Terms & Conditions for Hire Services

No binding hire contract exists until we have issued a quotation, you have accepted it in writing or through our electronic acceptance process, any payment required at that stage has cleared, and we have confirmed the booking in writing.

Quotations are valid for 7 days from the date shown unless we agree otherwise in writing. All items remain subject to availability until the booking is confirmed.

We may withdraw or amend a quotation before a booking is confirmed.

You must check all items, quantities, colours, prices, event dates, delivery and collection details, venue information, access requirements and services before confirming.

Only items and services shown on the final quotation, invoice or booking confirmation will be supplied. Changes must be requested in writing and only take effect when confirmed by us in writing.

Changes are subject to availability and may alter the price, delivery charge or other terms.

We do not impose a minimum quantity or minimum value for hire items. Delivery, collection, labour, parking, congestion, waiting-time, out-of-hours and access-related charges may still apply.

The agreed hire period is shown on the quotation or invoice. Unless otherwise stated, our standard hire pricing is:

• Up to 3 days: the standard item hire price;
• 4 to 7 days: 1.5 times the standard item hire price; and
• More than 7 days: 2 times the standard item hire price, unless a different extended-hire price is agreed.

Items must be ready and available at the agreed collection time. Extra hire, labour, waiting, storage or transport charges may apply when collection or return is delayed for reasons attributable to you, the venue or your representatives.

Full payment or an agreed initial payment may be required to secure a booking. Where staged payments are offered, the amounts and due dates will be shown on the quotation or invoice.

Unless agreed otherwise in writing, the entire outstanding balance must clear before delivery, customer collection, setup or release of any hire items. We may withhold service until cleared payment is received.

Kylah Group Ltd is not currently VAT registered. VAT is therefore not added to our charges, and the invoice total is the amount payable unless further charges arise under these terms.

Our bank details and available payment methods will be shown on the relevant invoice or payment communication.

Any discount applies only to the booking on which it is shown. Discounts cannot be exchanged for cash, combined with another offer or applied retrospectively unless we agree otherwise in writing.

A mandatory damage waiver equal to 5% of the hire-item charges is added to every booking. It is calculated on hire items only and not on delivery, collection, labour, setup or other service charges.

The waiver covers minor accidental damage arising during normal and reasonable use, such as light scuffing or superficial marks that do not make the item unsafe or prevent it from being hired again.

The damage waiver is not insurance or a refundable security deposit. It does not remove your duty to take reasonable care of all items.

The waiver does not cover:

• Lost, stolen or missing items or components;
• Deliberate damage, misuse, neglect or failure to take reasonable care;
• Breakage, structural damage or damage making an item unsafe;
• Damage that makes an item uneconomical to repair;
• Fire, smoke, burns, water, rain, damp, weather or unauthorised outdoor-use damage;
• Excessive staining, soiling, wax, paint, dye, chewing gum, glitter or specialist cleaning;
• Damage caused by moving items to another location without permission; or
• Damage caused by prohibited, reckless or unsuitable use.

For loss or damage outside the waiver, we may charge the reasonable cleaning, repair or replacement cost and any necessary transport or labour cost. We will take account of the item’s condition, age and reasonable repair options where appropriate.

You must tell us promptly if any item is damaged, lost, stolen or missing. You must not repair, alter, dispose of or replace an item without our written permission.

You must cancel in writing. Subject to applicable law, the following cancellation charges apply because stock may have been reserved and preparation, staffing or transport arrangements may already have been made:

Payments already received will be applied to the cancellation charge. Where the amount paid exceeds the applicable charge and no other sum is due, the balance will be refunded.

Bespoke goods, third-party costs and other reasonable costs already committed specifically for your booking may also be retained or charged where applicable and lawful.

We are not obliged to accept reductions or amendments after confirmation. Where stock, transport, staff or preparation have already been committed, charges may be based on the original booking or reasonably adjusted to reflect the change.

Requests to postpone are subject to availability and must be agreed in writing. If we cannot accommodate the proposed new date, the request may be treated as a cancellation. Prices may be updated for the new date.

If we cancel because we cannot supply the booked items or services and you are not in breach of contract, we will refund the amounts paid for the affected items or services. This does not affect any rights that cannot legally be limited.

Dates, time windows and locations must be agreed in advance. You must ensure the site is safe, suitable and accessible at the agreed times, and that you or an authorised representative is available unless we agree otherwise.

Quoted delivery and collection times are windows unless a fixed time is expressly confirmed. We will use reasonable care but traffic, road conditions and other circumstances can affect arrival times.

Early-morning, late-night, urgent, same-day, weekend and bank-holiday service may be offered subject to availability, staffing, vehicle and venue access, and cleared payment. Additional charges may apply.

You must disclose stairs, long carries, lifts, narrow entrances, basements, upper floors, security procedures, loading restrictions, timed access, permits and all other relevant site conditions before booking.

You are responsible for arranging safe, suitable and lawful parking and loading. Reasonable parking, congestion, ULEZ, toll, waiting, failed-attempt and additional-labour costs arising from undisclosed or unavailable access may be charged to you.

