TERMS & CONDITIONS
Terms and Conditions of Hire
Definitions
1. The ‘Hire Company’ is White Lane Events
2. The ‘Client’ refers to any individual, firm, or corporation hiring equipment or appoints services from the ‘Hire Company’.
3. The ‘Equipment’ refers to all crockery, cutlery, glassware and props supplied to the ‘Client’.
4. The ‘Event Date’ is the day of the event supplied by the ‘Client’ to the ‘Hire Company’.
5. The ‘Hire Period’ is the total time the ‘Client’ will have in their possession the ‘Equipment’ for hire, as agreed with the ‘Hire Company’.
Conditions of Hire
Hire of equipment for a specified event date will not be confirmed until a 30% deposit has been paid and a signed and completed booking form returned to the hire company within 7 days of client receiving invoice. By paying the hire company the deposit you are also agreeing to the Terms and Conditions stated.
For dry hire items a copy of your driver’s licenses will be required on pick up as security.
Until the deposit has been received, the hire company reserves the right to liaise with other clients for the same event date and equipment. Please check before making a deposit to ensure the desired event date is still available.
By paying a deposit, the client understands and agrees to the Terms & Conditions of hire.
Quotations
All quotations expire within 30 calendar days. The hire company reserves the right to adjust prices on any piece of equipment once the original quote has expired. A quotation does not “hold” the equipment until a deposit has been paid.
Final Payment
The final balance of the invoice is due 1 month prior to the agreed date of collection/delivery. These funds may be transferred via direct deposit.
Equipment will not be released to the client until full payment has been received. The final balance must be cleared in the hire company’s account prior to collection (please note that this may require you to transfer at least 3 days prior).
Last minute bookings which result in event date being within 14 days of booking, must be paid for before the equipment is removed from the premises. By making full payment the client understands and agrees to the terms and conditions of the hire company.
Once a deposit has been received changes are able to be made to the booking but reductions to the confirmed quoted price cannot be more then 20%.
Missing, Broken & Damaged Equipment
All of our equipment is used on a regular basis. Therefore, reasonable signs of wear and tear are to be expected.
The client will be required to inspect the equipment upon pick up/delivery to ensure all requested items have been provided and that each piece is in good condition. Please allow time to complete this step upon receiving the equipment. Taking equipment without this check taking place will result in the client being liable for any damage. The client is liable for any equipment damaged in transit once it has left the premises of the hire company (if collected by the client).
Checking stock upon pick up/delivery eliminates the risk of any pieces being missing. If you do not wish to check the stock upon receipt, and there is a problem with an order, it must be brought to the hirer’s attention within 24 hours of receiving the items. The hire company is unable to deal with any problem such as rectifying a shortage or replacing a damaged item unless it is highlighted within this period.
Equipment will also be checked upon return/pick up. If an item is broken, the client is required to carefully collect the broken pieces (where possible) and return to the hire company. If collecting the pieces is not possible
If a lost item is located after being paid for, the client may return it to the hire company (in its original state) within 10 days to obtain a refund of the amount paid.
Staff
In the event that staff are required to work longer than initially quoted for, overtime will be charged at the applicable rate. Any overtime shall be signed off by the client at the event prior to staff departure. An invoice will be issued after the event.
External suppliers
From time to time the hire may outsource a portion of the products and/or services listed
on your quotation. In the event that an external supplier alters a quoted price, or change on a quotation
the hire is not liable for any additional charges related to sourcing the product/or service
from another supplier.
If external items are included in your styling quote, a portion of your deposit paid to the hire company will be forwarded to the supplier to confirm these items for your selected date. This deposit is nonrefundable and if any changes are made to the style, qty or selected items sourced from them, or if the items are cancelled from the booking additional charge may apply. If you have these items included in your quotation at time of confirmation and you choose to remove these closer to the date, the deposited amount of the supplier hire will be added to your booking as a cancellation fee.
Hire Period
A standard hire is based on collection the day before the event date and return the day after the event date.
Weekend events will be hired from Friday to Monday (unless agreed otherwise by the hire company).
Delays in returning the equipment will incur a late fee of 25% of the total order per day (unless otherwise agreed by the hire company). The hire company will issue the client an invoice which is payable within 7 days (the client may also pay the difference in cash upon return of the equipment). Failure to pay this invoice will result in the client’s supplied credit card being charged
Customised Stationery
All customised stationery (including menus, place cards, signage etc) will be supplied to the client in draft form for approval prior to printing. It is the clients responsibility to ensure all details and spelling is correct on stationery drafts prior to approving. Once approved items will be sent to print. If further changes are required after printing, client will be invoice for additional signage to cover reprinting cost.
