Equipment Hire Terms & Conditions

These terms shall apply to all contracts entered into, by and with Norlight Ltd. Please read them carefully before making a booking.

In this Agreement, unless the context requires otherwise, the following terms have the meanings specified below:

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Booking Form means the document supplied by the Company and completed by the Hirer which details the Hirer’s Order, the Specification of the Services, and any equipment requested. This form forms an integral part of this Agreement.

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Business Day means any day other than a Saturday, Sunday, or any public holiday in England when banks in London are open for business.

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Charges means all fees, rental amounts, and additional costs payable by the Hirer to the Company in respect of the Services as set out in Clause 8.

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Commencement Date means the date on which the Contract becomes effective – being when the Company receives the signed Booking Form (and any requisite deposit) and issues written confirmation of the booking.

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Company means Norlight Ltd. (company no 13986190) whose registered office is unit 10-11, The Sidings, Cathedral Avenue, Wells BA5 1LJ

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Company’s Materials includes all proprietary materials, manuals, instructions, and any other items provided by the Company to the Hirer in connection with the provision or use of the Equipment.

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Contract means this Equipment Hire Agreement, including the Booking Form and any schedules or specifications attached hereto.

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Equipment means the tent(s), furnishings, and associated apparatus supplied by the Company for hire, together with any accessories as detailed in the Booking Form.

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Hirer’s Default means any breach or failure by the Hirer to comply with its obligations under this Agreement.

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Hirer’s Order means the order for the Services as set out on the completed Booking Form.

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Hire Period means the period commencing when the Equipment is collected from and returned to the Company premises.

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Services means the supply, delivery, erection, dismantling, and removal of the Equipment and any ancillary services as specified in the Booking Form.

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Site means the location or premises where the Equipment is to be delivered, erected, used, and later removed, including any event venue, campsite, or private property.

2.1 The Hirer’s submission of a completed Booking Form constitutes an offer to purchase the Services on the terms of this Agreement. The Company’s written confirmation of the booking (in the form of a booking confirmation) shall be deemed acceptance of the offer, and the Contract shall come into existence on the Commencement Date.

2.2 The Company warrants that the Equipment and Services shall be provided with due care, skill, and in accordance with industry best practices. The Equipment shall remain the property of the Company at all times during the Hire Period.

2.3 The Hire Charge must be paid in full within the time or times as specified on an invoice. Failure to pay the Hire Charge (or any part thereof) when due shall entitle the Company to cancel a Contract forthwith on provision of written notice to the Hirer. Any deposit or other payment previously paid shall be non-refundable in the event the Company cancels the Contract due to non-payment of any instalment of the Hire Charge by the due date.

3.1 The Hirer shall ensure that the Equipment supplied by the Company conforms to the specifications detailed in the Booking Form and is in proper working condition. Should the Hirer discover any defects or faults in any part of the Equipment, the Hirer must notify the Company within 48 hours following delivery OR prior to first use, whichever is sooner.. Failure by the Hirer to provide such notification within this stipulated timeframe shall result in the Hirer being liable for the full payment of the hire charges as set forth in the Agreement.

3.2 For the avoidance of doubt, hotel amenities, including (but not limited to) shampoo, toothpaste, toothbrush, slippers, towels are not provided by the company.

3.3 Site Conditions 

The Hirer is responsible for ensuring that the Site is suitable for delivery, installation, safe use, and removal of the Equipment. This includes ensuring that: 

(a) the ground is level, firm, and free from obstacles, debris, underground services, overhead obstructions, and hazards; 

(b) there is sufficient and safe vehicle access for delivery vehicles; 

(c) the ground is suitable for anchoring by stakes, or, where staking is not possible, the Hirer must notify the Company in advance so that appropriate ballast or alternative securing methods can be arranged at additional cost; 

(d) the Site is not waterlogged, excessively soft, unstable, or otherwise unsafe for installation.

3.4 Weather Conditions 

The Hirer acknowledges that tents and temporary structures are subject to limitations imposed by weather conditions. The Company may delay, suspend, refuse, or dismantle the Equipment where, in the Company’s reasonable opinion, wind speeds, ground conditions, or weather conditions are unsafe or likely to become unsafe. The Hirer accepts that no refund or compensation shall be issued in such circumstances, as safety must take priority.

3.5 Right to Refuse Installation or Remove Equipment 

The Company reserves the right to refuse to install, or to dismantle and remove, the Equipment at any time if: 

(a) the Site conditions are unsuitable, unsafe, or not as previously described; 

(b) weather conditions make installation or continued use unsafe; 

(c) the Hirer fails to provide access, accurate information, or adequate space for installation; or 

(d) the Company considers proceeding to be unsafe for personnel, the public, or the Equipment.

