Terms and Conditions
Effective date: 1 September 2026
These Terms and Conditions form part of every hire contract with Tepee Tent Hire (the Company). The quotation or booking confirmation, these Terms and Conditions, and any written amendments agreed by the Company together form the Contract.
Definitions
Hirer means the person or organisation named on the quotation or booking confirmation. An individual Hirer must be at least 18 years old. The Hirer accepts responsibility for all Equipment hired under the Contract, whether used by the Hirer or by their guests, employees, contractors or other members of their party.
Equipment includes tents, stretch tents, canopies, flooring, furniture, lighting, electrical equipment, fire equipment, games, accessories and any other item supplied by the Company.
Hire Period means the period shown on the quotation or booking confirmation, beginning when the Equipment is delivered, installed or collected and ending when it is dismantled, collected or returned.
Where there is any conflict between the website, promotional material and a written quotation or booking confirmation, the quotation or booking confirmation will take precedence for the agreed Equipment, price, Hire Period, payment schedule and delivery arrangements.
1. Identification and authority
The Hirer or their authorised representative may be required to provide valid identification when the Equipment is delivered or collected. The Company may withhold the Equipment if satisfactory identification or authority to accept it cannot be provided.
2. Inspection on delivery
The Hirer or their representative must inspect the Equipment on delivery and promptly notify the Company of any missing items, visible damage or apparent faults. The Hirer must not use Equipment that appears unsafe or defective and must contact the Company immediately.
3. Responsibility for Equipment
3.1 The Hirer is responsible for the Equipment from delivery, installation or collection until it is dismantled, collected or returned to the Company.
3.2 The Hirer must take reasonable care of the Equipment and protect it from theft, loss, damage, misuse and adverse weather.
3.3 Labels must not be removed and Equipment must not be altered, repaired, relocated or interfered with without the Company's written permission.
3.4 Where Equipment requires electricity or fuel, the Hirer must use the correct supply and follow the Company's instructions. Any electrical supply provided by the Hirer must be safe, suitable and protected from the weather. Any installation that legally requires a competent or qualified person must be completed by such a person.
4. Loss, damage and replacement
4.1 The Hirer is responsible for loss of or damage to the Equipment during the Hire Period, except for fair wear and tear or damage caused by the Company's negligence.
4.2 Where reasonably practicable, the Company will charge the reasonable cost of parts and labour needed to repair the Equipment. If repair is not reasonably practicable or economical, the Company may charge the reasonable cost of replacing the item with an equivalent item, allowing for its age and condition where appropriate.
4.3 The Company will provide reasonable evidence of any charge before deducting it from the security deposit or seeking further payment.
5. Delivery, installation and site requirements
5.1 Delivery, collection, installation and dismantling arrangements, including any charges, will be shown on the quotation or booking confirmation. Published delivery allowances, mileage rates and minimum hire periods apply only where confirmed in the Contract.
5.2 Where the Company installs a tent, stretch tent or canopy, the Hirer must ensure that:
the installation area and required clearance stated in the quotation are available;
the ground is suitable for the structure and its anchoring system;
the site is clear of underground and overhead services, including gas, electricity, water, drainage and communications services;
accurate information about all services is supplied before installation;
safe, suitable and reasonably level access is available between the delivery vehicle and installation area;
unless otherwise agreed, the distance from vehicle access to the installation area is no more than 75 metres;
the area is clear of obstacles, debris, vehicles, people and animals during installation and dismantling; and
all necessary venue permissions, landlord consents, licences and approvals have been obtained.
5.3 The Hirer is responsible for loss, damage, delay or additional reasonable cost caused by inaccurate site information, concealed services, unsuitable ground, restricted access or missing permissions, unless caused by the Company's negligence.
5.4 The Hirer must provide an accurate installation plan or have an authorised representative on site to approve the position of the Equipment. If neither is provided, the Company may install it in a position it reasonably considers suitable.
5.5 Hire charges do not include repairing or making good the site unless expressly included in the quotation. The Company is not responsible for unavoidable minor disturbance caused by correctly installing or removing stakes, anchors or other Equipment.
