TERMS AND CONDITIONS

These T&Cs apply to your Contract from 27 November 2022

Definitions
1. ‘Balance Payment’ the remaining sum due in accordance with the Contract less the Contract Deposit paid
2. ‘Contract’ refers to the written agreement between Sugarloaf Events Hire and the Customer, this may be an invoice.
3. ‘Contract Deposit’ means a 25% deposit payable on completion of a Contract, being required to secure the booking. The Customer’s order will not be guaranteed until the Contract is dated and the 25% deposit is made.
4. ‘Customer’ and ‘you’ means the person(s), company or organisation who entered into the Contract, and therefore has a contractual relationship with, Sugarloaf Events Hire.
5. ‘Goods’ the items referred to in the Contract
6. ‘Hire Period’, the period from the time of release on the Release Date until the Goods are actually returned to us. For the avoidance of doubt the time of release on the Release Date is the time we have either hand the Goods to you following your collection from our storeroom or we have delivered the Goods to you at the Venue on the Release Date. The Hire Period expires when the Goods are safely and correctly returned to us either by you to us at our storeroom or to we have collected the Goods from you at the Venue. NB, you are responsible for the Goods if you are paying a courier, even if that courier is arranged by us.
7. ‘Release Date’, the date the Goods are released to the Customer (this may differ from the date of the actual event as some people chose to be release the items prior to the date of their event).
8. ‘Release Date Deposit’ means a refundable deposit of £50 or 25% deposit whichever is the higher, which can be paid in cash or bank transfer. The Release Date Deposit is held by us against damage, loss and /or cancellation. The Release Date Deposit is refundable on the clean (unless Return Dirty Service has been ordered) and undamaged return of the Goods.
9. Sugarloaf Events Hire is ‘we’, ‘us’ and ‘our’
10. ‘Venue’ means the location where either your event is taking place or where you have requested the Goods be delivered.
Booking
1. These terms and conditions form part of the Contract unless varied by the Contract.
2. A booking is only confirmed for goods to any customer once a Contract has been completed. Prior to a valid Contract, the availability of goods is not guaranteed.
3. Payment of the Contract Deposit will be deemed acceptance by the Customer of the Contract and these terms and conditions.
4. There is a valid Contract once the Contract Deposit has been paid to us in cleared funds.
5. The Balance Payment (75%) is due 7 days prior to the Release Date. If the Balance Payment is not paid in this time frame, we reserve the right, at our sole discretion, to treat the Contract as cancelled and the provisions of paragraph 4.2, 4.3, or 4.4 will apply as appropriate.
6. We reserve the right to decline acceptance of any payment method(s) at our own discretion. This may cash on collection or late requests to pay by cheque or invoice/purchase order. All payments made by credit cards or American Express (AMEX) cards will incur a 2% surcharge.
7. It is your responsibility to ensure all relevant details of the Contract including any requirements of the venue for delivery and collection are relayed to us at the point of booking (please see paragraph 9 below). Any additional items or services added later may incur additional charges and are subject to availability
8. We reserve the right to cancel unpaid contracts at any point.
9. In the unlikely event, credit terms are agreed, they may be withdrawn at any time, in which case any outstanding amounts are immediately due and owing.
Cancellation
1. All cancellations by the Customer must be made in writing; either via email or recorded post. Orders are not cancelled until written cancellation has been received. Cancellation by telephone is NOT accepted. However, you may wish to call us to confirm receipt of your cancellation.
2. Where we receive your written cancellation more than 7 days before the Release Date, we will refund your Contract Deposit and any Release Date Deposit and Balance Payment made. This policy may change in the future.
3. Where we receive your written cancellation less than 7 days but more than 2 days before the Release Date, we will keep your Contract Deposit. However, we will refund any Release Date Deposit and Balance Payment made. This policy may change in the future.
4. Where we receive your written cancellation less than 2 days before the Release Date, we not refund any payments made. This policy may change in the future.
5. We will refund delivery / collection costs at our discretion.
6. Any reduction of the Contract order value by the Customer including changes relating to delivery and collection services is treated as part cancellation and the rules and charges as outlined above apply.
7. We reserve the right to cancel at any time, including in accordance with paragraph 5.4 below.
Release Date Deposit
1. A Release Date Deposit will be required when all Contracts are released to the Customer. This is a refundable deposit (which can be a cash payment on collection) to be held by us against damages, loss and cancellation of the Goods. If Goods are returned to us in accordance with the Contract and these terms and conditions, the Release Date Deposit will be returned to the Customer. If Goods are not returned to us in accordance with the Contract and these terms and conditions, the Release Date Deposit or part thereof may, at our sole discretion, be retained by us.
