A non-refundable booking deposit of 25% is required to reserve equipment, crew, and logistical services for you, on the date(s) you require. Bookings made less than 14 days prior to the event date are required to pay the full hire fee to confirm the booking.
We may also require a refundable security/damages deposit for certain hires, this will be noted and requested on any invoicing documentation sent out.
For new dry hire accounts, we may require a deposit to the value of the equipment.
Full payment is to be made a minimum of 14 days prior to the event unless agreed otherwise.
Quoted prices are based on the ground/venue being suitable to erect equipment on/in and the site is easily reachable and accessible by our vehicles and staff to unload. Any repairs that Plan Bee Events LTD is asked by the hirer to make due to stake holes/ground anchors or similar will be charged on top of the invoice total.
Plan Bee Events LTD reserves the right to invoice A surcharge payment if the venue/marquee/stage area is not cleared of all rubbish, broken glass or anything not belonging to Plan Bee Events LTD by the agreed collection time or if there are any obstructions that hinder us in dismantling and removing our equipment from the site/venue.
This document is issued by Plan Bee Events LTD, to describe the terms and conditions of booking and hiring the Company’s equipment for concerts, events, and other performances/celebrations. This document is the Terms & Conditions in full, laying down the contractual agreement between Plan Bee Events LTD and the Hirer.
Definition of expressions used:
“Hire” – This expression refers to the arrangement to use equipment supplied by the Company at an event. The period of Hire under these terms is usually one or more days and rates applied may be quoted as ‘the Hire Cost’ or ‘the Daily Rate’, or ‘the Weekly Rate.’
“Hirer” – The person, company, department or other body who has ordered and/or accepted goods or services from Plan Bee Events LTD.
“The Equipment” – All items of equipment and or services accepted by the hirer along with any other items and or services included or implied whether specified or not.
“Owner/The Company” – Plan Bee Events LTD
1.1 Plan Bee Events LTD agrees to supply you with the equipment and rigging described in the hire agreement for the hire period.
1.2 All equipment is supplied in full working order and any defective or incorrect items will be replaced promptly by Plan Bee Events LTD if notified immediately upon receiving the equipment.
1.3 Equipment remains the property of Plan Bee Events LTD. In the event of a breach of any of these conditions, Plan Bee Events LTD may terminate the arrangement and repossess all their Equipment. Re-hire is not allowed by the Hirer without advanced written permission.
2.1 Where the equipment is hired without our supervision, it is the responsibility of the hirer to keep the equipment safe for the hire period. The hire period is from when we, Plan Bee Events LTD deliver equipment to the site and until we return to collect.
2.2 We expect to find the equipment in full working order, and in the condition, it was received in by the hirer.
2.3 It is the hirer’s responsibility to inform us of underground drains and mains cables on-site likely to be affected by temporary structure stakes. As part of our risk assessment process, if we have reason to believe there may be buried services on the selected site we require existing drawings or a services survey (Produced by a chartered surveyor or contractor). If these are not available please contact us to arrange for a survey quotation.
2.4 Although we take great care to leave the site as we find it we take no responsibility for damage caused by stakes or damage to any ground caused by our vehicles during the process of delivering, installing and collecting the hired equipment from the site.
2.5 If there is nobody available to advise us on the exact site to set up equipment when we arrive, on the agreed delivery day, we will choose the spot we feel is best suited and once erected our contract will have been completed.
2.6 Layout of event furniture & table linen is the hirer’s responsibility unless prior agreement with Plan Bee Events LTD has been made.
2.7 Generators are delivered full of fuel. Fuel usage is charged separately, if not returned in full. It is the hirer’s responsibility to refuel generators during the hire period. It is also the hirer’s responsibility to ensure the generator is securely fenced off from the public.
3.1 Unless explicitly stated in writing in the quotation, the following are excluded from the hire provision:
(a) Equipment (other than shown in the hire agreement)
(b) Transportation of equipment further than 5 miles from our address. All equipment should be delivered/collected and collected/returned at the end of the hire period.
(c) Plan Bee Events LTD will, at its sole discretion, charge the Hirer for any equipment lost, stolen or damaged as described in Paragraphs 5 and 6 below (Responsibilities of the Hirer) whether or not this is covered by the insurance policy taken out by the Hirer.
4.1 The Hirer assumes full responsibility for the Equipment from the time of handover until collection / drop off. The hirer is responsible for checking the equipment upon arrival/handover to ensure the equipment is correct. The hirer is responsible for the safekeeping of the equipment and is liable for any loss or damage caused to the Equipment during the period of hire. The hirer is responsible for providing suitable and adequate security arrangements for the safekeeping of the equipment during the period of hire. The hirer is responsible for checking equipment for defaults upon receiving and notifying Plan Bee Events LTD. The hirer must take all necessary steps (at its own expense) to retain possession and control of the equipment and in the event of losing possession or control will take all necessary steps to recover the equipment.
