Hire Terms & Conditions

This document is subject to change.   Any changes will be sent to you electronically 48 hours before they come into effect.  Willow Tree Vintage assumes no responsibility for your failure to read and accept changes to the Hire Terms & Conditions.

 

1.   Ownership

All Hire Items supplied remain expressly the property of Willow Tree Vintage.

 

2.    Furniture Hire Only – Bookings, Deposits & Payments

  • A 25% non refundable Deposit is required to reserve your booking and specified items. This is calculated at a rate of 25% of the invoiced amount and is payable on checkout.
  • A 30% Security Deposit is required as a bond, which is calculated at a rate of 30% of the invoiced amount and is paid in addition to the Hire Fee.
  • The Security Deposit is refundable upon the condition that the Hire Items are returned in the same condition as they were hired as accepted at delivery. 
  • Full Hire Fees must be paid in advance. Final payment including security deposit is required 4 weeks prior to your event. Failure to do so will incur a fee of 5% of any remaining balance, and a further fee of 5% of the remaining balance will be applied every 7 day period.  If not paid no work will be completed.
  • All payments are to be paid via Paypal.
  • A public holiday surcharge of 15% applies to all labour services such as delivery and setup.
  • It is the client’s responsibility to ensure all monies are paid promptly and correctly.
  • The Security Deposit is refunded within 7 days of collection of the hired items via Paypal or Direct Deposit. A portion of, or the entire Security Deposit will however be deducted if the Hire Items are damaged beyond normal acceptable wear and tear.

 

3.   Styling, Hire & Setup – Bookings, Deposits & Payments 

  • A quote will be provided outlining services included but not limited to setup, flowers, furniture, delivery, bond etc.
  • A 25% non refundable deposit is required to reserve your booking and specified items. This is calculated at a rate of 25% of the quote amount and is payable within 7 days or quote will expire.
  • A 30% Security Deposit is required as a bond (which is included in the quote), and is calculated at a rate of 30% of the total furniture hire.
  • The Security Deposit is refundable upon the condition that the Hire Items are returned in the same condition as they were hired as accepted on delivery.
  • The final invoice amount is payable in advance. Final payment including security deposit is required 4 weeks prior to the event date. Failure to do so will incur a fee of 5% of any remaining balance, and a further fee of 5% of the remaining balance will be applied every 7 day period.  If not paid no work will be completed.
  • All payments are to be paid via Paypal.
  • A public holiday surcharge of 15% applies to all labour services such as delivery and setup.
  • It is the client’s responsibility to ensure all monies are paid promptly and correctly.
  • The Security Deposit is refunded within 7 days of collection of the hired items via Paypal or Direct Deposit. A portion of, or the entire Security Deposit will however be deducted if the Hire Items are damaged beyond normal acceptable wear and tear.

 

4.  Hire Fees

  • Hire fees cover pickup up on the Thursday prior to the weekend and returned by the Tuesday after the weekend. Mid week hires pickup and return dates to be confirmed and agreed by Willow Tree Vintage.
  • Delivery, installation and set up are not included in the Hire Fee.

 

5.    Hire Period

  • Hire Period is pickup up on the Thursday prior to the weekend and returned by the Tuesday after the weekend. Mid week hires pickup and return dates to be confirmed and agreed by Willow Tree Vintage.
  • By discretion of Willow Tree Vintage, if the Hire Items are returned later than agreed then they will be charged 50% of the Hire Fee.

 

6.    Furniture Hire Only – Cancellations or Changes to Bookings

  • Changes to Bookings, such as item quantity or additions, must be made at least 14 days prior to the date of the event, and will be subject to availability.
  • Changes in bookings are to be made in writing and emailed to Willow Tree Vintage.
  • All products provided outside of the original website booking will incur an additional cost.  This additional quote must be accepted at which point an additional invoice will be issued.  Payment of this new invoice will then fall under the payment schedule as listed under section 2.
  • Additional Items booked more than 4 weeks from event date will not be secured until 25% deposit is processed.
  • Additional Items booked 4 weeks or less from event date will not be secured until full payment including 30% bond is processed.
  • The client may cancel a booking however the client must put the request in writing, clearly stipulating the reason for cancellation and will forfeit any hire fees paid as follows:
    • If a booking is cancelled at 4 weeks prior to the Hire Period, Willow Tree Vintage will refund any Hire Fees paid minus the 25% non refundable deposit.
    • Bookings cancelled 3 weeks prior to the Hire Period will forfeit 50% of the total hire fee.
    • Bookings cancelled 1 week prior to the Hire Period will forfeit 75% of the total hire fee.
    • Bookings cancelled within 24 hrs prior to an event date will be charged the full agreed Hire fee.
    • Payments made to Willow Tree Vintage are non Transferable.

