Terms of Hire

Booking

Deposit

Cancellation

During hire

Damage / Loss

Refunds

Delivery / Collection

If we are late

Our equipment & services

Self-collections and self-returns

Definitions

  • “Goods” refers to the items that are on a contract
  • “Contract” refers to the written agreement between Hire Catering and the customer
  • Hire Catering trade as Yahire LTD, so the name of our company is Yahire LTD (Yahire Limited VAT registration number: 131188141)
  • “The customer” means any person(s), company or organisation who has booked a contract with Hire Catering

A)Booking

  1. The availability of goods to any given customer cannot be guaranteed by Hire Catering until a booking is confirmed.
  2. Booking is confirmed by
    • Cleared payment of the required deposit as minimum requirement, unless credit terms have been pre agreed by an authorised Hire Catering representative.
    • Acceptance of Hire Catering’s terms and conditions. Payment is also considered acceptance of Hire Catering’s terms. These are available in numerous formats on request at any time.

  3. Cheques should be received by Hire Catering at least 7 working days in advance of the event. When the cheque is cleared, your booking is confirmed.
  4. Hire Catering can take no responsibility for the change of availability of the goods during the time before cleared payment.
  5. Hire Catering reserves the right to cancel unpaid contracts at any point.
  6. Hire Catering reserves the right to decline acceptance of any payment method(s) at its own discretion. Likely examples of this are cash on collection or late requests to pay by cheque or invoice/purchase order.
  7. Quotes are valid for no more than 7 days. They may be withdrawn at any time. Only written quotes from a Hire Catering representative may be honoured; telephone and other quotes and prices for services may be dismissed at Hire Catering’s discretion.
  8. Full payment is due before delivery, unless credit terms have been pre agreed by an authorised Hire Catering representative.
  9. It is the responsibility of the customer to ensure all relevant details of the order including any requirements of the venue for delivery and collection are relayed to Hire Catering at the point of booking (see section G). Any additional items or services added later on may incur additional charges and are subject to availability
  10. All payments made by credit cards or American Express (AMEX) cards will incur a 2% surcharge.
  11. Credit terms may be withdrawn at anytime.

B) Deposit

  1. All bookings require a refundable deposit to be held by Hire Catering against damages, loss and cancellation unless otherwise agreed.
  2. Hire Catering reserves the right to retain part or all of the deposit paid to cover loss, damage or cancellation – (see section C)

C) Cancellation

  1. All cancellations by the customer must be made in writing; either via email or recorded post. Orders are not cancelled until this is has been received. (It is recommended you confirm Hire Catering’s receipt of your cancellation by telephone)
  2. There is no charge if orders are cancelled no later than 7 days before hire start date. A full refund will be issued.
  3. 50% of the hire charge is refunded if orders are cancelled within 7 days of hire start date (up until 2 days prior to contract start date).
  4. 0% of the hire charge is refunded if orders are cancelled within 2 days of the hire start date. Hire Catering will refund delivery/collection costs at its discretion.
  5. Any reduction of 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.
  6. Hire Catering reserves the right to cancel at any time. (This would only occur in extreme circumstances, is a very rare occurrence and something Hire Catering will do its best to avoid).

D) During Hire

  1. When a Hire Catering representative delivers the goods to the agreed site / address, and until a Hire Catering representative collects them, the goods are the sole responsibility of the customer (see section I-6).
  2. Goods should be stored in the correct way to avoid damage – it is the customer’s responsibility to ensure they know how. Call Hire Catering on 0203-696-0200
  3. Goods should be stored in secure, dry conditions. Negligence can result in loss and damage for which relevant charges defined by Hire Catering apply.
  4. Goods should be returned in clean, dry condition or relevant charges for replacement or repair will apply.
  5. Hire Catering reserves the right to not leave goods with the customer, if on delivery it is apparent the goods will not be kept safely or securely.
  6. Hire Catering reserves the right to not leave goods with the hirer, if on delivery it is apparent the goods will not be kept safely or securely.
  7. Late returns of goods will incur full relevant hire fees, plus any costs in the instance where other customers are inconvenienced and/or compensated due to the customer’s late return.
  8. The hired goods and equipment remain property of Hire Catering at all times.

