TERMS AND CONDITIONS FOR HIRE OF EQUIPMENT OR SERVICES.
These Terms and Conditions (“Agreement”) govern the use of services provided by HCE Services Group Ltd / Highland Castle Entertainment Ltd / Highland Commercial & Executive Services / Ross-Shire Taxis Ltd. By engaging with our services, you (“Client”, “You”, “Your”) agree to comply with the following terms and conditions.
Services Overview
1.1. Event Equipment Hire: The Company offers the hire of equipment for events, including but not limited to audio-visual equipment, staging, tents, furniture, and other event-related items.
1.2. Transport Services: The Company provides transport services, including the transportation of equipment and passengers, within agreed destinations.
1.3. Installation and Removal of Equipment: The Company offers installation and removal services for hired equipment as part of the service.
Booking, Banking and Payment Terms
2.1. Quotations: All quotes are valid for a period of 7 days from the date of issue unless otherwise stated. Acceptance of a quotation constitutes agreement to these Terms and Conditions.
2.2. Deposit: 25% of the overall booking costs. Deposits are non-refundable.
2.3. Booking Confirmation: All bookings must be confirmed in writing. A non-refundable deposit of 25% of the total cost is required upon confirmation.
2.4. Payment Terms: Full payment is required 14 days before the event date. Failure to make timely payment may result in cancellation of services without liability on the part of the Company.
2.5. Payment reference to be used: All clients are to use the order / Invoice number.
2.6. Bank Details:
- Events: HCE Services Group Ltd | Sort Code: 82-65-18 | Account No: 80157657 | IBAN: GB78CLYD82651880157657 | VAT: 429730089
2.7. Cancellation Policy: Cancellations must be made in writing.
- Deposit: All deposits are non-refundable.
- Less than 31 days: 50% including the deposit is due.
- Less than 14 days: 100% including the deposit is due.
Equipment Hire
3.1. Condition of Equipment: All equipment is provided in good working order. The Client agrees to inspect equipment upon delivery or installation and notify the Company of any defects.
3.2. Responsibility for Equipment: The Client is responsible for the hired equipment from the time it is delivered/installed until it is collected or returned/uninstalled. Any damage, loss, or theft of equipment during this period is the Client’s responsibility, and repair or replacement costs will be charged accordingly.
3.3. Usage Restrictions: Equipment must only be used for its intended purpose and by individuals trained or familiar with its proper operation. The Client agrees not to make any modifications to the equipment.
3.4. Return of Equipment: The Client agrees to return the equipment in the condition it was hired. Failure to return equipment on time or in good condition may result in additional charges.
Installation and Removal
4.1. Access and Site Conditions: The Client is responsible for providing clear and safe access to the venue for the installation and removal of equipment. The Company reserves the right to refuse installation if the site is deemed unsafe or unsuitable.
4.2. Installation Timelines: The Company will work to agreed timelines for the installation and removal of equipment. However, we are not responsible for delays caused by factors outside our control, including but not limited to weather conditions, traffic, or third-party actions.
4.3. Changes to Setup: Any changes requested after installation may incur additional charges and are subject to the availability of our staff and resources.
Transport Services
5.1. Passenger Safety: For transport services involving passengers, the Client agrees to ensure that all passengers adhere to safety protocols. The Company reserves the right to refuse transport to any individual deemed intoxicated, disruptive, or unsafe.
5.2. Vehicle Condition and Breakdown: While the Company ensures all vehicles are maintained to a high standard, we are not liable for any delays caused by mechanical breakdowns or unforeseen issues.
5.3. Passenger Liability: The Company is not liable for any loss, injury, or damage to passengers’ personal belongings during transport.
Insurance and Liability
6.1. Insurance Coverage: The Company holds the necessary insurance for our equipment, vehicles and operations. However, we recommend that the Client obtain event/personal insurance to cover any incidents beyond our control.
6.2. Liability Limits: The Company’s liability is limited to the total amount paid for the service. The Company will not be liable for any indirect, incidental, or consequential damages arising from the performance of our services.
6.3. Force Majeure: The Company is not responsible for any failure or delay in providing services due to circumstances beyond our control, including but not limited to natural disasters, strikes, government restrictions, or pandemics.
