Terms and Conditions

HAUXTON BELL TENT HIRE – RENTAL AGREEMENT

This Agreement is made between Hauxton Bell Tent Hire ("the Owner") and the individual named below ("the Hirer"). By signing this agreement, the Hirer agrees to all terms and conditions outlined below. All persons using our equipment do so at their own risk.

1. Booking & Hire Details

Equipment Provided:

  • 1x 5m Bell Tent (with pegs, guy ropes, centre pole & door pole)

  • Full internal flooring (2x Polypropylene Half Moon mats)

  • 2x 5m Solar Festoon Lights

  • 1x Coir Welcome Mat (for shoes)

Rental Period & Process:

  • Delivery/Set-up Friday between 5:00PM & 8:00PM or Saturday 8:00am – 10:00am).

  • Collection Window: Collection and take-down will take place on Sunday between 5:00pm and 8:00pm. The Hirer must ensure clear access to the site during both the delivery & collection windows. Bespoke set up + collection can be discussed but may be subject to additional cost.

  • Land Ownership & Permissions: The Hirer warrants that they either own the land where the tent is to be pitched or have obtained express, lawful permission from the landowner, local authority or venue management. Hauxton Bell Tent Hire accepts no responsibility for verifying land ownership permissions. If the landowner is forced to delay, abort, or dismantle the setup due to lack of permission no refunds will be given, and the Hirer will remain liable for the full rental fee and any fines or legal costs incurred by the owner.

  • Clause for Bank Holiday Booking. Our Standard Hire Period is Friday through to Sunday. Where a booking includes or falls on a UK Bank Holiday, the following terms apply. If a customer wishes to retain any equipment over a Bank Holiday Monday, an additional hire fee of £100 will be applied.

2. Payment, Delivery, & Mileage Fees

  • Security Deposit: A refundable security deposit of £150 will be automatically charged via Stripe or paid in advance via cash.

  • This deposit will be refunded within 3-10 working days post-hire, subject to the tent and all accessory equipment being returned in the same condition as pitched, clean, and undamaged.

  • Delivery Radius: Delivery and setup are free for locations within a 15-mile radius of Hauxton.

  • Extended Mileage: Any delivery outside the 15-mile radius will incur an additional charge of £2.00 per mile (calculated for the round trip of delivery and collection 4x). The distance is as per Google maps fastest route. This must be paid prior to delivery.

3. Installation, Site Requirements & Pitch Conditions

  • Full-Service Setup & Take-Down: Hauxton Bell Tent Hire will completely handle the setup and take-down of the 5m bell tent, the polypropylene half-moon flooring, and the 2x 5m solar festoon lighting. The Hirer must not attempt to pitch, dismantle, move, or alter the equipment or lighting structural poles at any time.

  • Space Requirements: The designated setup area must be a minimum of 7m x 7m to safely accommodate the tent and its guy ropes.

  • Ground Condition: The ground must be flat, clear of debris/pet waste/sharp objects, be short, freshly cut grass (maximum length of 2 inches / 5cm). The grass must be cut at least 48 hours prior and clippings cleared. We cannot pitch on long grass, concrete, artificial grass, tarmac, or sloped ground.

  • Access: The Hirer must provide clear, unobstructed access to the site for both delivery and collection. The vehicular access must be located within 25 meters from the desired pitching site. If the distance exceeds 25m the Hirer must notify Hauxton Bell Tent Hire prior and an additional porterage/handling fee may apply.

  • Aborted Setup/Collection: If the Owner arrives and the site does not meet requirements, or if access is blocked during the Sunday collection window causing delays, the Owner reserves the right to retain the deposit to cover additional time and transport costs.

4. Hirer Responsibility & Care of Equipment

Once the tent, flooring, lights, and matting are successfully pitched and handed over, the Hirer assumes full responsibility, liability, and accountability for all provided equipment.

  • Strict "No Stiletto heels" Policy: Ideally outdoor footwear, or dirty items are removed before going inside the tent. Outdoor footwear is to be considered by the hirer at their own risk of damaging the tent floor, as damage will be deducted from the deposit. Mud, stains, or heavy dirt on the poly flooring or tent canvas will result in a professional cleaning fee also deducted from the deposit.

  • Solar Festoon Lights: The 10m solar festoon lights are the property of the Owner. The Hirer must ensure they are not pulled down, tampered with, or tangled during the hire period. Any breakages will result in fee deducted from the deposit.

  • No Smoking or Naked Flames: Smoking, vaping, candles, tea lights, fireworks, or open flames of any kind are strictly prohibited inside, on the flooring, or within 5 meters of the tent.