Any parking fine will only be charged to you where it results directly from parking or access arrangements you supplied, required or failed to provide, and where charging it is lawful.

Unless the quotation says otherwise, delivery is to a safe and accessible ground-floor point reasonably close to the vehicle’s unloading position. Long carries, stairs, upper floors, basements or room-of-choice delivery may cost extra.

Hire prices cover the listed items only unless the quotation expressly includes setup, placement, styling, installation, dismantling or repositioning. Extra work must be agreed and may be charged separately.

If delivery or collection cannot be completed because of incorrect information, customer or venue absence, denied or unsafe access, unpaid sums, unavailable parking or items not being ready, reasonable waiting, re-attendance, labour, transport and extended-hire charges may apply.

We will supply items in a clean, usable and presentable condition. You or your representative should inspect them on arrival and immediately report shortages, incorrect items or damage before use.

Signing a delivery note, allowing use or failing to report a reasonably visible issue promptly may be treated as acceptance that the items arrived in satisfactory condition.

You are responsible for the reasonable care and security of the items from delivery or customer collection until we collect them or accept their return. Items must be protected from theft, misuse, fire, smoke, water, weather, damp, mud and avoidable staining or damage.

All items remain our property. You must not sell, sub-hire, lend, modify, repair, dispose of or move them to another address without written permission.

Unless agreed in writing, items are for indoor or properly covered outdoor use only. You must not expose them to rain, mud, damp, excessive heat, fire, unsuitable surfaces or unsafe weather.

Items must be used only for their intended purpose. Nobody may stand or jump on chairs or tables, overload items, drag furniture, dismantle equipment or use it recklessly. Children must be appropriately supervised.

Where we agree to leave items with reception, concierge, venue staff or in another unattended location, responsibility passes to you when the items are delivered there.

Images are for guidance. Lighting, screens, manufacturing variations and normal hire use can produce slight differences in shade, finish, dimensions or appearance. Such minor differences do not amount to a defect.

If an item becomes unavailable for reasons outside our reasonable control, we may offer a suitable alternative of similar function, style and value. If no reasonable alternative is available, we will refund the hire charge paid for that item.

We are not responsible for delay or failure caused by circumstances outside our reasonable control, including severe weather, road closures, traffic incidents, vehicle breakdown despite reasonable maintenance, fire, flood, theft, industrial action, public-authority action, venue refusal, power failure or emergency-service activity.

We will take reasonable steps to reduce disruption and will contact you where reasonably possible.

We may refuse or stop delivery, setup or use where weather, ground, access or venue conditions create a material safety risk. Gazebos and outdoor equipment must be used in accordance with our safety instructions and must not be used in unsafe wind or weather.

We will provide our services with reasonable care and skill. Nothing in these terms excludes liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, breach of statutory rights or any other liability that cannot lawfully be excluded.

Subject to the paragraph above, we are not responsible for losses that were not reasonably foreseeable when the contract was made, or for business losses suffered by a consumer.

For business customers only, and to the fullest extent permitted by law, we are not liable for indirect or consequential loss, loss of profit, business, revenue or opportunity. Our total liability relating to a booking will not exceed the total amount paid or payable for that booking, except where the law does not allow such a limit.

You are responsible for ensuring that your guests, venue, employees, contractors and representatives comply with these terms. You are responsible for loss, damage or reasonable costs caused by their misuse, negligence or breach during the hire period.

For large, high-value, commercial, public, outdoor or unattended bookings, we may reasonably require evidence of suitable insurance before delivery. Insurance does not remove your contractual responsibilities.

Independent suppliers operate under their own terms. Unless we expressly contract to provide their service as principal, we are not responsible for their independent acts or omissions.

We may suspend or cancel the booking if you fail to pay an amount when due or commit a serious breach and, where the breach can be corrected, fail to correct it within a reasonable time after notice. We may recover our items lawfully and with any required permission.

Report delivery shortages, visible damage or incorrect items immediately and before use where reasonably possible. Other complaints should be sent promptly to hello@kylahgroup.com with the booking reference and supporting information. We must be given a reasonable opportunity to investigate and put matters right.

We process contact, event, venue, payment and correspondence information to manage enquiries, contracts, payments, deliveries, collections, customer service, safety, accounting and legal obligations. Personal data will be handled under applicable data-protection law and our published privacy information.

We may photograph our furniture or setup for business marketing where lawful and appropriate. We will seek permission where an image identifies private individuals or where permission is otherwise required. Tell us in writing before the event if the venue prohibits photography or you do not want the setup photographed.

These terms, the accepted quotation, invoice and written booking confirmation form the agreement. Any special term or variation must be confirmed by us in writing. If a special written term conflicts with these general terms, the special written term applies to the extent of that conflict.

If a provision is invalid or unenforceable, the remaining provisions continue to apply. A delay in enforcing a right does not waive that right.

These terms and the hire contract are governed by the laws of England and Wales. The courts of England and Wales will have jurisdiction, subject to any mandatory rights a consumer has to bring proceedings elsewhere in the United Kingdom.

The version applying to your booking is the version provided, linked or published when the booking is confirmed, unless a later change is required by law or agreed with you in writing.