Client Obligations
7.1. Permits and Permissions: The Client is responsible for obtaining any necessary permits, permissions, or licenses required for the event or the use of hired equipment.
7.2. Compliance with Laws: The Client agrees to comply with all local laws and regulations, including those relating to noise, safety, road closures, use of alcohol and drugs and the use of public spaces.
Termination of Services
8.1. Breach of Agreement: The Company reserves the right to terminate services without notice if the Client breaches any part of this Agreement.
8.2. Early Termination by Client: Should the Client wish to terminate the agreement early, any payments made up to the point of termination are non-refundable unless agreed otherwise in writing.
8.3. Termination by The Company: The Company reserves the rite to terminate services without notice if The Company Staff or Contractors are subject to any
8.4. Non-Payment or Late Payment: Failure by the Client to make full payment by the agreed deadline or failure to comply with the Company’s payment terms.
8.5. Breach of Terms and Conditions: Violation by the Client of any of the terms outlined in the Company’s Terms and Conditions, including misuse of hired equipment, unauthorised personnel operating equipment, or non-compliance with logistics or safety requirements.
8.6. Unsafe Venue or Event Conditions: If the event venue is deemed unsafe for staff, equipment, or attendees (e.g., hazardous weather, poor structural integrity, lack of proper electrical setup, etc.).
8.7. Client Interference or Misconduct: If the Client or event attendees interfere with the Company’s staff, equipment, or operations, or if behaviour at the event poses a threat to safety, violates laws, or disrespects Company personnel.
8.8. Unauthorised Use of Equipment: If the Client or any unauthorised person attempts to operate or tamper with hired equipment without the permission of the Company or designated staff.
8.9. Venue Restrictions or Non-Compliance: If the event venue has restrictions or limitations that were not disclosed in advance and affect the safe or proper installation, operation, or removal of equipment.
8.10. Failure to Provide Necessary Permits or Documentation: If the Client fails to provide required permits, licenses, or other necessary documents for the services, especially for outdoor, public, for both onshore and offshore.
8.11. Health and Safety Violations: If health and safety regulations, including local laws, fire codes, crowd control measures, or venue guidelines, are not adhered to or breached by the Client or event organisers.
8.12. Force Majeure Events: The occurrence of force majeure events such as natural disasters, severe weather conditions, government restrictions, pandemics, or other unforeseen circumstances that make it impossible or unsafe to proceed with the booking.
8.13. Damage to Equipment: The Client is responsible for damage to the equipment during the service, and it is deemed unusable for the remainder of the booking.
8.14. Illegal Activity: If the event involves or facilitates illegal activities, or if the Company’s staff or equipment is being used in an illegal or unethical manner.
8.15. Client Insolvency or Bankruptcy: If the Client becomes insolvent, files for bankruptcy, or is otherwise unable to fulfil financial obligations related to the booking.
8.16. Inaccurate Information or Misrepresentation: If the Client provides false, incomplete, or misleading information during the booking process, including the size, nature, or location of the event.
8.17. Failure to Provide Access: If the Client fails to provide necessary access to the venue or site for delivery, setup, or removal of equipment, including issues related to permits, road access, or site logistics.
8.18. Unforeseen Technical Issues Beyond Control: If technical issues arise that are beyond the Company’s control and prevent the proper delivery of services (e.g., venue power outages, connectivity problems, etc.).
Dispute Resolution
9.1. Governing Law: This Agreement is governed by the laws of Scotland. Any disputes will be subject to the exclusive jurisdiction of the courts of Scotland.
9.2. Negotiation: In the event of a dispute, both parties agree to attempt resolution through good-faith negotiation before pursuing any legal action.
Amendments
10.1. Changes to Terms and Conditions: The Company reserves the right to amend these Terms and Conditions at any time.
Staff Operation of Equipment
11.1. Trained Personnel: The Company provides trained and experienced staff to operate equipment during events. Our staff will ensure that all equipment is set up, maintained, and operated in accordance with industry standards throughout the event.
11.2. Client Responsibilities: The Client must provide a safe and suitable working environment for our staff, including necessary access to power, shelter, and other essential requirements needed for the event.
