‘Equipment’- is the tipis and other equipment specified within the invoice that is owned and maintained by Castle Tipis.  Equipment does not include that of Third-Party Suppliers.

‘Hirer’- the person hiring the equipment from Castle Tipis Ltd.

‘Hire Period’- is the period between completing the erection of the equipment and the beginning of the dismantling.

‘Hire Charge’- is the amount that is payable by the Hirer to Castle Tipis Ltd as specified on the Booking Form.

‘Booking Form’- the form issued by Castle Tipis Ltd to the Hirer which contains details of the equipment, period of hire and hire charge

‘Third Party Supplier’- a company or individual not owned directory by Castle Tipis Ltd and will not form any part of a contractual obligation between Castle Tipis Ltd and the Hirer.

‘Third Party Equipment’- equipment owned, supplied, erected, and maintained by a Third-Party Supplier.  This equipment will not be the responsibility of Castle Tipis Ltd.

‘Site Plan’- a plan provided by the Hirer/Customer of the Site to Castle Tipis Ltd, showing the position in which, the Equipment is to be erected, all underground services and obstacles.

‘Site’- the address where the Equipment will be erected.

‘Balance’- is the remaining hire charge less any deposit or instalments paid.

 

1. Conditions

1. The Terms and Conditions stated apply to the booking made by the Hirer with Castle Tipis Ltd.  To avoid any doubt, the contract shall come into force or effect when the Deposit is received by Castle Tipis Ltd.  Castle Tipis Ltd will have no obligations to the Hirer until the Deposit has been received.  By paying the Deposit, the Hirer accepts the Terms and Conditions below, unless variation is agreed upon and stated in writing.

2. The booking made includes all the items within the booking.

3. A written confirmation and/or deposit is required within 7 days of the original verbal booking with a best estimate of headcount.  If written confirmation and/or payment is not received within the 7 days, Castle Tipis Ltd reserves the right to cancel a verbal booking.

 

2. Contract

1. The contract shall only be the contract between the Hirer and Castle Tipis Ltd when in relation to the Booking Form.  Other verbal or written contracts or agreements shall not be recognised.

2. If the Hirer’s agent signs the contract on behalf of the Hirer, in the event of default by the Hirer, the Hirer’s agent will take full responsibility of the Hirer under this contract.

 

3. Rates

1. Rates/costs confirmed within this contract on the Booking Form are based on the details provided by the Hirer at the time of the booking.  If any part of the booking is to change at any time after the date on which the Booking is made, an increase in rates may be applied by Castle Tipis Ltd to the Booking Form.

2. Delivery rates include the cost of fuel up to 100 Pence per mile.  If the cost of fuel exceeds this rate, an additional fee will be passed to the Hirer that is reflective of the actual costs at the time of delivery.

3. All rates within this contract are inclusive of any applicable tax (VAT), should the rates change at any time this increase or reduction will be passed onto and in the case of any increase it is to be paid by the Hirer.

4. If vehicle access cannot be achieved within 20 metres of the tipi site, or the Equipment must be carried over rough terrain, Castle Tipis Ltd may decide to pass any increase in labour and other associated costs onto the Hirer.

 

4.Payment

1. A non-refundable deposit which is specified on the booking form is due for payment at the time of written confirmation.

2. The remaining balance is due in full 8 calendar weeks prior to the event.

3. If an event is less than 12 weeks from the time of booking, then 100% of the hire fee shall be payable when making the booking.

4. Failure to make the payments according to the schedule set, may result in cancellation of the booking and result in forfeiting all the monies already paid, this will be at the discretion of Castle Tipis Ltd.

5. Payments can be made by electronic bank transfer to the account shown on the invoice.

 

5.Delivery and Installation

1. All delivery of the Equipment will be made by Castle Tipis Ltd.  Castle Tipis will use all reasonable processes to effect Delivery by the date and time agreed between the parties.

2. Castle Tipis Ltd will always set up one- three days prior to the event unless the Hirer has other preferences.  Take down will take place one-three days after the event completion.

3. At the Hirer’s expense (detailed in the Quote), Castle Tipis Ltd will install the Equipment at the Site.  The Hirer shall provide an authorised representative of the Hirer to be present at the installation of the Equipment.  Acceptance by the representative of the installation will provide conclusive evidence that the Hirer has examined the equipment, which is found in good condition, complete and fit in every way for its intended purpose.

