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Unfortunately should you have to cancel your booking the following charges will apply:
Within 4 weeks of the event - 50% of the total.
Within 2 weeks of the event - 100% of the total.
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CONTRACT OF HIRE
These terms form part of the hirer’s “contract of hire” with the Company. By signing the “contract of hire” the Hirer agrees to be bound by these terms.
Your booking is only confirmed once we have received your booking form, along with your deposit and we have issued you with a written confirmation of your booking.
PERIOD OF HIRE
The period of hire is the period which the dome and or equipment is present at your location. The times of which will be detailed in your booking form.
All bookings are subject to the following agreement. The site is a minimum of 3.7m in diameter and sufficiently level and on reasonably firm ground with no obstacles ie. washing poles within the pitching area. We will not be able to pitch on soft ground securely so may have to cancel the booking. A minimum height clearance of 2.5m is required. Access to the site of hire, cannot be through a property so must have separate access. The site must be in decent condition. We will not be responsible for making the site usable. This could result in the contract being cancelled. We will not be held responsible for any damage to the land where the igloo was erected, this will include grass turning to brown from the groundsheet coverage, grass/land area having peg holes from the anchorage points and any damage caused from moving around the igloo, we will endeavour when setting up and dismantling to be mindful of your outdoors property areas. An adult over 18 must be present for set up to confirm the pitching location. If no adult is present, we will set up as we see fit and if the dome is then required to be moved after we have pitched it then a charge of £50 will be required.
The dome must be placed within 25m of a power socket. Highland Igloos take no responsibility of the condition of your power supply. All our equipment will when required, will be PAT tested as per regulations.
If you choose to have the sides of the dome rolled up or any windows open, then the dome must not be left unattended by the hirer. In the event of rain or an increase in wind the sides must be lowered and secured, and any windows closed as per shown at the time of erection. All sides must be lowered and secured; any windows must be closed when left over night, including whilst in use.
A non refundable booking fee of 25% is required to secure your booking. This must be paid within 48 hours of receiving your booking form. The remaining balance will be due 1 month prior to your date. If your booking is within 1 month then full payment will be required.
A £100 refundable damage deposit is also required. This is due within 7 days of receiving your booking form Should any equipment become damaged during your hire the cost to repair will be deducted from your £100. If the cost is more than £100 then the hirer will be responsible for paying the excess cost. If no damage has occurred, then the full £100 will be returned to the hirer within 72 hours of your date. All payments will be conducted by BACS. If payments are not received on time then Highland Igloos have the right to cancel the booking and with hold any monies already received.
By signing the booking form, you agree to the additional costs that could occur and any repercussions that could occur from non-payment.
CANCELLATION OF CONTRACT
If the Hirer cancels the booking in advance then the following charges will occur.
30 days prior to date if full payment has not been received the booking fee and 25% of the damage deposit will be retained. The remaining will be refunded
30 days prior if full payment has been received then the booking fee and an additional £25 from hire cost will be retained. With the remaining including breakage deposit being refund.
29-14 days prior 50% of hire cost will be retained with the remaining 50% plus the breakage deposit being refunded.
less than 14 days all monies will be retained with only the damage deposit being refunded
Highland Igloos reserve the right to cancel any booking where we deem a potential health and safety risk may occur to the hirer, guests, public or ourselves. If this is deemed to be the fault of the hirer then no refund will be given other than the breakage deposit.
If a suitable pitching site is not provided as per the guidelines then highland igloos can cancel the booking with no refund other than the breakage deposit.
We will use long term weather forecasts to monitor the weather for the day of your hire. We will check a couple of weeks in advance, 7 days and 3 days before your date. If we feel the weather will not be suitable for the erection of the igloo, we will unfortunately have to either postpone or cancel the hire. We will endeavour to give you as much notice of this as possible but due to the hire being weather dependant this may not be possible. We will contact you at every point to keep you informed. If we have to cancel then date dependant we will reschedule for another date at no additional cost or issue a full including deposit refund. If after the igloo has been erected the weather conditions change we will offer to collect the dome and either reschedule at no extra cost or cancel with a full refund. If you decide to continue with the hire of the igloo and offer to dismantle it your self if weather conditions worsen we will not be liable to issue you a refund and you maybe liable for any extra costs if damage has occurred during you dismantling it. We will not be liable for any extra costs that occur from the cancelation.
LOSS OR DAMAGE
Whilst the dome and any equipment is in the care and custody of the hirer it is there responsibility to ensure the security of the dome and the equipment. If loss of any item occurs this will be deducted from the damage deposit. If the cost exceeds £100 then the hirer will be solely responsible for the remaining balance, If the dome is lost or damaged beyond repair whilst in the custody and care of the hirer then a charge of £1000 will be required from the hirer to cover the cost of a new dome. By signing the booking form, you agree to the additional costs that could occur and any repercussions that could occur from non-payment.