E) Damage / Loss

  1. There are charges for any items hired from Hire Catering that are damaged or lost, the costs of which are available on request.
  2. Loss also includes, but is not limited to other costs incurred such as loss of staff time through labour, waiting, cleaning etc., inconvenience to other customers as a result of the customer’s failure to comply with the terms and conditions and agreed hire start end times and other relevant details.

F) 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. Hire Catering aims to process all refunds within 10 working days of the end of hire, though Hire Catering cannot guarantee the time it takes to receive the money due to processing times at banks etc.
  3. The customer should contact Hire Catering if they have not received payment within 14 days of hire end, as something may have gone wrong.
  4. The same process applies to any other refund.

  5. Hire Catering will not refund any more than the value of a particular item if either proven to be faulty or not received. Hire Catering does not take responsibility for any additional costs or loss of earnings incurred to a customer.

G) Delivery / Collection

  1. Customers are responsible for providing adequate legal parking for Hire Catering vehicles for the whole duration of time needed for Hire Catering staff to safely complete delivery or collection for their order. 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.
  2. Any parking tickets, fines or additional costs incurred to Hire Catering due to a customer’s failure to provide adequate legal parking will be passed on to the customer. Hire Catering reserve the right to deduct this amount from the refundable security deposit plus VAT.
  3. Unless otherwise stated, delivery and collection will include: -Customers choice of 3 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.
  4. At the point of booking or prior to the vehicle being dispatched it is the responsibility of the customer to Inform Hire Catering of any additional requirements of a venue, such as providing driver names or vehicle details, bringing personal protection equipment and vehicle passes. Any obstructions within the venue such as steps, doors, third party staff or even long distances to the delivery/collection point.
  5. If Hire Catering are refused access or delayed from loading/unloading to a venue for any of these reasons then relevant redelivery, recollection, waiting or additional labour charges may apply.
  6. Before a collection goods should be left ready for the driver(s) in a similar manor to how they were delivered. For example chairs should be safely stacked up, glasses should be put away in boxes and trestle table legs should be folded away. Advice on how to be ready for collection can be provided.
  7. Hire Catering driver(s) will endeavor to call the provided contact number(s) 15-30 minutes prior to arrival. Although Hire Catering will do all it can to ensure this call happens, this is an additional service and cannot be guaranteed. Nor can it be used as reason for not being present at the arranged delivery/collection address at the time of the driver’s arrival.
  8. It is the customer’s responsibility to ensure they or an authorised representative are present during both delivery and collection windows, failure to be present at the driver’s arrival time may incur redelivery, recollection or waiting charges. The transport department are available to give estimated times of arrivals (ETA) Monday to Friday 08:30-19:30 & 09:00-17:00 on weekends by calling 0207-112-8511 (option 2) or emailing
  9. Any discrepancies must be made in writing preferably on the delivery or collection note within 3 hours of delivery. If there is no authorised person(s) present to sign for receipt and or return of the goods Hire Catering will chose at its discretion whether they will continue to deliver or collect the goods without a signature. In this instance the customer automatically accepts the condition and quantity of the stock stated by the present Hire Catering representative.
  10. Unless other arrangements have been agreed by Hire Catering in writing: It is not the responsibility of Hire Catering to dismantle your event. Upon collection all hired goods must be ready for Hire Catering staff to collect in one area. For instance the hired goods should not be scattered around a venue in multiple rooms, Hire Catering tables should not be laid out with other items laying on top of them. Additional labour charges may apply for the additional time spent collecting in these or other similar instances.
  11. During each collection the driver will do a preliminary check and count of the goods where possible. However with some items this count may not always be possible. For instance catering equipment and linen may be too numerous and time consuming for the driver to do while on site and although every effort will be made by Hire Catering staff to document any potential discrepancies during delivery and collection, the driver may not notice potential damage, dirt or loss. However all items will be thoroughly checked, counted and cleaned in a controlled environment at a Hire Catering warehouse. It is with these warehouse reports that any stock related charges due to damage, loss or dirt are reported.
  12. Hire Catering may refuse to collect any goods that are not ready for collection, any goods left behind are the responsibility of the paying customer to return to Hire Catering or relevant additional hire or replacement costs will be passed on to the customer.
  13. Hire Catering may also refuse to deliver or collect in addition to charging, due to breach of any of these guidelines.

