Terms and Conditions
1. Booking Confirmation
A booking is confirmed once the booking fee has been paid and the booking form has been completed.
The booking fee secures your event date exclusively and confirms acceptance of these Terms & Conditions.
2. Payments
A 50% booking fee is required to secure your booking.
The remaining balance is due no later than six weeks before the event date.
Failure to pay the final balance by the due date may result in cancellation of the booking.
All payments made are non-refundable unless otherwise agreed in writing.
3. Minimum Spend
A minimum booking value of £120 applies to all hires.
This minimum spend helps cover delivery, setup, collection, fuel and staffing costs.
4. Delivery, Setup & Collection
Delivery, setup and collection are included within the agreed hire fee unless otherwise stated.
The customer must ensure suitable access is available for delivery and collection.
Collection times will be agreed in advance and may be adjusted due to venue requirements, weather conditions or daylight hours.
Where collection is delayed due to circumstances beyond our control, we reserve the right to collect equipment at the earliest reasonable opportunity.
5. Travel & Fuel Charges
We offer complimentary delivery within our standard service area.
Events located outside of this area may incur an additional travel or fuel charge, which will be agreed with the customer prior to booking confirmation.
6. Responsibility for Equipment
All equipment remains the property of Vintage Charm.
The customer accepts responsibility for the equipment from the time it is delivered until it is collected.
The customer agrees to take reasonable care of all hired items and ensure they are used appropriately throughout the hire period.
7. Lost, Missing or Damaged Equipment
The customer may be charged for any equipment that is lost, stolen, damaged beyond reasonable wear and tear, or not returned at the time of collection.
An inventory may be provided before the event detailing all items included within the hire package.
Replacement or repair costs will be charged at the current replacement value of the item(s).
Where possible, photographs and supporting evidence will be provided.
8. Safety & Supervision
Equipment should only be used for its intended purpose.
Children must be supervised by a responsible adult at all times when using the equipment.
The customer is responsible for ensuring that guests use the equipment safely and responsibly.
Vintage Charm accepts no responsibility for injury resulting from misuse of equipment, reckless behaviour, or inadequate supervision.
9. Weather Conditions
Many of our games are designed for outdoor use; however, they must not be used during severe weather conditions.
In the event of heavy rain, strong winds or other adverse weather, the customer is responsible for ensuring equipment is protected or moved to a suitable covered area where appropriate. We will work with your venue where we can to set up the games in a more suitable area.
Vintage Charm reserves the right to remove equipment or decline setup if conditions are deemed unsafe or likely to cause damage.
No refunds will be issued due to adverse weather once equipment has been delivered and set up.
10. Venue Requirements
The customer is responsible for obtaining any permissions required from the venue regarding the use of hired equipment.
The customer must inform Vintage Charm of any access restrictions, setup requirements, venue rules or supplier requirements before the event date.
Any additional charges incurred due to undisclosed venue restrictions may be passed on to the customer.
11. Cancellation Policy
The booking fee is non-refundable.
If the customer cancels more than six weeks before the event date, any payments made beyond the booking fee may be refunded at our discretion.
If the customer cancels within six weeks of the event date, the full balance remains payable.
In exceptional circumstances and at our discretion, bookings may be transferred to an alternative date, subject to availability.
12. Force Majeure
Vintage Charm shall not be liable for any failure to perform its obligations where such failure is caused by circumstances beyond reasonable control, including but not limited to:
Severe weather
Flooding
Fire
Road closures
Accidents
Illness
Government restrictions
Venue closures
Acts of nature
In such circumstances, we will make every reasonable effort to reschedule the booking where possible.
13. Liability
Whilst every care is taken to provide safe, high-quality equipment, Vintage Charm shall not be liable for any injury, loss, damage, expense, delay or inconvenience arising from the use of hired equipment except where required by law.
The customer accepts responsibility for ensuring the equipment is suitable for their event and guests.
14. Photographs & Marketing
We may take photographs of our equipment at events for marketing and promotional purposes.
We will always endeavour to avoid identifiable photographs of guests unless permission has been granted.
If you would prefer photographs not to be taken or used, please notify us before the event.
15. Acceptance of Terms
By paying the booking fee, completing the booking form and/or proceeding with the booking, the customer confirms that they have read, understood and accepted these Terms & Conditions in full.