Hire and use of RAW-i Studios’ canvas tents
In these terms and conditions, the company is RAW-i Studios.
- The hirer is the person hiring equipment from the company. Their details will be on the booking form, and they must be at least 18 years old at the time of booking.
- The period of hire is the time from when equipment is set up onsite to when it has been dismantled by the company.
- Hire charge is the amount payable by the hirer to the company as specified on the invoice.
- A booking is the contract entered into by the hirer and the company.
- The equipment is the bell tents and furnishing provided by the company as specified on the invoice, for use by the hirer.
- Invoice is the form provided by the company to the hirer requesting payment, and confirming the equipment that has been hired.
All bookings are accepted subject to the terms and conditions of hire, unless agreed in writing by the company, and the hirer is deemed to have accepted these by paying a deposit for the hire.
When the company provides a quote, it is done on the basis that a hire is not confirmed until a completed booking form and deposit have been received. The hirer will then be sent confirmation of the booking. A non-refundable deposit of 50% of the total hire charge is required on booking. The remaining balance has to be made at least 28 days before the start of the hire period as stated on the booking form, along with £100 refundable security deposit for each tent hired. Booking received within 28 days of the hire date will require full payment to be made when booking. The company reserves the right not to provide the equipment if full payment is not received, or if there is a breach to the terms and conditions. The security deposit covers damage, breakages or extra cleaning that may be required. This will be returned within 7 days of the tents being dismantled, minus deductions if applicable. In the event of deductions being made, they will be fully itemised for the hirer.
If the hirer wants to cancel their booking, they must inform the company in writing not less than 28 days prior to delivery. Cancellations made over 28 days before the hire period will only be charged the 50% non-refundable deposit. Cancellation with less than 28days notice will require for the full hire charge to be paid. The hirer may wish to take out separate travel insurance to cover this.
The company will provide the equipment as agreed on the booking form at a time agreed with the hirer. If for any reason the time for set up or dismantling equipment needs to be changed, it will be done so with agreement of the hirer. The company will provide equipment that’s in good working order.
Suitability of site
When a booking is made, the company assumes that the hire site is flat, level, firm turf, that is not susceptible to flooding, with grass cut short, and no trees overhanging the pitch site. The site should have easy access for motor transport (car parking less than 20m from area tents are to be set up in), and that no drains, cables or other services are buried beneath the surface or otherwise concealed. The hirer must ensure that any obstructions to the site are removed before the company arrives, including trees, shrubs and vehicles. The company reserves the right to apply a discretionary surcharge if obstructions prevent work from commencing. The hire charges do not include any making good or repairing of damage to the site, unless caused by the negligence of the company’s employees. If parking charges apply, the hirer should arrange parking in advance of the company arriving on site.
The hirer will be responsible for any additional costs incurred by the company as a result of any booked equipment not being able to be set up due to incorrect measurements, varying height levels or undisclosed site complications of which the company weren’t informed in writing, and for any changes requested once the set-up of tents has already been started.
Multiple tent bookings
For multiple tent hires, the hirer will need to provide the company with a plan showing the position that they would like the equipment set up in, or a person on site for that purpose. In the absence of both of these, the company will set up the equipment where it thinks it best fits, and will be deemed to have completed the contract. The hirer should consider in their plans access requirements for anyone with disabilities and emergency services.
Tent allocation (bookings of two or more tents) – The tents will be allocated to guests, and labelled so that it is obvious to guests which tent they have hired. Therefore, the company will not be responsible for ensuring every guest sleeps in the correct tent. No refunds will be given if guests are unable to sleep in their allocated tents.
No one other than company staff should enter the tents while they are being set up or dismantled by the company.
The hirer should never assume that anything is included in the hire other than what is stated on the invoice, or other paperwork related to the booking.
The hirer must be satisfied with the equipment supplied before use, and should notify the company of any problems before use. Failure to do so will be the responsibility of the hirer and not the company. The hire charges do not include attendance by the company except during the set up and dismantling of the equipment.
The hirer is responsible for making sure any necessary permits and permissions for use of the hire site are in place, and where necessary must take applications to the local Planning Authority, District Surveyor, Police, Fire Brigade and any similar authority or organisation. The company will not be liable for any delays or cancellations due to these not being properly arranged. Any specific requirements from these permits/permissions must be notified to the company in writing at least 28 days prior to the hire period. Should the company for any reason be unable to comply with the requirements, then the contract shall be deemed to have been cancelled by the client.
Care of equipment
The hirer is responsible for the safe custody of the equipment throughout the hire period. The hirer is responsible for ensuring that the tents are closed and secure, with any furnishings inside them when not in use during the hire period. The equipment should not be tampered with in any way, including not affixing or suspending anything from the equipment unless written consent has been given by the company. If weather conditions are very windy, please check the guy ropes regularly and make sure pegs are secured into the ground.
Ownership – All equipment remains property of the company at all times. The hirer may not sub-hire or part with possession of the equipment at any time, or allow any lien or encumbrance to be created over the equipment.
Smoking is NOT permitted inside or within 3 meters of any of the company’s equipment.