4. The Hirer’s representative shall be familiar with the site plan and will describe to Castle Tipis Ltd where the equipment is to be installed.  They should include any underground services including cables and pipes and where they are located.  There shall also be identification of any obstacles. Castle Tipis Ltd shall not be responsible for any loss caused by delay or failure to install the equipment occurring out of or in connection with any incorrect/insufficient information provided by the Hirer or their representative.  In any event, Castle Tipis Ltd shall not be responsible for any damage to underground cables or pipes.

5. In the absence of a site plan and/or representative, Castle Tipis Ltd will erect the equipment where deemed fit and it shall be deemed to have completed the contract.

6. The Hirer and/or representative shall not enter the Equipment whilst its being erected or dismantled by Castle Tipis Ltd.

7. The Hire Charge is based on the assumption that the Hirer shall at its sole expense provide all requisite materials, facilities, access and suitable working conditions to allow delivery and installations to be carried out safely to include the following:

   1. Provide firm and level site turf (or some other material that is not impervious to stakes and able to absorb rainwater) at a Site large enough to hold the Equipment in the formation previously agreed between the Hirer and Castle Tipis, described on the Site Plan.

   2. Provide a firm, hard standing access road adjacent to the Site, free from flooding, trees, overhead obstruction and suitable for commercial vehicles

   3. A tree survey may be required at the Hirers sole expense if trees are within a distance of being able to influence the safety of Castle Tipis Ltd crew or Equipment

   4. If any part of the Equipment includes electrical apparatus to provide such power points or supply as may be reasonably required by Castle Tipis Ltd within 15 metres of the Equipment by no later than the Event Set Up Date.

   5. Access to toilet facilities for Castle Tipis Ltd to use during the installation and dismantling of the Equipment.

8. If the Hirer wishes Castle Tipis Ltd to erect the Equipment in a different position on the site to the one indicated by the Hirer to Castle Tipis at the time of booking, the costs to Castle Tipis Ltd are subsequently increased because of the increase in labour costs or any other factors.  Castle Tipis Ltd may increase the price from the original Booking Form.

9. Castle Tipis Ltd reserves the right to upgrade and/or replace Equipment as required.  Any substitutions to Equipment hired will be like-for-like.

10. All images including illustrations and photographs, alongside descriptions and other information relating the equipment is used as a general guide only. 

 

6.Title, Risk and Insurance

1. The Hirer must be satisfied with the Equipment and Accessories before use. The Hirer shall notify Castle Tipis Ltd of any inaccuracies, incorrect deliveries, or unacceptable equipment before use and not after.

2. The Hirer shall be responsible for and indemnify Castle Tipis Ltd against any loss to all Equipment regardless of the cause.

3. The Hirer shall at its own expense ensure Equipment with a reputable insurance company (naming Castle Tipis Ltd as a loss payee) against all loss or damage in an amount equal to its replacement cost new.

4. If Equipment and/or Accessories is lost or damaged, the Hirer shall notify Castle Tipis Ltd, assist in making claims under such insurance policy and not without Castle Tipis Ltd consent settle or compromise any claim.

5. The Hirer will on request at any time produce to Castle Tipis Ltd a receipt for current premium and the insurance policy documents in the Hirer’s name and covering all Equipment.

6. Upon payment of the DAMAGE WAIVER CHARGE stated on the Booking Form then the above clauses 8.2, 8.3, 8.4. The Damage Waiver Charge is NOT an insurance policy.  It does no cover event cancellation, public or employer liability or any other liability insurance, other than loss/ accidental damage of the Equipment.

7. Castle Tipis Ltd accepts no responsibility for loss or damage to any equipment or materials of the Hirer or any Third-Party Equipment, which Castle Tipis Ltd may agree to store or transport.  The equipment or materials shall always be at the Hirer’s risk.

 

7.Liability

1. Castle Tipis Ltd shall not be liable to the Hirer or their guests if prevented/restricted from carrying out any or all of its obligations by circumstances beyond its control which includes but is not limited to government interventions, strikes, government lockdowns, war, accidents, acts of god, national or local disasters and any restrictions/events that cause the whole or substantial area of the venue to be closed.