H) If We Are Late

  1. Hire Catering will always endeavor to arrive as scheduled and has a strong track record for being on time. This may not always be possible due to traffic, weather conditions, issues with other jobs and any other delays. For this reason, Hire Catering recommends scheduling delivery to a ‘safe’ time which allows for the worst to happen and your event to function with other arrangements. Hire Catering can accept no responsibility for a customer’s failure to account for this matter and will not compensate beyond the value of any monies taken for any given job.
  2. If Hire Catering is at fault and in breach of its agreement with the customer, Hire Catering may refund partial or whole delivery fees. This will be based on how late Hire Catering are and whether the customer had allowed sufficient time as per Hire Catering guidelines to account for this.

I) Our equipment & services

  1. Our hourly chargeable rate per member of staff is charged at up to £30 + VAT. This charge may apply to any instance in which waiting time or additional labour costs are incurred.
  2. All displayed prices for hire on Hire Catering website(s) are an invitation to treat only.
  3. Our hourly chargeable rate per member of staff is charged at up to £30 + VAT. This charge may apply to any instance in which waiting time or additional labour costs are incurred.
  4. Stock images on Hire Catering's website(s) are regularly kept up to date with pictures of Hire Catering actual holding stock. However, stock items may slightly differ from the images shown on the website.
  5. Every effort will be made to meet an orders specifications, however in the event that an item is unavailable Hire Catering reserves the right to substitute the item(s) with a similar item to the nearest specifications.
  6. Customers are solely responsible for the condition and safety of the hired goods from the moment they are signed for upon delivery, to the moment they are returned or collected and signed for (see section G-10).
  7. It is the customer’s responsibility to ensure they are aware of each items special requirements such as any health and safety requirements or the accepted state of return, information can be provide upon request.
  8. Any heated appliances such as ovens or outdoor heaters must be kept at least 2 metres away from Hire Catering Gazebo Walls. Any open fires including barbeques must be kept 5 metres away from Hire Catering Gazebos.
  9. All catering goods such as crockery, cutlery, serviceware and glassware are to be returned unsoiled. This means no large chunks of food or large amounts of liquid/sauce left on the items upon return. It is strongly advised to do a quick rinse before return or additional cleaning charges maybe applied.
  10. Although Hire Catering are more than happy to help guide you in planning your event, Hire Catering takes no responsibility for the measurements & specifications of a venue. Nor can Hire Catering make any guarantees that all or some of Hire Catering goods will meet the specifications of a required area. It is the customer’s responsibility to ensure that the stock hired from Hire Catering will fit in the required area. Hire Catering stock measurements are available on Hire Catering website(s) or upon request.
  11. The customer is responsible to ensure all goods are to be returned in a clean & dry condition. Items such as linen or seat pads can easily be damaged by mildew, burns and candle wax. Any item that are returned in a condition that can no longer be cleaned or repaired back to the condition in which Hire Catering delivered in, full replacements costs may be charged or deducted from the refundable security deposit.
  12. During a “set-up” customers are advised to stick to the pre agreed plan. A “set-up” is a service that is only to be done once per ordered time. If the customer is not happy with the plan upon completion, depending on other commitments Hire Catering may refuse to spend additional time on site amending the “set-up”. Hire Catering may also charge for any additional labour time spent on site if the plan changes or Hire Catering are obstructed from setting up.

J) Self-collections and self-returns

  1. A valid form of photo ID must be provided to Hire Catering before Hire Catering hand over the hired goods. A passport or Drivers licence are the only accepted forms of identification.
  2. Customers who choose to collect or return goods themselves must use vehicles suitable for this purpose including means of securing the goods safely. Hire Catering reserves the right to refuse the release of hired goods to any customer without a suitable vehicle for the safe carriage of hired goods.
  3. In addition to the paying customer photo ID any persons including couriers will be expected to provide photo ID.
  4. Hire Catering are not responsible for any waiting charges incurred to a customer by a courier service. To prevent these types of charges it is advised that you provide the courier with the name you booked your order under and the last 5 digits of your long contract number. It is also advised that you keep in contact with Hire Catering to inform when a courier is likely to arrive what courier company you have booked.

Contact Info

Hire Catering, International House

24 Holborn Viaduct

London

EC1A 2BN

0203 141 7740

info@hirecatering.co.uk

Hire Catering Equipment