11.3. Staff Authority: Our staff are authorised to make real-time decisions regarding the operation of equipment to ensure safety, optimal performance, and adherence to legal or venue requirements. This may include adjusting sound levels, lighting, or other equipment use if necessary for safety or regulatory compliance.
11.4. Interference: Neither the Client nor event attendees should interfere with, or attempt to operate, the equipment unless they have dry-hired it.
11.5. Additional Hours: If the Client requires our staff to be present beyond the agreed event hours, additional charges will apply. These must be arranged in advance or agreed during the event.
11.6. Health and Safety Compliance: Our staff comply with strict health and safety regulations. The Company reserves the right to cease equipment operation or withdraw staff if safety concerns arise or if event conditions become unsafe.
11.7. Liability for Staff-Operated Equipment: The Company accepts full responsibility for the operation of equipment handled by our staff. However, we are not liable for any interruptions or malfunctions caused by factors beyond our control, including power outages, faulty electrical equipment, venue issues, or misuse of equipment by unauthorised individuals.
Logistics Services for Onshore and Offshore Clients
12.2. Client Responsibilities for Offshore Services: For offshore logistics services, the Client is responsible for providing accurate information regarding access points, specific delivery requirements, and any necessary permits or documentation for maritime or air transportation.
12.3. Compliance with Regulations: The Company ensures that all logistics operations comply with applicable laws, maritime regulations, and safety standards for both onshore and offshore environments. However, the Client must ensure that all goods or equipment being transported meet regulatory requirements and do not violate any local or international laws.
12.4. Delivery Timelines and Delays: While the Company makes every effort to adhere to agreed delivery schedules, we are not liable for delays caused by factors outside our control, including but not limited to weather conditions, customs clearance, port restrictions, or third-party handling. Any anticipated delays will be communicated to the Client as soon as possible.
12.5. Risk of Loss or Damage: The Company takes all reasonable precautions to ensure the safe transportation and handling of goods. However, we advise the Client to obtain appropriate insurance coverage for goods in transit. The Company is not liable for any loss or damage to goods caused by circumstances beyond our control, including accidents, natural disasters, or the Client’s failure to properly package or secure items for transport.
12.6. Offshore Safety and Access Requirements: For offshore deliveries, the Client must provide clear instructions and ensure safe access to the designated delivery location. If access is deemed unsafe or non-compliant with maritime safety standards, the Company reserves the right to delay or cancel delivery without liability.
12.7. Permits and Customs: For international and offshore logistics services, the Client is responsible for obtaining all necessary permits, licences, and customs documentation. The Company can assist in coordinating this process upon request, but the ultimate responsibility lies with the Client.
12.8. Force Majeure for Offshore Logistics: Offshore logistics services are particularly vulnerable to weather and environmental conditions. In the event of severe weather, port closures, or other force majeure events, the Company will make every reasonable effort to reschedule delivery but is not liable for delays or additional costs incurred as a result of such events.
12.9. Additional Costs for Remote Locations: Deliveries to remote or offshore locations may incur additional costs, including but not limited to transportation surcharges, special handling fees, or third-party service provider costs. The Client will be notified of any such additional costs in advance.
12.10. Liability Limitations for Logistics Services: The Company’s liability for logistics services, including transportation and delivery, is limited to the amount paid for the specific service. We are not liable for indirect, incidental, or consequential damages, including lost profits, due to delayed or missed deliveries.
12.11. Scope of Logistics Services: The Company provides logistics services for the transportation and delivery of goods, materials, and equipment to both onshore and offshore locations, including remote or industrial sites. These services include transportation, handling, and the coordination of shipments.
Acceptance of Terms
By engaging with our services, you confirm that you have read, understood, and agree to these Terms and Conditions. If you do not agree to these terms, you should not use our services.
Contact us
HCE Services Group Ltd
29 High Street, Invergordon, Scotland, IV18 0DG
Events & Equipment Hire: info@hce.services | +44 (0) 800 999 4441 (Option 1)
Media: media@hce.services | +44 (0) 800 999 4441 (Option 2)
Logistics/transport: logistics@hce.services | +44 (0) 800 999 4441 (Option 3)
These terms ensure that both parties have clear expectations regarding the scope and limitations of services, which protects our business and informs clients effectively.