 

8.Cancellation

1. In the event of a cancellation, the deposit will be retained by Castle Tipis Ltd.  If the event is cancelled less than 8 calendar weeks prior to the event, 80% of the full balance will be payable.

2. If the customer decides to postpone a wedding or event, it is at the discretion of Castle Tipis Ltd to determine whether postponement can be facilitated, and cancellation terms and conditions may apply. 

 

9.Hirer Obligations

1. All instructions from staff of Castle Tipis Ltd should be adhered to at all times.

2. The Hirer shall provide prompt in full responses, data and co-operation to Castle Tipis Ltd in respect to any and all queries which may include but is not limited to the size, location and environment of the venue site and any proposed usage of the Equipment and Accessories.

3. The Hirer should immediately notify Castle Tipis Ltd if there are any changes to the site which have occurred after any site visit.

4. The Hirer shall not make alternations to the Equipment or the Accessories and not remove any existing components (or components) from the Equipment or the Accessories.

5. The Hirer shall not move or allow any third party to move or make any attempt to or tamper or interfere in anyway with the Equipment or the Accessories.

6. Upon completion of the event, equipment must be clear of all debris, rubbish, broken glass, personal belongings or any other objects, equipment or furniture not included in the contract.  If the customer fails to clear the equipment for dismantle, the customer shall be liable to pay a £500 cleaning charge.

7. The Hirer will be held responsible for paying for cleaning or damage.

8. The Hirer shall be liable to pay a cleaning fee for water damage and/or vomit, which will charged at £100 +VAT.

9. The Hirers are responsible for ensuring that adult supervision is provided for children under the age of 16 throughout the wedding/event to avoid danger areas in and around the tipi/s. Castle Tipis Ltd will not be held responsible for the supervision of minors or any damage/injuries due to no adult supervision.

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10.Third Party Equipment and Property

1. Any equipment and property belonging to Hirers and their guests, including vehicles are brought at their own risk.  Castle Tipis Ltd accepts no liability or responsibility for loss or damage. If any personal property is not removed from the tipis before the take down period commences, Castle Tipis Ltd reserves the right to charge for storage and to dispose of items after one week if not claimed.

 

11.Smoking and Vaping

1. Smoking and vaping is strictly prohibited inside any of Castle Tipis Equipment.  Smoking and vaping should be restricted to a designated outside area at least 5 metres from the Equipment.  Any smoking materials should be adequately extinguished in waste bins.

 

12.Use of Candles

1. Any lit candles must be placed in glass jars when used in the tipi. Castle Tipis Ltd will accept no responsibility for incident, accidents or damage arising from the lit candles.  A cleaning charge will apply for any wax spillages or other damage.

 

13.Fireworks

1. Fireworks must be set off at least 25m away from Castle Tipis Equipment.

 

14.Emergency Procedures and HSE

1. Castle Tipis will conduct a handover to ensure the tipi layouts, emergency exits, and procedures are understood.

2. Comprehensive risk assessments have been conducted by Castle Tipis Ltd.

 

15.Complaints

1. If the Hirer has a problem during the hire of the Tipis, it must be brought to the attention of Castle Tipis Ltd at the time of the problem so that castle Tipis Ltd has the opportunity to rectify the problem before departure. If the Hirer remains unsatisfied with the issue and how it has been resolved, full details should be submitted in writing within seven days of the event to

      

      Castle Tipis Ltd

      31 Kings Fee 

      Monmouth

      NP25 5BW

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      Or by email to info@castletipisltd.co.uk

 

16.General Law

1. If anything in this contract is found by any body of competent jurisdiction to be invalid or unenforceable, this won’t affect the other provisions of this contract, which shall remain in force and effect.  If that part of the contract would cease to be valid or enforceable if some part of it were deleted, the provision shall be modified as is necessary to make it valid or enforceable.

 

      The provisions of these terms and conditions and all disputes arising out of or in connection therewith shall be construed in            accordance with and governed by English and Welsh Law.

 

17.Termination of Contract

1. Cotswold Tipis reserves the right to terminate this contract without prejudice to any other right it may have, in the event the Hirer fails to comply with the terms of the agreement.