Silent Disco 4 Hire Limited (“SD4H”)
The Hirer (“the Customer”)
By placing a booking with Silent Disco 4 Hire Limited, the Customer agrees to these Terms & Conditions, subject to their statutory rights.
1.1. The Customer is responsible for all hired equipment from the time of delivery until it has been returned to SD4H or properly handed over to an authorised courier or approved return location in accordance with the return instructions.
1.2. Any damage, loss, theft or missing equipment must be reported to SD4H as soon as reasonably possible.
1.3. The Customer is responsible for reasonable repair or replacement costs arising from damage, loss, theft or misuse of equipment while it is in their care, excluding fair wear and tear.
1.4. Payment for missing or damaged equipment must be made within 10 days of notification, unless the amount is reasonably disputed.
1.5. Where the Customer has expressly authorised SD4H to retain a payment method for subsequent charges, SD4H may seek payment for properly incurred charges in accordance with that authorisation and applicable payment regulations. The Customer will be provided with an explanation of the charges.
1.6. The Customer must not attempt to repair, modify or dismantle equipment without prior written approval.
The following indicative replacement charges may apply:
Item
Replacement Cost
Headphones
£50
Transmitter
£135
Lead, cable or charger
£15–£25
Equipment box
£40
Missed collection/delivery
£35–£85
Tape
£4
Information pack
£2
Padlock
£5
Phone connector
£16
Packaging/foam
£15–£65
iPod/MP3 player
£200
Smoke machine
£190
Moving head light
£95
Mini laser light
£65
Large laser light
£200
LED/uplighting
£65
UV light
£150
2.1. These amounts are indicative. Any charge will reflect SD4H's reasonable loss, considering the item's condition, age, repairability and replacement cost where appropriate.
2.2. VAT will be applied where required by law.
2.3. A cleaning charge of £35 per hour may apply where equipment is returned excessively dirty, including stickers, adhesive residue or other substances requiring additional cleaning. Only reasonable cleaning costs will be charged.
2.4. Where equipment can reasonably be repaired, SD4H may charge the repair cost rather than full replacement.
2.5. SD4H may recover reasonable additional costs directly resulting from a Customer's failure to meet their obligations, where permitted by law. No disproportionate penalties will be imposed.
3.1. The Customer must:
Ensure someone is available to receive the equipment at the agreed delivery address.
Check the equipment upon delivery and promptly report any missing or damaged items.
Return equipment in its original packaging where supplied.
Attach the correct return labels.
Secure boxes using the supplied cable ties.
Ensure equipment is ready for collection on the agreed date.
Follow the return instructions provided by SD4H.
3.2. The Customer must not rearrange courier delivery or collection without prior approval from SD4H.
3.3. Unauthorised changes, failed collections or missed deliveries caused by the Customer may result in additional reasonable courier or administration costs.
3.4. SD4H is not responsible for failed deliveries caused by incorrect delivery information or the Customer being unavailable, except where SD4H is legally responsible.
3.5. Where delivery is delayed due to circumstances outside SD4H's reasonable control, SD4H will make reasonable efforts to resolve the issue and communicate with the Customer. Statutory rights remain unaffected.
4.1. All equipment must be returned on the agreed return date using the return method arranged with SD4H.
4.2. Where a courier collection has been arranged, the Customer must ensure all equipment is securely packaged, labelled and available during the agreed collection window.
4.3. Where an approved DPD drop-off shop is used, the Customer must return the equipment by the deadline specified in their booking or return instructions and retain proof of drop-off.
4.4. The Customer should take photographs of packed equipment before return and retain any courier collection receipt or drop-off confirmation.
4.5. Where equipment is returned late due to the Customer's actions or omissions, SD4H may charge reasonable additional hire fees, courier costs, collection costs and other directly resulting losses.
4.6. Where equipment remains unreturned, SD4H may contact the Customer and request its return. Following reasonable attempts to resolve the matter, SD4H may seek the reasonable replacement value of missing equipment.
If the Customer has paid for missing equipment, such as a charger, headphone or transmitter, and subsequently finds and returns the item in satisfactory working condition, SD4H will refund the replacement charge, less any reasonable costs directly incurred as a result of the late return.
These deductions may include:
Reasonable late return or additional hire charges.
Additional courier or collection costs.
Reasonable administration costs directly caused by the late return.
Transaction processing costs only where recovery is permitted by law.
Reasonable repair or cleaning costs where applicable.
Any deductions must reflect genuine costs incurred, be fair and proportionate, and comply with applicable law. No prohibited payment surcharges will be imposed.
4.8. These charges may still apply after the equipment has been returned. Returning an item does not automatically cancel reasonable costs already incurred.
4.9. Any refund will be calculated after the equipment has been received and inspected. SD4H will provide an explanation of any deductions.
4.10. If a courier fails to attend an agreed collection through no fault of the Customer, the Customer will not be charged a missed collection fee, provided the equipment was correctly prepared and made available.
4.11. The Customer must notify SD4H promptly if a courier collection fails, a return label is missing or another issue prevents timely return.
4.12. Once equipment has been properly handed to an authorised courier or accepted at an approved return location in accordance with SD4H's instructions, the Customer will not be responsible for loss or damage subsequently caused by the courier, unless attributable to inadequate packaging or another breach of these terms.