During Hire
1. Risk for the Goods remains with you during the Hire Period, this means you are solely responsible for the condition and safety of the Goods during the Hire Period.
2. Goods should be stored in the correct way, in secure, dry conditions to avoid damage. It is the Customer’s responsibility to ensure they know how. Negligence can result in loss and damage for which you will be liable for relevant charges for replacement or repair. Please contact us if you require assistance.
3. The Goods remain our property at all times.
Return of Goods and Damage / Loss and Cancellation
1. The Goods must be returned to us by the date and time provided in the Contract or, agreed in writing between the parties prior to the Release Date. An extra day’s charge will be payable by the Customer, plus any costs where another customer is inconvenienced and/or is to be compensated due to the Customer’s or hirer’s late return.
2. Goods should be returned in clean, dry condition. If not, additional charges for replacement and /or repair may apply.
3. Where Goods are damaged or lost or otherwise not available to return to us (for any reason including thief), the costs of replacement or repair will be the Customer’s sole responsibility. We will either deduct the amount due from the Release Date Deposit and / or we will invoice you separately for any additional charges. The invoice for additional charge will be issued for immediate payment and will be treated as a debt for the purposes of enforcement.
4. For the avoidance of doubt, loss also includes, but is not limited to other costs incurred such as our time spent through labour, waiting, cleaning etc., inconvenience to other customers as a result of the Customer’s failure to comply with the Contract.
5. In the event, the Contract is treated as cancelled in accordance with these terms and conditions, the provisions of paragraph 3.2, 3.3, or 3.4 will apply as appropriate.
Delivery / Collection
1. We reserve the right not to leave Goods with the Customer if, on or prior to delivery, in our absolute discretion it is apparent to us the Goods will not be kept safely or securely. In this event, the Contract would be treated as cancelled per paragraph 6.5.
2. The Goods will only be released to the Customer, or an alternative person previously advised to us by the Customer, on presentation to us of a valid form of photo ID (which is a valid passport or drivers licence) before we will release Goods to either the Customer or a representative on behalf of the Customer, including couriers.
3. Customers who choose to collect or return Goods themselves must use vehicles suitable for this purpose including means of securing the Goods safely. We reserve the right to refuse the release of Goods to any Customer without a suitable vehicle for the safe carriage of Goods.
4. We do not currently provide a delivery / pick-up service. However, depending on the size of the order, we do have relationships with either a local taxi service or a removals company who would be able to act as your courier if you wish to instruct them. We will put you in touch with the courier at the appropriate time and you will make your own arrangements.
5. Customers are responsible for providing adequate legal parking to a courier for the duration of time the courier will be at the Venue to safely complete delivery and/or collection of the Goods and to otherwise fulfil the Contract. Failure to provide adequate and legal parking may result in refusal of delivery or collection. No refunds will be given to a refused delivery. Redelivery and recollection costs maybe applicable if the service is still required thereafter. And if the Goods cannot be delivered, we will treat this as a cancellation event per paragraph 6.5.
6. We are not responsible for any waiting charges or parking tickets, fines or additional costs incurred by a courier (or to us in the event we deliver) due to the Customer’s failure to provide adequate legal parking. All such costs will be the Customer’s responsibility.
7. In the unlikely event, we arrange delivery, unless otherwise stated, delivery and collection will include: -Customer’s choice of three approximate arrival slots; early (8am-2pm), mid (10am-4pm), and late (12pm-6pm), Public Holidays, same or next day and out of London deliveries/collections may vary. -Delivery to the street level/ground floor with step-free access within reasonable access (up to 10 meters from nearest available parking point) or up to 10 metres in to a building on the ground floor. Please note this may be reduced to narrow corridors and entry points, or if loading is hazardous. Delivery to a single point where the goods may be held safely.
8. If we or a courier are arranging delivery, it is the Customer’s responsibility to inform us and / or the courier of any requirement the Venue has, such as providing driver name or vehicle details, bringing personal protection equipment and vehicle passes. As well as any obstructions within the Venue such as steps, doors, third party staff or even long distances to the delivery/collection point. The Customer is advised to notify us and / or the courier about the Venue at, or prior to, booking or certainly prior to the Release Date.
9. If we or a courier are arranging delivery, and are refused access or delayed from loading/unloading to a Venue for any reason then charges may apply for redelivery, recollection, waiting or additional labour. If the Goods cannot be delivered, we will treat this as a cancellation event per paragraph 6.5.
10. The Customer or a representative should be present during both collection/delivery and drop off/pick up, failure to be present at the driver’s arrival time may incur redelivery, recollection or waiting charges.