3.6 Charges in the Event of Non-Installation 

If installation cannot proceed, or must be halted or reversed, due to unsuitable Site conditions, lack of access, or any other Hirer-related cause, the Hirer shall remain liable for the full Charges. Additional labour, travel, waiting time, or reattendance costs may also be invoiced to the Hirer.

3.7 Hirer Responsibilities During Hire 

Once installed, the Hirer is responsible for monitoring weather conditions throughout the Hire Period and must immediately notify the Company if severe weather is forecast or observed. The Hirer must not tamper with, loosen, or interfere with any anchoring, ballast, straps, fixings, or tension systems at any time.

The Hirer shall, and shall procure that all persons using the hired equipment;

4.1 The Hirer shall ensure that all details provided in the Booking Form, including the specification and contact details, are complete, accurate, and up-to-date. Any changes must be communicated in writing to the Company immediately.

4.2 The Hirer agrees to cooperate with the Company by: 

 (a) Providing reasonable access to the Site and any necessary facilities; 

 (b) Ensuring that a competent representative is available on-site to liaise with the Company during delivery, erection, and removal of the Equipment; and 

 (c) Supplying any additional information or documentation required by the Company.

4.3 The Hirer shall take all reasonable precautions to protect the Equipment and Company’s Materials from damage, loss, or theft during the Hire Period. This includes: 

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Preventing the accumulation of debris, litter, or any substances that could damage the Equipment; 

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Not tamper with the accommodation or structure and, in particular but without limitation shall not fix or suspend any item whatsoever to or from any accommodation or structure without the prior written consent of the Company. 

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Observe a strict no-fire policy within or near the Equipment;

Smoking including the use of E-Vapes is strictly prohibited in any accommodation or structure provided by the Company;

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Not use any lighting, heating, cooking or other gas or electrical appliances of any kind without the express prior written consent of the Company and

Immediately reporting any damage, defect, or malfunction to the Company in writing.

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At the end of the Hire Period, the Hirer shall ensure that all Equipment and the Company’s Materials are left in a clean and tidy condition.

4.4 The Hirer shall obtain and maintain, at its own expense, insurance covering loss, damage, theft, and public liability in relation to the Equipment for the full Hire Period. The level of coverage shall be no less than the full replacement value of the Equipment. 

(b) Prior to delivery or collection of the Equipment, the Company may request evidence of such insurance.

(c) The Hirer shall indemnify the Company against any claims, liabilities, damages, costs, or expenses (including legal fees) arising from the Hirer’s use, misuse, or handling of the Equipment, except where such liability is due solely to the Company’s negligence.

4.5 The Company shall not be liable for any costs or losses incurred by the Hirer, whether directly or indirectly, arising from the Company's failure or delay in performing any of its obligations.

4.6 The Company shall not be liable for any injury or damage resulting from a failure to adhere to the Equipment installation instructions provided by the Company.

4.7 All equipment remains the property of the Company at all times

5.1 Upon submission of the Booking Form, the Hirer shall pay a non-refundable deposit equal to 25% of the total Charges. 

5.2 The Full balance should be made before the collection, under the terms stated on the Booking Form.

5.3 The hire charge and all other sums payable by the Hirer shall be subject to VAT which shall be added to the invoice or otherwise charged at the prevailing rate as applicable.

6.1 The Hirer is responsible for any damage, breakage, or loss to the Equipment or the Company’s Materials during the Hire Period, whether such damage is accidental or due to negligence. The Hirer shall reimburse the Company for any repair or replacement costs incurred.

6.2 Should additional cleaning be required as a result of misuse or negligence by the Hirer, the associated cost will be added to the final invoice.

6.3 The Company shall not be liable for any claims arising from the presence of insects, wildlife, or other natural occurrences that may affect the Equipment or the use of the tent(s).

6.4 The Hirer must maintain appropriate insurance covering all risks associated with the hire, including but not limited to public liability, health and safety, damage, theft, or loss, and provide evidence thereof upon request.

The Hirer may terminate this Agreement by giving written notice to the Company. In the event of termination by the Hirer, cancellation fees shall apply as follows:

• Notice provided after Booking Form has been submitted: 25% of the charges

• Notice provided 7 days or less prior to the Hire Period: 100% of the Charges

8.1 Neither party shall be liable for any failure or delay in performing its obligations under this Agreement if such failure or delay is caused by events beyond its reasonable control, including but not limited to natural disasters, strikes, government actions, or other events of force majeure.

8.2 The party affected by a force majeure event shall notify the other party as soon as reasonably possible, and the period for performance shall be extended by a period equal to the duration of the force majeure event.

Each party agrees to maintain the confidentiality of all information received from the other party in connection with this Agreement, and not to disclose such information to any third party except where required by law or for the purpose of fulfilling its obligations under this Agreement.

This Agreement shall be governed by and construed in accordance with the laws of England and Wales. The parties irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute arising out of or in connection with this Agreement.