  • Cooking & BBQs: No cooking equipment or BBQs may be used inside or within 10m of the canvas.

  • Pets: No pets are allowed inside the tent or on the poly flooring without prior written permission from the Owner.

  • Weather Closures: In the event of heavy rain or wind, the Hirer must ensure all tent zips are fully closed to prevent water damage to the inside canvas, poly flooring, and electrical solar components.

5. Damage, Loss, and Theft

  • The Hirer is liable for any damage, loss, or theft of the tent, poly flooring, solar festoon lights, welcome mat during the hire period.

  • If the cost of damage, professional cleaning, or equipment replacement exceeds the £150 security deposit.

6. Insurance, Liability & Indemnity

  • Owner’s Insurance: The Owner maintains £5,000,000 (£5M) Public Liability Insurance covering the physical structure and installation of the equipment at the time of setup.

  • Transfer of Liability: Upon successful setup and handover by the Owner, the Hirer assumes total operational control and responsibility for all the equipment.

  • Hirer’s Indemnity: The Owner accepts no liability for any personal injury, death, loss, or damage to property sustained by the Hirer, their guests, users, or pets during the hire period, including but not limited to slips, trips, or falls over guy ropes, pegs, lighting cables, or matting.

  • The Hirer agrees to fully indemnify and hold harmless Hauxton Bell Tent Hire against all claims, proceedings, damages, costs, and expenses arising out of the use, misuse, or presence of the equipment while under the Hirer's care.

7. Cancellation & High-Wind Weather Policy

  • Standard Cancellation: If the Hirer cancels within 5 days of the hire date for any reasons, the Owner reserves the right to retain 50% of full rental fee £100.

  • Severe Weather Policy (Winds 20mph+): Canvas structures can become unsafe in high winds. If the official Met Office OR Google weather forecast predicts wind speeds of 20mph or higher at the hire location during the rental period, Hauxton Bell Tent Hire reserves the right to cancel the booking in the interest of safety.

  • In the event of a weather-related cancellation under this clause, the Hirer will be offered the choice of:

  1. Re-arranging the booking to an alternative available weekend free of charge During May to August. If not possible a full refund will be paid.

  2. Receiving a full 100% refund of all monies paid, including the booking fee and deposit.



SIGN-OFF AND ACCEPTANCE

By signing below, I acknowledge that I have read, understood, and agree to be bound by the terms of this contract, specifically noting the site requirements, the "no cooking BBQ" policy, the scheduled Set up & Collection window, the transfer of operational liability, and the 20mph weather cancellation thresholds.



Hirer Name (Printed): __________________________________________________

Delivery Address: ____________________________________________________________________________________________________________________________________________

Date of Hire: ________________________

Hirer Signature: _______________________________________

Date: _______________



Owner Signature (Hauxton Bell Tent Hire): _______________________________________

These terms and conditions outline the rules and regulations for the use of Hauxton Bell Tent Hire's Website, located at https://hauxton-bell-tent-hire.co.uk.

By accessing this website, we assume you accept these terms and conditions. Do not continue to use Hauxton Bell Tent Hire if you do not agree to take all of the terms and conditions stated on this page.

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License:

Unless otherwise stated, Hauxton Bell Tent Hire and/or its licensors own the intellectual property rights for all material on Hauxton Bell Tent Hire. All intellectual property rights are reserved. You may access this from Hauxton Bell Tent Hire for your own personal use subjected to restrictions set in these terms and conditions.

You must not:

  • Copy or republish material from Hauxton Bell Tent Hire

  • Sell, rent, or sub-license material from Hauxton Bell Tent Hire

  • Reproduce, duplicate or copy material from Hauxton Bell Tent Hire

  • Redistribute content from Hauxton Bell Tent Hire

This Agreement shall begin on the date hereof.

Parts of this website offer users an opportunity to post and exchange opinions and information in certain areas of the website. Hauxton Bell Tent Hire does not filter, edit, publish or review Comments before their presence on the website. Comments do not reflect the views and opinions of Hauxton Bell Tent Hire, its agents, and/or affiliates. Comments reflect the views and opinions of the person who posts their views and opinions. To the extent permitted by applicable laws, Hauxton Bell Tent Hire shall not be liable for the Comments or any liability, damages, or expenses caused and/or suffered as a result of any use of and/or posting of and/or appearance of the Comments on this website.

Hauxton Bell Tent Hire reserves the right to monitor all Comments and remove any Comments that can be considered inappropriate, offensive, or causes breach of these Terms and Conditions.