4.2 Insurance of equipment during the hire period is the responsibility of the hirer. The hirer will make good to Plan Bee Events LTD all loss or damage to the hired equipment (fair wear and tear excepted) unless it can be proved that such loss or damage was caused by faulty materials or workmanship.
4.3 The hirer must provide proof of having arranged insurance in their name for the hired equipment at least seven days prior to the delivery date of the equipment.
4.4 Upon payment of the ‘Damage Waiver Fee’ referred to in the quotation then the above clauses 4.2 and 4.3 will not apply. Please note that the hirer will remain responsible for and will indemnify Plan Bee Events LTD against any loss of or damage to all hired equipment resulting from their negligence or legal liability.
4.4.a Damage Waiver amounts to 5% of the equipment hire charge. By doing so Plan Bee Events LTD take responsibility of the insurance risk of accidental loss or damage to our tents and equipment during the hire period. Please note that our damage waiver fee is NOT event insurance, and only covers loss or accidental damage to our tents and equipment.
.4.b The customer is responsible for the first £500 of accidental loss or damage to the equipment to encourage good care of the equipment during the period of hire.
4.4.c The customer is responsible for ALL loss or damage, resulting from wilful neglect or legal liability.
4.4.d The customer is responsible for adhering to any special security arrangements that have been agreed, e.g. the marquees and equipment being left un-attended in a public space. The customer will be entirely responsible for loss or damage to the equipment, resulting from failure to adhere to any special security arrangements.
4.5 Guarantees against equipment loss or late return: Hirers may be required to leave valid debit or credit card details with the Company as a payment guarantee in the event of a loss or late return. Card details must be valid at least up until the agreed hire finish date. Plan Bee Events LTD reserves the right to charge the hirer the full replacement cost relating to any loss of equipment. The hirer will have seven days to return any lost equipment before any charge is taken. If the equipment is returned within seven days, a charge will be taken for the subsequent hire. By signing our dry hire agreement the hirer accepts that such a charge will be taken in these circumstances and agrees to ensure that sufficient funds are available on the submitted card.
4.6 The hirer will not be held responsible for storm damage to marquees, as long as the hirer ensures the marquee has had all sides replaced and fully secured and that all doorways are secured BEFORE the storm arrives. Hirer must also alert Plan Bee Events LTD as soon as possible in such cases, an emergency contact number will be supplied for this purpose.
4.7 Items of equipment are not to be used, and the Hirer will not permit them to be used, for any purpose for which they are not expressly designed.
4.8 Equipment is not to be altered or modified in any way.
4.9 Equipment is not to be hired, re-hired or sub-hired to any third party or parties, without the written consent of Plan Bee Events LTD.
4.10 Any discrepancies with the order must be emailed to Plan Bee Events LTD immediately upon receiving the equipment to allow for time to swap out equipment.
4.11 The cost of replacing or repairing damaged Equipment will be paid in full by the Hirer. Equipment lost, damaged or modified will be charged at full hire rate until the loss is settled in full.
4.11.a Examples of loss/damage /modification include (but are not limited to) the following:
• Damage by persons known or unknown, including audiences, event attendees and artists
• Damage or loss caused by inadequate handling by third parties (including local crew)
• Damage by adverse weather conditions including water damage
• Loss due to theft on site or in transit
• Loss or damage during transportation while in possession of the hirer.
• Modifying cables by cutting and/or re-wiring plugs/sockets
4.11.b Plan Bee Events LTD reserves the right to invoice surcharge payments for a marquee or covered areas not cleared prior to attendance and agreed time of dismantling/collection of our goods. In the event of any obstructions not belonging to Plan Bee Events LTD hindering our dismantling process, a charge will be made accordingly.
4.12 Liability: Equipment is supplied on the understanding that it be competently installed and operated by the Hirer. Plan Bee Events LTD is covered by a £5,000,000 Public Liability insurance policy but it is required that the hirer takes out an adequate insurance policy for the hire unless otherwise agreed.
4.13 Competent Personnel: Where certain hire Equipment requires specialist technical knowledge or training for the safe or effective installation and or operation, the hirer will be required to appoint competent personnel to operate the equipment. If this is not possible then Plan Bee Events LTD can supply a competent crew member to supervise for the duration of the hire, this will be charged in addition to the hire rate.
4.14 Local Licenses: The hirer is solely responsible for obtaining any license, qualification, or other authority, which may be required for the safe and legal operation of the Goods hired and agrees to abide by all legal guidelines relating to the installation and operation of the Goods.
