Terms and Conditions of Hire
1.General Terms and Conditions for Event Letters
These Terms and Conditions apply to the exclusion of any other conditions proposed by the Hirer, unless otherwise agreed by Event Letters and the Hirer in writing. Event Letters agrees to hire Equipment to the Hirer on terms set out in this document. If the Hirer wishes to hire Equipment the Hirer must complete and sign a Hire Order Form and such other documents as Event Letters may require. Event Letters may in its absolute discretion decline to hire Equipment to the Hirer at any time if it has reasonable cause to do so. The Hire Order Form must be signed prior to event date. Event Letters Equipment is any product hired from Event Letters.
1.1. Venue
It is necessary that the hirer consults with the venue to obtain permission for Event Letters to set-up on their premises and that sufficient space and power provisions have been organised prior to delivery of the Equipment.
1.2. Payment
A 25% deposit of the Total Hire Fee (inc. Delivery and GST) is required upon placing the booking to secure the Equipment for the date of hire. The initial deposit of 25% is NON-REFUNDABLE after 48 hour of making the payment. The Total Hire Fee balance must be paid in FULL 1 month prior to the event date. Under certain circumstances, final payments maybe made closer to the event date, only upon acceptance by Event Letters. All payments must be made by dates requested on the Invoice. Failure to pay by these dates may result in cancellation of hire. All costs are payable to Event Letters.
1.3. Loss & Damages
I being the Hirer accept full responsibility for the condition of all Equipment during the hire period or until returned to Event Letters and will be liable for any damage incurred, or loss of Equipment. All Equipment lost, damaged or stolen while on hire must be paid for by the Hirer. The Hirer shall pay Event Letters the actual cost to replace or, at the discretion of Event Letters, to repair the equipment irrespective of the age or condition of the equipment at the current replacement cost. Event Letters will take photos of the Equipment once set-up showing the current condition of the Equipment at the commencement of hire period, in the event of any disputes. The Hirer is liable for any negligent act, omission or breach of these terms and conditions by the Hirer or the Hirer’s agent throughout the hire period.
Indication on cost of Damage if to occur;
1.4. Weather
Event Letters’ Equipment has been designed primarily for Indoor use, though they can be used outside in fine conditions. Due to the nature of the equipment, significant damage may occur if the Equipment is exposed to wet conditions. If an outdoor setting is planned but weather conditions are not suitable for the Equipment (eg. Pending wet weather, rain or strong wind etc) then an alternative location needs to be arranged for set-up. Event Letters staff will take precautions and work with venues to limit risk of weather damage to the letters upon set-up. However, Event Letters holds the right to relocate the equipment from any pre-arranged locations when there is pending weather which could damage the equipment.
Throughout the hire period, the Hirer is liable for any damage which is caused to the Equipment and therefore has the responsibility to relocate the Equipment out of the weather to avoid any damage.
1.5. Cancellation
Cancellations must be made in writing to info@eventletters.com.au. Refunds will be given in accordance to the following;
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Cancellation up to 30 days prior to Hire Date Any balance paid off over initial 25% Deposit will be refunded.
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Cancelled between 29-14 days prior to Hire Date 50% of Total Hire Fee will be refunded.
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Cancelled 13-5 days prior to Hire Date 25% of Total Hire Fee will be refunded.
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Cancelled 5 days prior to Hire Date - NO REFUND.
1.6. Delivery
Delivery charges will be determined based upon the event location relative to our base at Capalaba, QLD. This will be calculated in accordance with Google Maps and the delivery fee will be confirmed upon booking/venue confirmation.
1.7. Insurance
Event Letters carry public liability insurance to the value of $20,000,000.00. However Event Letters recommend that separate “event” insurance be considered to cover against such eventualities as inclement weather, theft, equipment failure and any other unforeseen incidents.
1.8. Copyright
Event Letters owns all intellectual property, including all designs, literary and artistic works, documentation, plans, drawings, specifications, sketches, reports, graphics and logos created by Event Letters for the Hire Period.
1.9. Disputes
Any disputes must be in writing within 48 hours from the conclusion of the hire period for refunds to be considered by Event Letters. If disputes are not formally lodged within this period then no action can be taken towards Event Letters.
Event Letters has the right to change the Terms and Conditions however notice of the amendment will be given to the Hirer. Notice of these amendments is deemed given when emailed to the Hirer through the email address by the Hirer on the Hire Order Form.