 

7.    Styling, Hire & Setup – Cancellations or Changes to Bookings 

  • Changes to Bookings, such as item quantity or additions, must be made at least 14 days prior to the date of the event, and will be subject to availability.
  • Changes in bookings are to be made in writing and emailed to Willow Tree Vintage
  • All labour or products provided outside of the original scope as outlined in the initial invoice will incur an additional cost.  This additional quote must be accepted at which point a new invoice (including all costs) will be issued.  Payment of this new invoice will then fall under the payment schedule as listed under section 3.
  • The client may cancel a booking however must put the request in writing, clearly stipulating the reason for cancellation and will forfeit any hire fees paid as follows:
    • If a booking is cancelled at 4 weeks prior to the Hire Period, Willow Tree Vintage will refund any Hire Fees paid minus the 25% non refundable deposit and any costs already incurred. 
    • Bookings cancelled 3 weeks prior to the Hire Period will forfeit 50% of the total invoice amount. 
    • Bookings cancelled 1 week prior to the Hire Period will forfeit 75% of the total invoice amount. 
    • Bookings cancelled within 24 hrs prior to an event date will be charged the full agreed Hire fee.
    • Payments made to Willow Tree Vintage are non Transferable.

 

8.   Styling & Setup

  • Willow Tree Vintage reserves the right to refuse working in an environment that is not suitable or safe.
  • If at anytime the client shows disrespect to any of the team members of Willow Tree Vintage we reserve the right to cancel all agreements and withhold any money paid.
  • Willow Tree Vintage reserves the right to use our judgment and make decisions based on experience in regards to how changes in pending weather will affect wedding proceedings and potential damage to stock.

 

9.   Delivery & Pick up

  • A single delivery/pickup fee is charged in addition to the Hire Fee. Charges will vary according the delivery location/postcode.
  • Where applicable delivery of your items will be confirmed one week prior to your event.  Whilst we will make every effort to deliver at the time you would prefer, an alternate time may need to be agreed and scheduled.
  • Collection & return in person by the client is permitted on certain Hire Items, at the discretion of Willow Tree Vintage.
  • The client must provide safe and proper access to and from the site.
  • Delivery will be made as close as possible to the required location.  However, if vehicle access is limited, and staff needs to carry items over 40m additional fees will be incurred.
  • All deliveries and pick-ups are to ground floor only.
  • It is the responsibility of the client or nominated person to be at the agreed delivery location and to check all the ordered Hire Items immediately upon delivery and pick up, including condition of items when received. Where items are dirty and or broken/damaged in any way it must be bought to the attention of Willow Tree Vintage at time you receive the items, photographic evidence may be required.
  • Hire Items on hire are not to be moved from the delivered address without the written consent of Willow Tree Vintage.
  • The client must pack goods in their respective containers, wrapping or packaging at the end of the hire period in a complete, clean and dry state.
  • The client is responsible for ensuring that Hire Items are available for collection anytime from 9am – 5pm on the arranged collection date, unless other arrangements have been made between Willow Tree Vintage and the client.
  • All Hire Items must be left in an easily accessible position at completion of the hire, otherwise hire charges shall continue until such availability has been provided.
  • Delivery of items includes delivery, pickup, loading & unloading.  It does not include positioning pieces or styling.

 

10. Indemnity & Insurance

  • Once Hire Items have been delivered, the client assumes all responsibilities and liabilities until they have been collected by Willow Tree Vintage.
  • Willow Tree Vintage does not take responsibility for any persons hurt or injured as a result of any of the hire items e.g. disorderly behavior, inappropriate use of tables and chairs such as dancing on surfaces.
  • As Willow Tree Vintage do not offer insurance, the client is responsible in insuring all appropriate policies of insurance, covering liability, property and casualty insurances in amounts necessary to fully protect Willow Tree Vintage and Hire Items against all claims, loss or damage. The client is responsible for any injury that may occur to persons over the hire period

 

11. Loss or Damages

  • To avoid damage, the client must protect all items from the elements including, but not limited to, rain, hail and high winds, plus keep the items secure from the time of pick up, delivery, use, storage or waiting period before collection or return of the Hire Items to Willow Tree Vintage.
  • All outside events must have enough cover in close proximity (no more than 10 meters) from where the hire items are displayed in case of bad weather.  The shelter must have room for all hire items and guests.  Any items damaged for not providing appropriate over will incur fees as outlined below.
  • Willow Tree Vintage does not take responsibility for any property that may be left at the venue overnight.
  • The client must use the items in the purpose and capacity that they were designed.
  • If any of the Hire Items are lost or damaged the client must immediately notify Willow Tree Vintage.
  • The client agrees to pay for all Hire Items lost, destroyed, stolen, maliciously or accidently damaged or not returned to Willow Tree Vintage. In the event of the aforementioned, the client also agrees to pay hire charges until such items are returned or paid for at current replacement cost.
  • The client will not tamper, alter, or any way interfere with, repair or attempt to repair Hire Items.
  • Hire Items are to be kept safe and secure at all times during the Hire Period.

 

12. Images & Promotional Use

  • Willow Tree Vintage may use any photographs taken by Willow Tree Vintage of its own Hire Items set up for events for promotional use on Willow Tree Vintage’s website or social media i.e. Facebook, Instagram, Pinterest or blogs.
  • It is asked that any Print Editorial, magazine or social media submissions of events where Willow Tree Vintage Hire Items have been used, that Willow Tree Vintage be notified before submission and that Willow Tree Vintage receives acknowledgement on the page and/or directory for each featured item including business name, website and contact details.
  • Loan for Print Editorial – Hire Fee to be negotiated on the condition that Willow Tree Vintage receives a copy of printed article or advertisement free of charge and this will feature in the Events & Media section of Willow Tree Vintage Website.


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