LIABILITY TO THIRD PARTIES
The Company carries £1,000,000 public liability insurance. However, the Company will not be responsible for and the Hirer will indemnify the Company against, all claims for the injury to persons or loss or damage to property.
SET UP AND DISMANTLE
We require around 1 hour to erect the dome. We require an adult over 18 (ID maybe requested) to be present at the time of set up to sign an agreement to confirm all equipment provided. A copy of this agreement will be provided and signed by ourselves. If no one is present you will be deemed to have accepted all items in the agreement. We will confirm arrival time in advance of the date. If no access can be gained at the agreed time, then we have the right to cancel the booking with no refund of payment. If on arrival the access point or the site is not suitable as per site section, we have the right to cancel with no refund of payments. If we arrive at the agreed time for dismantle and cannot gain access, then a £50 charge will occur for every 30 minute we have to wait. We require around an hour to dismantle. By signing the booking form, you agree to the additional costs that could occur and any repercussions that could occur from non-payment. We will not be liable for any costs that result from any cancellations.
The hire costs will not include the attendance of a highland igloo colleague during the hire time other than to erect and dismantle.
The Hirer is responsible for giving notice to or obtaining from any authorities who are or may be concerned and must make application where necessary to the Planning Authority, District Surveyor, Police, Fire Brigade and any similar authority or organisation.
While every effort will be made by the Company to carry out any order accepted, the full performance of it is subject to variation or cancellation by the Company consequent upon an Act of God e.g. fire, flood, storm, or gale.
MODIFICATION OF CONTRACT
Any requests to change the hire contract must be submitted by writing and receive a written confirmation of the changes from Highland Igloos.
If for reasons beyond our control any item of equipment booked is not available for the period of hire, we reserve the right to substitute an alternative to meet, as near as possible, your requirements. If we do so you will not have any claim against us. If in the event, we cannot substitute suitable alternatives we shall notify you of cancellation of the contract in which event any deposit or other monies paid by you will be refunded immediately, but otherwise no claim shall lie against us.
CARE OF EQUIPMENT
You are solely responsible for and shall indemnify us against any loss of or damage to all hired equipment whatsoever the cause.
Although not a requirement we would recommend due to the possible costs involved against damage or theft arrange suitable insurance cover to protect yourselves against any claims in excess of your damage deposit.
There is a no smoking policy, within the dome even if walls are rolled up. If it has been found that smoking occured in the igloo during the hire, you will solely be responsible for the cost of all items being deep cleaned by a professional company.
The heater provide is not to be moved from the set-up location and must always be attended when on. The heater must not be left on through the night.
No BBQ, cooking equipment or extra heaters are to be used within the dome. Any cooking equipment must be used more than 10 metres away from the dome.
The dome will be secured with heavy duty pegs and or sandbags. Neither of which are to be tampered with during the hire unless previously agreed to in writing by highland igloos. If these are moved and then damage to property, injury to attendees or public or death occurs as a result from the dome being tampered with, highland igloos will not be held responsible and no claim can be made against us. Photos of each set up will be taken as proof of placement of items.
No drinks are to be placed within the proximity of the speaker or lighting. if drinks are spilt on the equipment you will be liable for the cost of replacement products.
Please keep the music level at no more than 3/4 volume. If the speaker system breaks due misuse of the volume, you will be responsible for the cost of replacement equipment.
We will not be held responsible or liable for any resulting issues due to noise pollution.
If any equipment is removed by the police due to noise levels you will liable for any occurring costs to either retrieve or replace the equipment.
It is advised that all electrical equipment is removed from the igloo and secured in your property over night. You will be solely liable for costs occurring to replace products caused by theft or damage.
By signing the booking form, you agree to the terms and conditions of the hire of the dome and the relevant consequences faced if damage or theft occurs.
All items provided during the hire will be thoroughly cleaned before and after the hire.
At the time of set up and dismantle social distances as per the govt guidelines must be adhered to by the hirer and anyone else present from out with highland igloos. When paperwork is being signed face coverings must be worn by all parties.
If at any point during the set up the colleagues of highland igloos feel their health and safety is at risk due to guidelines not being met, we have the right to cancel the hire with immediate effect with no refund given of payments received. No claims can be made against us for any further losses as a result of cancellation.
As per govt guidelines you must adhere to the current guidelines in terms of parties and household mixing. If during the hire these are not met, and charges are brought to you by the relevant authorities no responsibility will be held on the part of highland igloo and no claim against us can be made.
If due to a change in guidelines your hire has to be cancelled, we will try and accommodate a new date for you, availability dependant, but we will honour the original hire cost. It may also be possible, guideline reason dependant to issue a full refund.
As a thank you for all the support we have received since setting up and due to demand, to give everyone an opportunity to experience one of our packages we have decided to extent the duration of our introductory prices. Pop onto our page now to make an enquiry for one of our packages