Printed colours may look different in person then on a computer screen so there may be a slight variation in the finished product depending on colour choices.
Collection & Delivery
Delivery is available for hire over $100 and delivery fees will apply. The delivery fee does vary pending items and location and will be given to The Client at time of quotation. If changes to delivery date or time the hire company may charge additional delivery/collection fee.
Orders under $80 can be collected from our WLE warehouse. Times and dates for pick up and return will be noted on the booking form
On the day
On the day of your event, once the hire company has set up and left the venue, it is the clients responsibly to ensure all items are taken care of. If weather changes during the cause of your event, the client is responsible for moving the props out of the weather to ensure the safety of their guest and also to ensure all props are not damaged.
Cancellation
A non-refundable 30% deposit is required to secure all bookings. This deposit is taken from the total amount owing. When a deposit is taken, the hire company no longer takes bookings for the items on the requested date. In the event of cancellation, the deposit is non-refundable and retained by the hire company. Bookings cancelled within 30 days of the event date will be charged 100% of the total booking cost. Bookings cancelled between 30 and 60 days will be charged 50% of the total booking cost.
Once a deposit has been received changes are able to be made to the booking but reductions to the confirmed quoted price can not be more then 20%.
If external items are included in your styling quote, a portion of your deposit paid to the hire company will be forwarded to the supplier to confirm these items for your selected date. This deposit is nonrefundable and if any changes are made to the style, qty or selected items sourced from the supplier, or if the items are cancelled from the booking, additional charges may apply. If you have these items included in your quotation at time of confirmation and you choose to remove these closer to the date, the deposited amount of the supplier hire will be added to your booking as a cancellation fee.
In the unlikely event that the hire company is not able to provide the client with the agreed equipment due to unforeseen circumstances, the client will be refunded any monies paid in full.
If the wet weather call is made for your event and items are no longer required for the set-up, the hire company will retain full payment of the booking as these have been held for the hire for that day and taken off the available items.
Covid restrictions and policy
If further government restriction arises due to covid 19 or similar, the hire company will postpone the hire to an available date for no additional charge. The booking date will be changed, and the deposited amount will be bought forward to the new booking day. If the client chooses to cancel instead of postponing, the deposit is non-refundable and retained by the hire company. This is to cover all previous cost associated with the event planning and any subcontractor deposits which have been paid.
Packaging
Equipment will be packaged carefully and must be returned to the hire company repackaged with the same due care and placed back into the original boxes or crates. Crockery and glassware is extremely fragile and should be hand washed and dried with care before repackaging. No equipment is to go through the dishwasher! When re-packing items back in their boxes, please ensure they are completely dry to prevent mould growing if the items are not being returned that same day.
Care must also be taken of the boxes the equipment is supplied in as they have been purchased especially for the equipment. The cost of replacing lost or damaged boxes or lids will be deducted from the bond.
TIP: Take a photo of the items before unpacking so that they can be easily re-packed post event.
Cleaning
We do it… If you do not wish to hand wash the items, or remove wax from candles we are happy to take care of the dirty work for you. In this case, please scrape all surfaces clean before repackaging. The clean up service will need to be requested at the time of booking and will incur a charge. Items still need to be packed and ready to go as the items will be washed offsite at the hire company’s premises (this is not a cleaning of venue service). If a cleaning service was not requested at the time of booking, and the equipment is not returned in its original (clean) condition, the client will be charged at 25% of the total hire to wash it. The hire company will issue the client an invoice which is payable within 7 days (the client may also pay in cash upon return of the equipment).
Liability
The hire company shall in no way be held responsible or accountable for any damage, injury, death or loss of income caused to the client, any third parties or properties due to the hire of equipment or provided services by the hire company.
All equipment is hired and is the responsibility of the client until returned to the hire company
Replacement Schedule
Breakages are not common. However, when dealing in large quantities of items and under tight time frames, accidents can happen…
As per the Terms and Conditions, any loss, breakages or damage to equipment will be deducted will be invoice and charged by the hire company post event. Costs will be invoiced to the client, which is payable within 7 days (the client may also pay the difference in cash upon return of the equipment).