Terms & Conditions of Hire
These Terms & Conditions apply to all furniture and equipment hired from Gem Exhibitions Ltd.
1. Definitions
In these Terms & Conditions:
“The Company” means Gem Exhibitions Ltd.
“The Hirer” means the person, company or organisation hiring goods or services from the Company.
“Equipment” means all furniture, accessories and other items supplied by the Company under the Agreement.
“Venue” means the exhibition centre, event venue or other location to which the Equipment is supplied.
“Hire Period” means the period stated on the Company’s quotation, order confirmation or invoice.
“Agreement” means the agreement between the Company and the Hirer comprising the accepted quotation or order confirmation together with these Terms & Conditions.
2. Orders & Acceptance
All orders are subject to availability and acceptance by the Company.
A quotation does not reserve stock unless expressly stated otherwise. An order is considered confirmed when the Company accepts the Hirer’s order in writing or receives any deposit or payment requested.
The Hirer is responsible for ensuring that all order details, including quantities, products, delivery location, stand number, event dates and contact details, are correct.
Any amendments to an order are subject to availability and may result in additional charges.
3. Hire Period
The Equipment is supplied for the Hire Period stated on the quotation, order confirmation or invoice.
The Equipment remains the property of Gem Exhibitions Ltd at all times.
The Hirer must not sell, sub-hire, dispose of, move to another venue or otherwise part with possession of the Equipment without the Company’s prior written consent.
4. Delivery & Installation
The Company will use reasonable endeavours to deliver and, where agreed, install the Equipment within the agreed delivery or build-up period.
Delivery times at exhibition venues cannot always be guaranteed due to circumstances outside the Company’s control, including venue access restrictions, traffic management, security procedures, loading bay congestion, organiser restrictions and delays caused by other contractors.
The Company shall not be responsible for delays caused by circumstances outside its reasonable control.
The Hirer must provide accurate venue, hall and stand details and ensure that the Company has appropriate access to complete the delivery.
Additional costs resulting from incorrect information, restricted access, aborted deliveries, excessive waiting times or changes requested by the Hirer may be charged to the Hirer.
5. Condition of Equipment
The Company will supply Equipment in a clean, safe and serviceable condition appropriate for exhibition and event use.
Hire furniture is not new and may show reasonable signs of previous use.
Any significant shortage, defect or damage present on delivery should be reported to the Company as soon as reasonably possible after delivery so that the Company has an opportunity to rectify the issue.
Where reasonably possible, the Company will repair or replace defective Equipment.
6. Substitution
Where an item becomes unavailable due to circumstances outside the Company’s reasonable control, including loss, damage or late return from a previous hire, the Company may supply a suitable alternative of a similar type, quality and value.
Where no reasonable substitute can be supplied, the Company’s liability will be limited to refunding the hire charge for the unavailable item.
7. Hirer’s Responsibility
From delivery until collection by the Company, the Hirer is responsible for taking reasonable care of the Equipment.
The Equipment must be used only for its intended purpose and must not be altered, dismantled, repaired, permanently marked or modified without the Company’s permission.
The Hirer is responsible for loss or damage occurring during the Hire Period except for fair wear and tear or damage caused directly by the Company.
The Hirer must take reasonable steps to protect the Equipment from theft, misuse, weather, liquids, excessive dirt and other avoidable damage.
8. Loss, Damage & Cleaning
The Company reserves the right to charge the Hirer for Equipment that is lost, stolen, destroyed or damaged beyond reasonable fair wear and tear.
Charges may include the reasonable cost of cleaning, repair or replacement.
Where an item is lost or damaged beyond economical repair, the Hirer may be charged the reasonable replacement cost of an equivalent item.
Additional cleaning charges may apply where Equipment is returned in an excessively dirty condition or requires specialist cleaning as a result of the Hirer’s use.
The Hirer should notify the Company promptly of any loss, theft or significant damage.
9. Collection
Unless otherwise agreed, the Company will collect the Equipment following the close of the exhibition or event.
The Hirer remains responsible for the Equipment until it has been collected by the Company or its authorised representative.
Equipment must be available for collection from the agreed stand or location and must not be moved, packed away by another contractor or left somewhere different without the Company’s agreement.
If Equipment cannot be collected because it is inaccessible, missing or has been moved without agreement, the Company may charge reasonable additional collection, labour, transport or hire costs.
