up time. Where set up is expected to take longer than this, an additional charge of £40 per hour or part hour will be payable.

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SAFE AND APPROPRIATE USE OF EQUIPMENT: All items provided by us will be listed and checked on delivery. All items listed must be returned to us in the condition in which they were delivered i.e., with no damage or equipment missing. This will be confirmed by us on collection of the items. Cloth items i.e., chair covers, sashes, table linen, backdrops are provided to the customer on the basis that they must be returned to us in a condition which allows them to be hired to future customers. This does not include dirt & stains which can be easily washed out, and dry grass. Heavy staining requiring additional washing or specific chemicals to remove, burns, tears and holes are not acceptable. Chairs should not be stacked with chair covers on. It is agreed by both parties that the hired items will remain stationary throughout the event. If the items require to be moved, this must be notified to and agreed by us at least 28 days prior to the event. Please check with your venue that they are happy to move the items. If required, we will attend to move the items at the appropriate time. This will incur a mileage fee. If damage occurs to any of the items due to being moved by anyone other than Dreamcatcher Events staff, a repair or replacement fee will be payable. We will ensure the goods are fit for purpose and provided to the client in a clean, safe, and secure manner. Any attempt made to use the hired item(s) for anything other than their specific purpose or any action which may cause damage to the hired items, e.g., pushing, pulling, climbing on, etc will be deemed misuse of the goods. We will not be held responsible for any accident or injury caused by misuse of the goods, and the client will be held responsible for any damages or breakages incurred through misuse. Children should be supervised at all times as we cannot be held responsible if a child incurs injury from misuse of any of the items provided. Any accident or injury resulting from equipment failure will be deemed the responsibility of Dreamcatcher Events. We hold Public Liability Insurance and will provide details to the customer in the case of a claim against us. Hired items are FOR INDOOR USE ONLY unless outdoor use has been explicitly agreed with us at time of booking. This may incur an additional cleaning charge. Some hire items may be unsuitable for outdoor use. Please check with us at time of booking. All damages will incur a replacement charge for which the client will be fully responsible. The client will be liable for any legal costs incurred attempting to obtain payment of these charges.

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HIRE PERIOD: The hire period is detailed on the invoice and service agreement. The maximum hire periods are detailed below. Longer hire periods may be agreed if notified at least 28 days in advance and will incur an additional fee. 

• All décor items including sweet cart  -  48 continuous hours

• Donut/Crisp carts  -  Donuts & crisps should be removed after 3 hours; The quality of the donuts & crisps will be affected if left out longer

• Popcorn machines  -  6 continuous hours. SPLIT HIRE: Where there is a break in service for more than 1 hour, this will be charged as two separate hires.

• Candy floss machine  -  6 hours with 15 minute rest period after each 2 hour period. SPLIT HIRE: Where there is a break in service for more than 1 hour, this will be charged as two separate hires.

• Cheese/snack cart with cheese  -  Cheese will be removed after a maximum of 2 continuous hours. Other foods can be left for up to 24 hours, but quality will be affected.

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BOOKING DEPOSIT: A non-refundable booking fee, which is deductible from the total payment amount, is required at time of booking to reserve your chosen date. We will place a "hold" on your event date for 7 days from the date given on the invoice for the deposit to be paid. After this time, unless the booking deposit has been received, the date will be opened up to new customers. Booking deposit fees:

• Weddings & events with over 30 guests: £100

• Weddings & events with less than 30 guests: 50% of total hire fee

• Weddings & events booked less than 28 days prior to the event, 100% of the total hire fee is due within 3 days of the date on the invoice

 

PAYMENT: The payment dates listed in the schedule section of the invoice & service agreement are the final dates for payment of the agreed fees so that the order is processed and completed on time. Where the payment is delayed, this may result in delays to the order or cancellation. We will receive the full amount payable no less than 28 days prior to the event. If payment is not received by this date, one reminder email will be sent, and full payment must be received by 5pm the following day. This will incur an administration fee of £25. Non-payment by this date will be considered as cancellation and will incur a full loss of deposit. For bookings made less than 28 days prior to the event, full payment must be received within 72 hours and no later than 24 hours prior to the event. Non-payment by this time will be considered as cancellation. Payment by standing order or instalments is available. Further information can be requested at time of booking.

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AMENDMENTS: All amendments to the invoice & service agreement are free and must be notified BY EMAIL ONLY no later than 28 days prior to the event. Any amendments made within 28 days of the event will incur an administration fee of £25.

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CANCELLATION: Cancellations must be notified to us BY EMAIL ONLY as soon as possible, so that the date can be opened up to other customers. Cancellation fees :·     

• Up to 14 days from date of booking: FREE

• Over 14 days from date of booking and up to 28 days prior to the event: Booking Deposit

• Less than 28 days prior to the event: 100% of total booking fee

If Dreamcatcher Events require to cancel an existing booking, we will endeavour to find an alternative supplier to provide the goods & services, and where this is not possible, to provide a full refund within 48 hours.

