Definitions

1.1 We want to make sure you understand our terminology. In these Terms and Conditions, words and expressions shall have their ordinary meaning unless otherwise defined within these Terms and Conditions:

• “the Agreement” means these Contract Terms and Conditions
• “the Client” means you, the person or company who is hiring or buying Goods from the Supplier
• “The Deposit Invoice” is the document issued by the Supplier, outlining the details of the booking and the initial payment amount
• “Goods” refers to any structures, beds or matting (along with their accessories) that are either hired or sold to you.
• “Hire Goods” are the Goods that you’re hiring from the Supplier
• “Hire Charge” means the fee payable by the Client (both balance and deposit) as stated on the Invoice. All Hire Charges, including additional Goods requests must be paid as per the agreed payment schedule
• ‘House Rules’ is a document detailing specific instructions to be adhered to on specific sites for certain event
• “the Invoice” is the document issued by the Supplier, outlining the details of the booking and the balance payable
• “The Supplier” is Nine Yards Bell Tents, and/or their subcontractors or agents.
• “Period of Hire” is the time from when you receive the Hire Goods until they’re returned to the Supplier or they’re collected by the Supplier.

Booking Confirmation

2.1 We do not recognize any verbal representations or arrangements. 

2.2 A booking is only confirmed once the initial payment has been confirmed as received and a booking confirmation is sent. 

2.3 Unless clearly stated on the booking confirmation, the booking will not include entry and/or tickets to any event. 

Acceptance of the Goods

3.1 We want you to have the best experience possible, so please check that the equipment we provide corresponds to the Booking and Agreement and is in working order. If you find any part of the Hire Goods faulty, please notify us within one day of receiving the equipment. Failure to do so will render you responsible for the total payment of the hire.

The Accommodation

4.1 We will arrange check-in times at the time of hire.

4.2 Check-out must be no later than 10am on the departure date or as arranged in advance with us.

4.3 We are unable to offer refunds for earlier check-outs.

4.4 We ask that you accept full responsibility for all Hire Goods.

Your Responsibility

5.1 We want you to have the best experience possible, but please understand that you must accept full responsibility for all equipment and accessories provided.

5.2 Please keep the Hire Goods in good condition and do not subject it to any misuse or wear and tear beyond what is consistent with normal and reasonable use.

5.3. Before making any alterations or modifications to the Hire Goods, please seek The Suppliers’ prior consent. We want to make sure that the equipment remains in the best possible condition for all of our clients to use.

5.4. Safety is paramount. We ask that you please read and follow the safety and operating instructions for the hire of the Hire Good carefully. If you have any questions or concerns, our team is always available to help. Please do not use the equipment until you have a complete understanding of how to use it safely.

5.5. We want you to have a safe and enjoyable experience. If you disregard any of the safety guidelines and cause injury or damage, please note that you will be held solely responsible.

5.6. For your safety, we ask that you do not use cooking or gas appliances inside the tent.

5.7. Smoking is also prohibited inside the tent. 

5.8. We want everyone to be able to relax and enjoy their stay. Please adhere to the site specific noise level regulations regarding music and sound systems. 

5.9. We believe in mutual respect and ask that you respect the privacy of other guests at Nine Yards Bell Tents

5.10 For certain events a set of House Rules will be issued, which supersede these responsibilities for the site to which they are issued. 

Payment

6.1. All payments must be made in accordance with the terms stated on the Supplier’s Invoice. Please note that failure to remit payment in advance of the rental term will result in the termination of the rental agreement.

6.2. Please be advised that the Deposit payment is non-refundable under any circumstances.

6.3. Please be advised that all Payments for the Isle of Man TT are non-refundable, unless there are mitigating circumstances. In these cases a refund may be available, at the discretion of the Supplier.   

Loss or Damage to Supplier

7.1. We entrust our equipment to your care during your stay. Please ensure that you maintain and store it safely.

7.2. If damage or loss is caused to the Hire Goods by your acts or omissions, please note that you will be held responsible, regardless of culpability.

7.3. If the Hire Goods are returned damaged, unclean, or incomplete, you agree to pay for all costs incurred by the Supplier in rectifying the condition of the equipment.

Loss and Damage

8.1. We regret that we cannot take responsibility for any loss or theft that may occur before, during or after the event.

8.2. Please note that we will not refund or reimburse you for any loss or theft.

Liability to Third Parties

9.1 We want you to have a worry-free experience with us, so please know that we will do everything in our power to make sure that everyone stays safe and no property is damaged. However, if something unforeseeable does happen, please be aware that we can’t be held responsible for any claims for injury to persons or loss or damage to property.

9.2 It’s important to note that we are not the original manufacturer or supplier of the equipment, but we still take your safety very seriously. That being said, we can’t be held liable for any injury or death that may occur as a result of this contract with you.

Confidentiality

10.1 We take your privacy seriously, and we want you to feel secure in sharing your personal information with us. Rest assured that we will hold your data securely and will not pass it on to any other third party unless we are required to do so by law in the United Kingdom.

Booking Cancellation

11.1 The Deposit payment is non-refundable under any circumstances. 

11.2 Cancellation by Customer – Events other than the Isle of Man TT

We understand that plans can change unexpectedly, so we’ve set up a fair refund policy for cancellations made by customers. Here’s how it works:

• If you cancel 100+ days prior to the event date, you’ll be liable for 25% of the total booking 
• If you cancel 99-45 days prior to the event date, you’ll be liable for 50% of the total booking 
• If you cancel 44-18 days prior to the event date, you’ll be liable for 75% of the total booking 
• If you cancel within 17 days prior to the event date, unfortunately we won’t be able to offer a refund.

11.3 Cancellation by Customer – the Isle of Man TT

Unfortunately we can not offer refunds on accommodation purchased in relation to the Isle of Man TT. Should you feel there are mitigating circumstances which entitle you to a refund, please contact the Supplier and a refund may be given, at their discretion. 

Force Majeure

12.1 We understand that unexpected events can happen that are beyond anyone’s control, which may result in the variation or cancellation of a booking. These events may include Acts of God, Epidemics, War, Strikes, Riots, Lockouts, Fire, Flood, Storm, Gale and Tempest, restrictions on the use of Transport, Fuel or Power, Requisitioning Storage of material or transport or any other unforeseeable cause. In the event of cancellation under this clause