11. If we or a courier are arranging pick up of the Goods, the Goods should be clearly left ready for the driver in a similar way to how they were ready for delivery. For example, plates and glasses should be in the carts provided, chairs should be safely stacked up, and trestle table legs should be folded away. If you are unsure, please speak to us for advice on how to be ready for pick up.
12. Any discrepancies in the Goods being returned must be made in writing preferably on the delivery or collection note within 3 hours of delivery. If there is no authorised person present to sign for receipt and / or return of the Goods, we will at our sole discretion decide whether to continue to deliver or pick up the Goods without a signature. In this instance the Customer automatically accepts the condition and quantity of the Goods delivered.
13. Unless other arrangements have been agreed by us in writing: It is not our responsibility to dismantle your event. Upon collection all Goods must be ready for us to collect in one area. This means the Goods must not be scattered around a venue in multiple rooms, nor tables laid out with other items laying on top of them. Additional labour charges will apply for the additional time spent collecting in these or other similar instances.
14. On initial receipt by us of the Goods, we will carry out a preliminary check and count of the Goods to check for damage, dirt or loss where possible. However, with some items this count may not always be possible at the time, eg cutlery. All Goods will be thoroughly checked, counted and cleaned in a controlled environment at our storeroom. It is at this time that any Goods related charges due to damage, loss or dirt are reported and will then be passed onto the Customer in accordance with paragraph 4.1.
15. We may refuse to collect any goods that are not ready for collection, any goods left behind are the responsibility of the Customer to return to us or relevant additional hire or replacement costs will be passed on to the Customer.
16. We may also refuse to deliver or collect in addition to charging, due to breach of any of these guidelines.
If We Are Late
1. We will endeavour for your Goods to be available for collection or release to your courier (as appropriate) as scheduled. Of course, this may not always be possible due to traffic, weather conditions, issues with other jobs and any other delays. And indeed, you may likewise be caught by unforeseen circumstances. Therefore, we suggest you schedule collection/receipt of the Goods in plenty of time for your event. The provisions of paragraph 9.4 apply.
2. If we are at fault and in breach of the Contract with the Customer, we may offer a partial or full refund. This will be based circumstances and subject to our terms and conditions.
Refunds
1. Deposit refunds are usually issued by the same means the funds are taken – if you pay by card, you will be refunded by card.
2. We aim to process all refunds within 10 working days of the end of hire. However, we cannot guarantee the time it takes to receive the money due to processing times at banks etc.
3. The Customer can contact us if they have not received a refund within 14 days of the refund date or hire end, as something may have gone wrong.
4. Under no circumstances, will we refund any more than the value of a particular hire item if an item is either proven to be faulty, not received or ready for collection/delivery late, an in any event no more than the Contract sum. We do not take responsibility for any additional costs or loss of earnings, embarrassment or inconvenience experienced by the Customer.
Our Equipment and Services
1. Our hourly chargeable rate per person is charged at £30 plus VAT per hour. For example, this charge may apply for waiting time or for additional labour costs.
2. Our displayed prices for hire on our website are an invitation to treat only. The final price will be confirmed when the Contract is completed.
3. From time to time, we make take pictures of events. If you do not wish pictures of your event to feature on our website or marketing material, please advise us.
4. Images on our website are changed regularly and some may be pictures obtained online. Other pictures may be of actual stock items which are available for hire, no longer available, or from events. Therefore, stock items may slightly differ from the images shown on the website.
5. Every effort will be made to meet a Contract’s specifications. Where an item is not available, we reserve the right to substitute the item(s) with a similar item to the nearest specifications.
6. It is the Customer’s responsibility to ensure they are aware of any special requirements a particular item has such as any health and safety requirements or the accepted state of return, information can be provide upon request.
7. All catering goods such as crockery, cutlery, service ware and glassware are to be returned to us clean. If the items are returned dirty, then the Dirty Return surcharge may apply.
8. Although we may assist you in planning your event, we take no responsibility for the measurements and specifications of a Venue. Nor do we make any guarantees that all or some of the Goods will meet the specifications of a required area. It is the Customer’s responsibility to ensure that the Goods will fulfil your requirements. The size and measurements of stock are available on our website or upon request.
9. In the event, the Customer has purchased our assistance with setting up an event (‘Set Up’). The Set Up will be agreed with the Customer when the Contract is agreed, or at a later time prior to the Release Date. The Customer is requested to be available at Set Up as the Set Up will only be carried out once. If the Customer is not happy with the Set Up once completed, it may not be possible to change it, in the event we have other time commitments. We may also charge for any additional time spent on site if the Set Up is changed and /or we are obstructed from doing so.

Terms and Conditions: Welcome