6. Safe use of structures and Equipment
6.1 The Hirer must follow all safety and operating instructions provided by the Company.
6.2 Smoking, barbecues, cooking equipment and gas patio heaters are not permitted inside or immediately next to any tent, stretch tent or canopy unless expressly agreed in writing.
6.3 Nobody may climb on, hang from, move, loosen or interfere with any structure, pole, strap, anchor, guy rope, fixing, lighting cable or electrical fitting.
6.4 The Hirer must keep exits and access routes clear and must not exceed any capacity stated by the Company.
6.5 Decorations may be fitted only using methods approved by the Company. All decorations, tape, string, cable ties and other fixings must be removed before collection unless removal is included in the Contract. The Hirer is responsible for resulting damage, staining or additional cleaning.
6.6 Where sides or doors are fitted, the Hirer must close and secure them when the structure is unattended or when instructed by the Company.
7. Fire equipment
7.1 Fire pits, log burners and Fire Kits must be used only in the position and manner specified by the Company and supervised by a responsible adult whenever lit.
7.2 Fire equipment must not be moved and must be kept on a stable, non-combustible surface with adequate clearance from structures, furniture, decorations and other combustible materials.
7.3 Fire pits and log burners must not be used at events booked principally for persons under 18.
7.4 The Hirer is responsible for loss, damage or injury caused by misuse or unauthorised relocation of fire equipment. Nothing in this clause excludes liability that cannot lawfully be excluded.
8. Weather and safety
8.1 The Hirer must regularly check structures, straps, anchors and guy ropes during the Hire Period and contact the Company immediately if anything becomes loose, damaged or unsafe.
8.2 The Hirer must follow instructions from the Company to close, evacuate, lower or stop using Equipment because of wind, rain, flooding, snow, ground conditions or another safety concern. The Hirer must not alter or dismantle a structure unless instructed by the Company.
8.3 The Company may delay, suspend or cancel installation, use or collection where it reasonably considers conditions unsafe. It will discuss reasonable alternatives with the Hirer where practicable.
8.4 If weather or another event outside the Company's reasonable control prevents performance, clause 17 will apply.
9. Prices, booking and payment
9.1 Website prices are guide prices and may be updated. The price payable is the price stated in the accepted quotation or booking confirmation, including agreed delivery, collection, installation, Equipment and additional service charges.
9.2 Unless the quotation states otherwise, a booking deposit of 20% of the Contract price is required to secure the booking and the balance is due seven days before the Hire Period begins.
9.3 Where a booking is made within the balance-payment period, the Company may require full payment to secure it.
9.4 A minimum Equipment hire charge of £40 applies unless the quotation states otherwise. Delivery and collection charges are separate where shown in the quotation.
9.5 A booking is not confirmed until the Company has issued written confirmation and received the payment required to secure it.
9.6 Prices include VAT only where the quotation or invoice expressly states that VAT is included.
10. Accessories and standalone hire
10.1 Furniture may be hired separately, subject to the minimum hire charge and the delivery and collection arrangements stated in the quotation.
10.2 Movie Kits, Fire Kits, festoon lighting and associated fittings are not normally available as standalone hires and may be hired only with eligible tent, stretch-tent or canopy Equipment unless the Company agrees otherwise in writing.
10.3 Games Kits may be hired separately, subject to the delivery and collection charges stated in the quotation.
11. Amendments
11.1 One reasonable amendment may be made without an administration charge, subject to availability and the Company's written agreement.
11.2 Further amendments may incur a £10 administration charge per amendment. Any increase in Equipment, labour, transport or other costs will also be payable.
11.3 Changes requested within seven days of the Hire Period may be refused. All amendments must be agreed in writing.
12. Cancellation by the Hirer
12.1 The Hirer may cancel by giving written notice by email or post. Any statutory cancellation rights continue to apply.
12.2 Subject to clause 12.1, the following cancellation charges apply as a reasonable contribution towards administration, committed costs and loss of the reserved hire date:
cancellation 21 days or more before the Hire Period: 10% of the Contract price or £10, whichever is greater;
cancellation between 8 and 20 days before the Hire Period: 20% of the Contract price; and
cancellation seven days or less before the Hire Period: up to 100% of the Contract price.