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DELIVERY/COLLECTION: Delivery to and collection from your venue is available for all hire items. Smaller items may be collected from our premises at an agreed date & time and must be returned to us within 48 hours. We will always attempt to collect from the venue at the agreed date and time, however, this remains at our discretion. It may be necessary for us to collect earlier or later than the agreed time due to scheduling limitations of ourselves and the venue. Delivery is free within a 20-mile radius of DD10 8BW. Any additional mileage is calculated at £0.45 per mile and will incur the cost of two return journeys. For customers not requiring delivery to the venue but collecting items from our place of business, we require 2 forms of identification: ​

• PHOTOGRAPHIC I.D. e.g., valid UK driving licence, passport, Young Scot card, CitizenCard, current EU national identity card 

• PROOF OF CURRENT ADDRESS: Valid UK driving licence (if not used as proof of ID); utility bill dated within last 3 months, council tax bill for current year; credit card, bank, building society or credit union statement dated within the last 3 months; current tenancy agreement

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DELAYED RETURN: All hired items must be returned to us or available for collection at the hire collection time detailed on the invoice & service agreement or a delayed return charge of £25 will be payable. A further charge of  £5 per item per day will be payable until the equipment is returned to us. It will be the responsibility of the client to return the goods to our place of business. The goods must be returned within 5 days, or the full replacement cost will be charged, in addition to the delayed collection fees already incurred.

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PACKAGES: As our packages are already discounted no further discounts will be applied to Glen Prosen, Glen Clova, Glen Isla & Glen Esk packages. For all packages, the price per person will not change, even if hire items are not required. However, items may be swapped for items of a similar value, subject to availability. Table runners and centrepieces included in the packages are based on seating 8+ persons per table. If you require table runners and/or centrepieces based on less than 8 per table, any additional will be charged at the full hire price. Flowers are not included with centrepieces and will be charged as extras. Where table plans and/or welcome signs are included, this will include a custom design printed table plan/welcome sign on 5mm Foamex board or any of the table plans listed on our website.​

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​REQUESTS: We will always attempt to honour any special requests made by the client. These should be advised at time of booking or no later than 28 days prior to the event.

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HOT FOOD: Notices will be put up in front of the machines to highlight the dangers to guests. Dreamcatcher Events will not be held responsible if the client or their guests incur injury through touching or handling the equipment. The equipment will be operated by trained staff only.

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ALLERGIES: The client will notify Dreamcatcher Events of any known guest allergies or sensitivities at time of booking. Dreamcatcher Events will provide food based on the information given at time of booking and will attempt to offer an alternative to those with allergies. Where requested, Dreamcatcher Events will make all ingredient lists available to the client, highlighting all common allergens. Dreamcatcher Events cannot be deemed liable should any guests at the event have an allergic reaction to any food provided.

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FOOD HYGIENE & SAFETY: All our goods are stored in a clean environment and all food storage & handling equipment is sterilised after each use. We are registered and subject to inspection by the Environmental Health department of Angus Council. High risk foods such as cheese can only be displayed indoors, due to the risk of contamination & in order to maintain the food within safe temperature limits. Cheese can only be displayed for a maximum of 2 hours, or until the maximum safe temperature is reached. For this reason, the cheese or snack cart must be situated in a cool, shaded room, away from direct sunlight, in order to prolong the time it is available for guests. We must be able to attend to the cart approx. 10-15 minutes prior to the agreed start time to place the cheese, crisps, etc on the cart. We must be able to have access to the cart to monitor the condition and temperature of the cheese for the duration of the event. At no time can the client or their guests place their own food on the cart. We will remove the cheese from the cart at the agreed finish time. Where the cart is left for the remainder of the day after we have removed the cheese, absolutely no food items other than our own should be placed on it without our explicit agreement. As we will not be there to monitor this, food not provided by us will be placed there at the clients own risk. We will not accept any responsibility should this occur. Sweet, crisp and donut carts should also be placed in a cool, shaded room, away from direct sunlight.

 

ON-THE-DAY STATIONERY: All orders of on-the-day stationery i.e. table plans, welcome signs, table names/numbers, place name cards, table plan cards, signs & menus will require a design fee of £30.00 to be paid before any work will commence. The design will be produced from the information provided by the client and will include up to two amendments free of charge. Each amendment can include an unlimited number of changes. Thereafter, each amendment will be charged at £10. The remaining balance will be due on approval of the final proofs. The client is reminded to check all details on the proofs and invoice thoroughly, as mistakes cannot be rectified once payment has been made and the design has been sent for printing. Please check that all spelling, grammar, dates, names, layout, and colours are correct. Payment of the remaining balance constitutes acceptance of all the stationery details contained on the invoice and the final design proof(s). In case of errors noted after payment has been made, the client will be responsible for all replacement costs. Fees for all personalised stationery items are non-refundable. Card samples are available on request. Acrylic samples are not available. Where the order is required within 4 weeks of the invoice date, this will incur an admin fee of £25. We do not accept orders where the delivery date is less than 7 days away.

 

BREACH OF CONTRACT: In the event that any of the above terms & conditions are not met, at any time, this will be deemed breach of contract and cancellation by the client. In such cases, Dreamcatcher Events reserve the right to withdraw service without notice. Cancellation fees will apply. Please see section 7 above.