A deposit of 25% of the total hire cost is required to secure a booking.
Full payment must be received before equipment is dispatched.
The deposit secures equipment availability and contributes towards booking administration, preparation and the potential loss of other bookings.
Requests to change a hire date must be submitted at least 28 days before the scheduled delivery date.
All date changes are subject to availability and written approval from SD4H.
SD4H is under no obligation to accept a requested date change.
Where a change is approved, additional charges may apply to cover reasonable costs incurred.
Requests made less than 28 days before delivery will normally be treated as cancellations and subject to Section 5.3.
Once a booking has been confirmed, equipment is reserved for the Customer's selected dates and may no longer be available to other customers.
The following cancellation charges apply as the standard policy:
Notice Before Scheduled Delivery
Standard Cancellation Charge
More than 28 days
25% of total booking
14–28 days
50% of total booking
7–13 days
75% of total booking
Less than 7 days
Up to 100% of total booking
The above charges represent SD4H's standard assessment of the costs and losses associated with cancellations, including reserved equipment, administration, preparation and lost booking opportunities.
Cancellation charges will not exceed SD4H's reasonable net losses arising from the cancellation, taking account of costs saved and any reasonable opportunity to rehire the equipment.
Any amount paid above the applicable and lawful cancellation charge will be refunded.
Customers are not automatically entitled to a full refund simply because the equipment has not yet been dispatched or the event has not taken place.
Where a statutory cancellation right applies, it takes precedence over this policy.
Once a booking is confirmed, any request to reduce the number of headphones, transmitters or other equipment will be treated as a partial cancellation.
SD4H reserves the right to apply the cancellation charges in Section 5.3 to the value of equipment removed from the booking, subject to the requirement that charges reflect reasonable losses.
Additional equipment may be added subject to availability and payment.
Where the Customer's event is cancelled, postponed or no longer required, the booking remains subject to the cancellation policy.
This includes cancellation due to changes in attendance, venue availability, personal circumstances or other matters outside SD4H's responsibility.
Where the Customer fails to pay the outstanding balance before dispatch, SD4H may suspend or cancel the booking after providing reasonable notice.
SD4H may recover reasonable losses arising from the Customer's failure to pay, subject to applicable law.
Any refund due following cancellation will be calculated in accordance with this policy and applicable consumer law.
Refunds will be issued to the original payment method wherever reasonably possible and within the applicable legal timeframe.
Nothing in this cancellation policy excludes or restricts any statutory cancellation or refund rights available to the Customer.
Where a booking qualifies for an exception to statutory cancellation rights, including any applicable exception for leisure services on a specified date, SD4H may apply its contractual cancellation policy subject to the law.
6.1. The Customer is responsible for the safe and appropriate use of hired equipment.
6.2. Equipment must be used in accordance with instructions supplied by SD4H.
6.3. The Customer is responsible for ensuring appropriate supervision and risk assessments are in place for their event where required.
6.4. SD4H is not responsible for injury, damage or loss caused by misuse of equipment or failure to follow safety instructions, except where SD4H is legally responsible.
6.5. To the extent permitted by law, SD4H is not liable for indirect or consequential business losses arising from events outside its reasonable control.
6.6. Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or any other liability which cannot lawfully be excluded.
6.7. Nothing in these terms affects the Customer's statutory consumer rights.
7.1. Customers should inspect equipment as soon as reasonably possible after delivery.
7.2. Missing items, damage or technical problems should be reported to SD4H promptly so that reasonable assistance or replacement arrangements can be considered.
7.3. Customers should contact SD4H before their event where they experience difficulty setting up or operating the equipment.
7.4. Customers must not use equipment that appears unsafe, damaged or defective.
7.5. Where equipment is faulty or unsuitable due to a matter for which SD4H is responsible, SD4H will provide an appropriate remedy in accordance with applicable consumer law.
8.1. All hired equipment remains the property of Silent Disco 4 Hire Limited.
8.2. The Customer must not sell, lend, sub-hire, pledge or transfer possession of equipment to another party without prior written permission.
8.3. Payment of a replacement charge does not automatically transfer ownership of the equipment to the Customer.
8.4. Where equipment is not returned, SD4H reserves the right to take lawful steps to recover the equipment or its reasonable replacement value.
9.1. SD4H will not be responsible for delays or failures caused by events outside its reasonable control, including severe weather, transport disruption, courier network failures, natural disasters or other unforeseen circumstances, except where liability cannot lawfully be excluded.
9.2. SD4H will take reasonable steps to minimise disruption and communicate with affected Customers.
9.3. This clause does not remove any statutory rights to a refund or other remedy where applicable.
10.1. These Terms & Conditions are governed by the laws of England and Wales, subject to any mandatory consumer protections applicable elsewhere in the United Kingdom.
10.2. If any provision is found to be unenforceable, the remaining provisions shall continue to apply.
10.3. Any changes to a confirmed booking must be agreed between SD4H and the Customer.
10.4. Nothing in these Terms & Conditions limits or removes any statutory rights available to the Customer.
Silent Disco 4 Hire Limited
Terms & Conditions
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