12.3 The Company will take reasonable steps to reduce its loss, including attempting to rehire the Equipment where practicable. If its actual net loss is lower than the cancellation charge retained, the difference will be refunded. If the actual net loss is higher, the Company will not charge more than the unpaid balance of the Contract price unless the Hirer has caused a separate recoverable loss or damage.
13. Changes or cancellation by the Company
13.1 If booked Equipment becomes unavailable because it has been lost, damaged or made unsafe, the Company may offer reasonably equivalent substitute Equipment of at least comparable quality and value.
13.2 The Hirer may reject a materially different substitute and receive a refund of the amount paid for the unavailable Equipment or service.
13.3 The Company may cancel where it cannot safely or lawfully perform the Contract, required payment has not been made, the Hirer has provided materially inaccurate information, or the Hirer commits a serious breach of the Contract.
13.4 Where the Company cancels for reasons not caused by the Hirer and not covered by clause 17, it will refund amounts paid for services not provided. This does not affect the Hirer's statutory rights.
14. Security deposit / behavioural bond
14.1 The security deposit or behavioural bond and its payment date will be stated in the quotation or booking confirmation. Unless otherwise stated, the minimum security deposit is £100.
14.2 The Company may make reasonable deductions for unpaid charges, missing items, damage, excessive cleaning, misuse or another breach of the Contract. It will explain and provide reasonable evidence of any deduction.
14.3 The remaining balance will normally be refunded to the original payment method after the Equipment has been checked. Processing times may depend on the payment provider.
14.4 If reasonable charges exceed the security deposit, the Hirer remains liable for the balance.
15. Cleaning and damage charges
15.1 Normal cleaning following ordinary use is included unless the quotation states otherwise.
15.2 The Company may charge reasonable additional labour, materials, specialist cleaning, repair or replacement costs where Equipment is returned excessively dirty, stained, contaminated, damaged or incomplete.
15.3 Indicative charges may be supplied with the quotation or booking documents. Any charge will reflect the work or loss reasonably incurred and will be explained before it is deducted from the security deposit or invoiced.
16. Late return and failure to provide access
16.1 If Equipment is not ready or available for collection at the agreed time, the Company may charge reasonable additional costs and, where the delay prevents another hire, the applicable daily hire rate for the affected Equipment.
16.2 Charges will not exceed the reasonable loss caused by the delay, together with reasonable recovery costs where applicable.
17. Events beyond reasonable control
17.1 The Company is not responsible for delay or failure caused by an event beyond its reasonable control, including severe weather, flood, fire, transport disruption, fuel or power restrictions, industrial action, public-authority restrictions, civil disturbance or supplier failure despite reasonable precautions.
17.2 The affected party must notify the other as soon as reasonably practicable. The Company may suspend performance, change the installation or collection time, offer substitute Equipment, or cancel the affected part of the Contract.
17.3 If affected services cannot be provided, the Company will refund amounts paid for services not supplied, less reasonable, evidenced costs already incurred specifically for the booking and which cannot be recovered. This does not affect either party's statutory rights.
18. Liability
18.1 Nothing in the Contract excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, breach of statutory rights, or any other liability that cannot lawfully be excluded or limited.
18.2 Subject to clause 18.1, the Company is not responsible for loss or damage that was not reasonably foreseeable, was caused by the Hirer's breach or misuse, or relates to business loss where the Hirer contracts as a consumer.
18.3 The Hirer is responsible for the conduct of guests and other persons using or entering the hired area and for complying with venue rules and applicable law.
19. Complaints
The Hirer should report any problem as soon as possible so that the Company has a reasonable opportunity to investigate and, where practicable, put it right. Complaints should be sent using the contact details shown on the quotation or booking confirmation.
20. General
20.1 If any provision of the Contract is found unlawful or unenforceable, the remaining provisions will continue in effect.
20.2 A delay in enforcing a right does not waive that right.
20.3 No person other than the Hirer and the Company has any right to enforce the Contract, except where the law provides otherwise.
20.4 The Contract is governed by the law of England and Wales. A consumer may bring proceedings in the courts that apply to their place of residence where the law permits.