Terms & Conditions of Hire
These terms apply to all equipment hire with Springbok Events Ltd. By paying a deposit, you're confirming you've read and agreed to everything below.
Booking & Payment
Deposit
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We ask for a 25% deposit to confirm your booking. Your date isn't secured until we've received it.
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Paying the deposit means you've accepted these terms.
Balance
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The remaining 75% is due 30 days before your installation date.
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If the balance isn't paid on time, we reserve the right to cancel the booking and retain the deposit.
Cancellations
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More than 60 days before installation: full refund.
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30 to 59 days before installation: 50% refund.
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Less than 30 days before installation: no refund.
Pricing
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Quotes are valid for 14 days from the date issued unless we've agreed otherwise.
Your Responsibilities
Site access
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You need to make sure we can get a large vehicle onto the site safely for both installation and collection.
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The site should be clear of hazards — including underground cables, pipes and obstructions. Please let us know in writing where any underground services are before we arrive. We're not liable for damage to anything we weren't told about.
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If we get on site and find conditions that require extra work, we'll agree any additional costs with you before starting.
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If you need electrical supply to the tent, you'll need a suitable socket within 30 metres of where we're setting up.
Safety on the day
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You're responsible for the safety of your guests while the equipment is on site.
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Please don't let anyone enter the tent while we're putting it up or taking it down.
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If wind speeds hit 70km/h, the tent should be evacuated.
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Don't make any alterations to the structure — that includes adjusting guy ropes, anchor points or anything rigging-related. Only our team should touch that.
When we leave the tent on site
If we install the tent and leave it up until a future collection date, responsibility for the equipment passes to you while we're not there. That includes any damage, theft or weather-related issues. Please keep an eye on the forecast and contact us immediately if winds above 70km/h are expected — we may need to come and take it down early, which would be at your cost.
Insurance
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You should have appropriate public liability and event insurance in place for your event.
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Our public liability insurance only covers our own negligence — it doesn't extend to your event operations or your guests.
Damage & loss
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You're responsible for any damage, loss or theft of our equipment during the hire period.
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We'll assess any damage and invoice you for repair or replacement costs after collection.
What We'll Do
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We'll install and dismantle the equipment within the agreed timeframe, and make sure everything is safe and properly set up before we leave.
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We'll comply with all relevant health and safety regulations throughout.
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If something outside our control prevents us from delivering — extreme weather, a natural disaster, government restrictions — we won't be held liable for the resulting delay or cancellation.
Using the Equipment
Weather
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Our tents are weather-resistant, but not indestructible. In dangerous conditions, we may delay installation, change the setup or take the tent down early for safety reasons. We'll always give you as much notice as we can.
Decorations & alterations
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Please check with us before attaching anything to the tent fabric or structure.
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No structural changes — including re-rigging or moving anchor points — should be made by anyone other than our team.
Heating & fire
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Only approved heating equipment can be used inside or next to the tent.
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Open flames — candles, fire pits, and so on — need our written sign-off before the event.
Condition
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Please leave the equipment in reasonable condition. If it comes back excessively dirty, we'll charge an additional cleaning fee.
Specialist installs
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Beach, coastal and listed venue installs come with additional conditions and may carry a surcharge. We'll always confirm this in writing before you book.
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If your install needs ballast weights, specialist anchoring or council/venue permission, you'll need written confirmation of those permissions before we confirm the booking.
Liability
Our liability to you
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Our liability is capped at the value of the hire fee. We don't accept liability for indirect or consequential losses — loss of revenue, loss of opportunity and so on.
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We're not liable for damage caused by misuse, unauthorised changes to the structure, or failure to follow these terms.
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We're not responsible for damage to underground services unless you gave us an accurate plan of their locations in advance.
Third party claims
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Our public liability insurance only covers our own negligence. You're responsible for all other third party risks at your event.
Indemnity
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You agree to cover us against any claims, costs or losses that arise from how you've used the equipment during the hire period.
General
The full agreement
These terms, along with your quote and any hire agreement we've sent you, make up the complete agreement between us. They replace any previous conversations or arrangements.
Changes
Any changes to the agreement need to be in writing and agreed by both of us. Verbal changes don't count.
Termination
If you breach these terms, we reserve the right to end the agreement immediately. No refund would be due in that case.
Governing law
These terms are governed by the laws of England and Wales.
Photos & video
We love capturing the tents in action. By booking with us, you're giving us permission to photograph and film the setup at your event for use on our website and social media.