4.15 Sound Pressure Levels: High Sound Pressure levels can cause permanent hearing damage. Repeated exposure can have a cumulative effect. Certain pieces of equipment provided by Plan Bee Events LTD can and do produce high enough sound pressure levels to cause permanent hearing damage. Plan Bee Events LTD cannot accept liability for any individual’s failure to stay at an appropriate distance from loudspeakers or failure to take any necessary steps to protect their own hearing. It is the responsibility of the hirer to ensure the safety, with regard to hearing, of the general public. Where appropriate you may wish to ensure that warning notices are displayed, hearing protection is issued, or safety barriers are erected.
4.16 Hire Location. The hirer is responsible for proving a suitable venue including buildings and grounds. Plan Bee Events LTD reserves the right to refuse to erect equipment or structures if the supplied location is inadequate or unsafe.
4.17 Event Licencing. The hirer is solely responsible for obtaining any license required to operate the event where Plan Bee Events LTD equipment is being used. This includes TENs or premises license, PRS/ PPL/Royalties licensing required to show the film and/or music. Should Plan Bee Events LTD discover an event does not have the necessary licensing, equipment will be removed off-site and all hire fees lost.
5.1 Marquee sides must be fully replaced and secured when not in use.
5.2 No one must remove or tamper with any guy ropes, straps, clips, clamps or stakes, or attach awnings or any other structure to the marquee/stage cover. Do not allow anyone to climb on the structure framework.
5.3 Keep all fires, barbecues, and anything hot (including some lighting) out of the marquee, and away from PVC panels. Cooking is not allowed in or around any marquee except in designated service areas. A charge for cleaning will be made should any evidence of the aforesaid be found.
5.4 Do not stick anything to marquee walls or windows. A charge for cleaning will be made should any evidence of the aforesaid be found.
5.5 It is the hirer’s responsibility to ensure animals are kept away from all equipment belonging to Plan Bee Events LTD.
5.6 Ensure marquees and outdoor stage are vacated during heavy storms; these are only temporary structures. Please read any paperwork supplied with the hire item for specific structure safety information.
5.7 Wind reading instruments and safety guidelines are handed over to the designated hirer responsible for the hire goods once our work on site is complete. It is the hirer’s responsibility to abide by and ensure the safety guidelines are followed.
6.1 Where equipment has been installed as a permanent fixture into a venue or similar, the equipment remains the property of Plan Bee Events LTD until payment of the contract has been made in full.
6.2 Installed equipment is covered by a 1-year manufacturer’s warranty valid from the date of installation.
6.3 After installation is complete any further maintenance work, after the completion date, is chargeable at an hourly rate, this includes removal & refitting of faulty or defective equipment returned during the warranty period.
7.1 We do not accept responsibility for damage to the hirer’s own property that is placed in temporary structures or liability for any incidents relating to the hirer’s own property.
7.2 We reserve the right to cancel the contract due to adverse weather conditions or if the temporary structure erecting site becomes unsafe and puts our employees and/or our property at risk in any way.
7.3 If hired without our supervision then any problems arising or faulty equipment must be reported to us immediately, otherwise, the hirer will be held responsible for any further damages to equipment that occur.
7.4 The placing of an order for equipment by the Hirer or the issuing of a sales invoice by Plan Bee Events LTD constitutes a contract that binds the Hirer to accept these conditions.
7.5 Termination: Plan Bee Events LTD may terminate the hire contract under these terms and conditions:
Hirer:
7.6 Fails to pay any Rentals or other sums payable under these conditions in full within 14 days of such sums becoming due (whether demanded or not)
7.7 Commits a breach of any of the other terms and conditions of the contract (whether express or implied)
7.8 Does or causes to be done anything, which in the opinion of Plan Bee Events LTD may jeopardize Plan Bee Events LTD rights in the Equipment.
7.9 Is involved in any legal process (whether directly or indirectly) that results in a levy on or against any of the hired equipment, or against any premises where the equipment is, or against any of the Hirer’s goods or other property, or the hirer permits any judgement against it to remain unsatisfied for seven days.
7.10 Suffers an interim order (as an individual) under the Insolvency Act or enters into a voluntary arrangement or suffers the making of a statutory demand or the presentation of a petition for a bankruptcy order
7.11 Enters into any liquidation, calls any meeting of its creditors, or has a receiver or administrative receiver appointed of all or any of its undertaking or assets, or suffers the appointment or the presentation of a petition for the appointment of an Administrator under the provisions of Part II of the Insolvency Act, or is deemed by virtue of Section 123 of the Insolvency Act to be unable to pay its debts.
7.12 Force Majeure: Plan Bee Events LTD is not liable for any failure to supply a product or service where that failure is caused by an event that could not reasonably have been foreseen, forestalled or prevented. This may include (but is not limited to) acts of war, terrorism, natural disasters and acts of God.