10. Charges & VAT
All prices quoted are exclusive of VAT unless expressly stated otherwise.
VAT will be charged at the applicable rate.
Delivery, collection, installation, venue handling, parking, congestion, access, porterage or other venue-related charges may be charged where stated on the quotation or where additional costs arise because of circumstances or requirements not disclosed when the quotation was prepared.
11. Payment
Payment terms will be stated on the Company’s quotation or invoice.
Unless the Company has agreed credit terms in writing, payment must be received before delivery.
Customers with approved credit accounts must pay invoices within the agreed payment period.
The Company reserves the right to withhold delivery or cancel an order where payment has not been received when due.
The Company may charge statutory interest and reasonable recovery costs on overdue commercial debts in accordance with applicable UK legislation.
12. Cancellation
Cancellation requests must be made in writing.
Unless different cancellation terms have been agreed in writing, the following charges apply:
- More than 30 days before delivery: no cancellation charge.
- 15–30 days before delivery: 25% of the order value.
- 8–14 days before delivery: 50% of the order value.
- 7 days or fewer before delivery: 100% of the order value.
Any non-refundable costs already incurred specifically for the Hirer’s order may also be charged.
Reducing quantities after an order has been confirmed may be treated as a partial cancellation.
13. Event Cancellation or Postponement
If an exhibition or event is cancelled or postponed, the Hirer must notify the Company as soon as possible.
Cancellation charges will normally apply in accordance with Clause 12.
Where an event is postponed, the Company will use reasonable endeavours to transfer the hire to the replacement dates, subject to Equipment availability and any additional costs incurred.
14. Venue Access & Regulations
The Hirer is responsible for ensuring that the Company’s delivery and collection arrangements comply with any requirements imposed by the organiser or Venue.
The Hirer must provide the Company with any necessary vehicle passes, delivery instructions, booking references, contractor information or access documentation within sufficient time.
The Company will comply with reasonable Venue and organiser rules notified to it.
Additional costs resulting from venue restrictions, mandatory booking systems, waiting time, parking charges, failed access or other venue requirements may be passed on to the Hirer where they were not included in the original quotation.
15. Liability
Nothing in these Terms & Conditions excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.
Subject to the above, the Company shall not be liable for indirect or consequential loss, loss of profit, loss of business, loss of opportunity or loss arising from circumstances outside the Company’s reasonable control.
The Company’s total liability arising from an individual Agreement shall, to the fullest extent permitted by law, be limited to the total amount paid or payable by the Hirer under that Agreement.
16. Force Majeure
The Company shall not be liable for failure or delay in performing its obligations where caused by circumstances beyond its reasonable control.
These may include severe weather, fire, flood, industrial action, transport disruption, road closures, government action, terrorism, civil disturbance, venue closure or restrictions, major vehicle breakdown, epidemic or other comparable events.
The Company will take reasonable steps to minimise disruption where possible.
17. Subcontractors
The Company may use employees, agents, drivers or subcontractors to carry out delivery, installation, collection or other parts of the service.
18. Termination
The Company may terminate the Agreement, withhold delivery or recover its Equipment where the Hirer materially breaches these Terms & Conditions, fails to make payment when due, becomes insolvent or where the Company reasonably believes its Equipment is at significant risk.
Termination does not affect any amounts already owed to the Company.
19. Personal Information
Personal information supplied in connection with an order will be used for the purposes of administering the hire, delivering and collecting Equipment, processing payment and communicating with the Hirer.
Further information regarding the Company’s handling of personal information can be found in its Privacy Policy.
20. Entire Agreement
The Agreement and these Terms & Conditions constitute the agreement between the Company and the Hirer relating to the hire.
Any variation must be agreed in writing by the Company.
If any provision of these Terms & Conditions is found to be invalid or unenforceable, the remaining provisions shall continue in effect.
21. Governing Law
These Terms & Conditions and any Agreement between the Company and the Hirer shall be governed by the laws of England and Wales.
The courts of England and Wales shall have exclusive jurisdiction in relation to any dispute arising from them.
Gem Exhibitions Ltd
Company No. 11225496
VAT No. 288610670
24 Sadlers, Benfleet, Essex, SS7 4PE
01268 975 242
hello@gemexhibitions.co.uk