You warrant and represent that:

  • You are entitled to post the Comments on our website and have all necessary licenses and consents to do so;

  • The Comments do not invade any intellectual property right, including without limitation copyright, patent, or trademark of any third party;

  • The Comments do not contain any defamatory, libelous, offensive, indecent, or otherwise unlawful material, which is an invasion of privacy.

  • The Comments will not be used to solicit or promote business or custom or present commercial activities or unlawful activity.

You hereby grant Hauxton Bell Tent Hire a non-exclusive license to use, reproduce, edit and authorize others to use, reproduce and edit any of your Comments in any and all forms, formats, or media.

Hyperlinking to our Content:

The following organizations may link to our Website without prior written approval:

  • Government agencies;

  • Search engines;

  • News organizations;

  • Online directory distributors may link to our Website in the same manner as they hyperlink to the Websites of other listed businesses; and

  • System-wide Accredited Businesses except soliciting non-profit organizations, charity shopping malls, and charity fundraising groups which may not hyperlink to our Web site.

These organizations may link to our home page, to publications, or to other Website information so long as the link: (a) is not in any way deceptive; (b) does not falsely imply sponsorship, endorsement, or approval of the linking party and its products and/or services; and (c) fits within the context of the linking party's site.

We may consider and approve other link requests from the following types of organizations:

  • Commonly-known consumer and/or business information sources;

  • Dot.com community sites;

  • Associations or other groups representing charities;

  • Online directory distributors;

  • Internet portals;

  • Accounting, law, and consulting firms; and

  • Educational institutions and trade associations.

We will approve link requests from these organizations if we decide that: (a) the link would not make us look unfavorably to ourselves or to our accredited businesses; (b) the organization does not have any negative records with us; (c) the benefit to us from the visibility of the hyperlink compensates the absence of Hauxton Bell Tent Hire; and (d) the link is in the context of general resource information.

These organizations may link to our home page so long as the link: (a) is not in any way deceptive; (b) does not falsely imply sponsorship, endorsement, or approval of the linking party and its products or services; and (c) fits within the context of the linking party's site.

If you are one of the organizations listed in paragraph 2 above and are interested in linking to our website, you must inform us by sending an e-mail to Hauxton Bell Tent Hire. Please include your name, your organization name, contact information as well as the URL of your site, a list of any URLs from which you intend to link to our Website, and a list of the URLs on our site to which you would like to link. Wait 2-3 weeks for a response.

Approved organizations may hyperlink to our Website as follows:

  • By use of our corporate name; or

  • By use of the uniform resource locator being linked to; or

  • Using any other description of our Website being linked to that makes sense within the context and format of content on the linking party's site.

No use of Hauxton Bell Tent Hire's logo or other artwork will be allowed for linking absent a trademark license agreement.

Content Liability:

We shall not be held responsible for any content that appears on your Website. You agree to protect and defend us against all claims that are raised on your Website. No link(s) should appear on any Website that may be interpreted as libelous, obscene, or criminal, or which infringes, otherwise violates, or advocates the infringement or other violation of, any third party rights.

Reservation of Rights:

We reserve the right to request that you remove all links or any particular link to our Website. You approve to immediately remove all links to our Website upon request. We also reserve the right to amend these terms and conditions and its linking policy at any time. By continuously linking to our Website, you agree to be bound to and follow these linking terms and conditions.

Removal of links from our website:

If you find any link on our Website that is offensive for any reason, you are free to contact and inform us at any moment. We will consider requests to remove links, but we are not obligated to or so or to respond to you directly.

We do not ensure that the information on this website is correct. We do not warrant its completeness or accuracy, nor do we promise to ensure that the website remains available or that the material on the website is kept up to date.

Disclaimer:

To the maximum extent permitted by applicable law, we exclude all representations, warranties, and conditions relating to our website and the use of this website. Nothing in this disclaimer will:

  • Limit or exclude our or your liability for death or personal injury;

  • Limit or exclude our or your liability for fraud or fraudulent misrepresentation;

  • Limit any of our or your liabilities in any way that is not permitted under applicable law; or

  • Exclude any of our or your liabilities that may not be excluded under applicable law.

The limitations and prohibitions of liability set in this Section and elsewhere in this disclaimer: (a) are subject to the preceding paragraph; and (b) govern all liabilities arising under the disclaimer, including liabilities arising in contract, in tort, and for breach of statutory duty.

As long as the website and the information and services on the website are provided free of charge, we will not be liable for any loss or damage of any nature.