The hirer must ensure that no fire, barbeque, candle or other naked flame is lit with close proximity to the tents and equipment, and that they are not left unattended when in use.
The hirer should ensure that sharp objects, including high heeled shoes are not placed directly on the groundsheet as they may penetrate it.
In adverse weather the Bell Tents may leak. The Bell Tents have vents, windows and zips, which in torrential rain may let in some water.
No animals are allowed inside the tents or on any of the equipment without previous consent in writing from the company.
Use of appliances
No cooking or use of gas appliances of any kind should ever be used inside the company’s tents. The hirer must not use any lighting, heating, cooking or other gas or electrical appliances, other than what is provided and appropriate for use, inside or within close proximity to the tents and equipment without prior written consent from the company. The only exception to this is a battery powered torch, which we recommend the hirer has with them as additional lighting in case the battery powered lights run out during the hire period, (batteries will be fully charged at start of hire period).
The hirer is responsible for the full cost of any damage, loss or excessive soiling caused to the equipment regardless of culpability, and therefore should the security deposit be insufficient to cover costs incurred by the company, the hirer will be liable for all costs associated with the damage/loss. The hirer should leave the equipment in a clean and tidy state. If it’s not, a reasonable surcharge will be applied for cleaning and deducted from the damage deposit and/or charged directly to the hirer.
Third party liability
The hirer agrees that the company and its employees accept no liability for any personal injury or damage to any persons or property suffered during the hire period howsoever caused, and will indemnify the company against all claims, unless it is proved that injury or damage was caused by faulty material or workmanship or negligence on the part of the company. The hirer’s statutory rights are not affected. The hirer expressly acknowledges that the company are not the original manufacturer or supplier of the equipment.
The company will not be responsible for the loss of air from the airbeds during the hire period. The airbeds will be fully inflated at the beginning of the hire, but due to factors such as temperature, amount of usage, length of hire, airbeds may lose air and deflate significantly. We suggest that the hirer has a pump somewhere on site to top them up if required, (we will supply one pump for this purpose).
Delay or failure by the company to complete the contract
The company will do its best to complete the set-up of all equipment on or before the date shown on the booking form provided that the client has complied with the undertakings shown in the terms and conditions. If the equipment is not set up on or before the date on the booking form, the hirer shall have the right to withdraw, and the company shall return all monies paid. The company will not be liable for any indirect, special or consequential loss or damage (whether loss of profit or otherwise), costs, expenses or other claim whatsoever which arises out of or in connection with the hire of the equipment. The company’s entire liability under and in connection with the hire contract shall not exceed the amount of the hire charge. If the equipment is not set up because of delays due to weather or other circumstances beyond its reasonable control, the company shall not be liable to pay further compensation to the hirer.
The company will do it’s best to supply the hirer with the equipment ordered, but where this is not possible the company will notify the hirer as soon as possible with any alterations to the design and specifications of the equipment, and where alteration is fundamental, the hirer reserves the right to terminate the contract and any deposit paid will be refunded.
In the unfortunate event that the company has to cancel the hire due to Force Majeure, including high winds that make it impossible to set the tents up or heavy rain making the ground too wet to make the tents safe we will offer you a different date with the same package, amount of guests, tents and distance. The company has no control over the weather, and will always assess the situation for the safety of our staff and customers, and will always do our best to help find an alternative campsite, however we are not obliged to offer a refund in part or in full for the hire. If excessive wind speeds occur during the hire period, the tents should not be used, and should be evacuated. Please ensure you have your own insurance to cover this eventuality.
The Company will not be liable for any: Natural event (Act of God or other deities) including but not limited to tempest, fire, flood, storm or natural disaster; War, civil war, sabotage or act of terrorism; Government sanction, embargo, import or export regulation or order; Labour disputes, including strikes, lockouts, boycotts or other industrial action; Failure in the transportation of equipment, machinery or personnel or in the provision of any utility including power, gas, water, or communication services.
While every effort will be made by the Company to carry out any booking accepted, however, the full performance of it is subject to variation or cancellation by the Company consequent upon Natural events (Act of God), War, Strikes, Riots, Lockouts or any other disturbances. Fire, Flood, Storm, Gale or Tempest restrictions on the use of Transport, Fuel or Power. Requisitioning Storage of material or transport or labour or any other cause beyond the control of the Company.
If the event for which the tents have been hired is cancelled, the company will not be liable.
These terms and conditions are the entire agreement between the hirer and the company. Nothing in the agreement shall exclude or in any way limit:
- Either party’s liability for death or personal injury caused by its own negligence;
- Either party’s liability for fraud or fraudulent misrepresentation;
- Any other liability which cannot be excluded by law.
The hirer cannot use any photos or images of the company’s equipment for any commercial purposes, without the express permission of the company.
The company reserves the right to alter promotions/discounts at any time prior to booking.
The company reserves the right to amend their website and terms and conditions at any time, without prior notice, the hirers obligations not being limited to the above.
If any clause is deemed invalid it will not affect the rest of the terms and conditions.
Choice of law
This contract will be governed by the laws of England and Wales and the exclusive jurisdiction of the Courts of England and Wales.