Hire terms and conditions

General (applicable to all bookings)

1. All items, with the exception of those items which are purchased outright, remain the sole property of Sians Special Occasions (hereafter known as The Company).
2. The Client is the person named on the booking form. The Client takes full responsibility for the goods under these terms and conditions, and no third party (including the Venue, Coordinator/Planner, Caterer, or Business) shall be held responsible.
3. A non-refundable reservation fee of £150 (which will be deducted from the final balance) is required from The Client to secure a booking. Until the reservation fee is received by the Company, no booking will be deemed to have been made.
4. The final balance, including the refundable damage deposit, is payable in full 6 weeks before the original event date or the new date (whichever occurs first) by the Client. Payment of your final balance is deemed to be acceptance by the Client of the agreed order; therefore, any decreases in the original order after the final balance has been paid will not be subject to a refund.
5. Any payment which is outstanding and has not been paid with less than 6 weeks until the original event date or the new event date (whichever comes first) will incur a late payment charge of £10 per day until the full balance and damage deposit are paid, unless a prior arrangement has been agreed with the Company.
6. If the Client’s booking is cancelled 6 weeks or more in advance of the event, 50% of the final balance is payable. If a booking is cancelled after this date, the full remaining balance is payable. In the case of a natural disaster or pandemic, postponements can be arranged and these monies can be used against a future booking within 12 months, but this may incur an admin fee to be agreed at the time of postponement. Bookings made within 6 weeks of the event must be paid in full at the time of booking.
7. Our Fixed Service Charge includes all administration relating to the booking, delivery, setup, and collection, and will be included in the overall quote should this be required (please note some hire items are only available with our setup service). The hire period of the items is for the day of the event only unless otherwise agreed. Items will be delivered to the venue by our Company on the day of the event and collected the following day when setup is required.
8. The Client shall be solely responsible for the Hired Goods and their packaging, not the reception/event venue, hotel, florist, or any other third party who takes possession of the Hired Goods. The Client alone shall be responsible for ensuring the Hired Goods are kept in good order from the time of delivery until they are back in the possession of the Company. Therefore, agreement for a secure storage provision must be organized directly with any involved third party if you are leaving items at the venue prior to our collection on the agreed date.
9. As standard, the hire period shall be from the morning of the event until the following morning when items are collected. If you wish for the items to be set up earlier or kept longer, this must be agreed with us as soon as possible and at least 6 weeks before the event. Additionally, if you or your venue require the hired goods to be collected on the evening of the event or during unsociable hours, a minimum fee of £150 will be charged to cover extra staffing costs.
10. The Client will pay for any non-returns, damaged goods, breakages, or packaging damage to the Company at full retail value.
11. The cost of standard washing up is included in your hire price. However, a 20% surcharge will be applied if the crockery is returned in an unsatisfactory condition. To avoid this extra charge, please ensure all items are completely free from food debris and liquid before they are packed away.
12. Any bookings which feature personalized items or specific non-stocked items ordered in for the Client will be at the cost of the Client and included in their invoice. Should the Client choose to cancel before the final balance is due, if these items have already been purchased or personalized, the cost will be due from the Client or deducted from any payments made over the non-refundable deposit.
13. Force Majeure. Whilst every effort will be made by the Company to complete all bookings, the Company cannot be held liable for variation or non-completion of orders due to an Act of God, fire, flood, storm, gale, tempest, war, pandemic, terrorism, strikes, riots, lockouts, or any other civil disturbances.
14. The Company reserves the right to make minor changes to the agreed scheme where it is deemed that this will enhance or improve the overall design. Such changes may include the substitution of an element in line with the overall design and equal in value. In all cases, any such changes will not be detrimental to the overall scheme. Any major changes proposed will be discussed with the Client in advance.
15. Printed items, stationery, labels, or items specifically commissioned cannot be altered within 6 weeks of the event date. Should amendments be required, these will incur a cost which will be confirmed with the Client.
16. Social media is actively used by the Company. Images captured by the Company will be used in marketing activities at a suitable timeframe following the event to promote our services, products, and business.
17. If the customer chooses to use a payment plan and pay in instalments before the due date, cancellations made before the 6-week balance deadline will incur a fee of 75% of any balance paid. Alternatively, the customer will have the option to use 75% of the amount paid against a future booking occurring within 12 months, subject to date availability.
18. The Company takes the privacy of our clients very seriously and will only use your personal information for the express purpose of providing the products and services requested. For more information, please read our full privacy policy available on our website.
19. We offer a free initial consultation at our showroom to discuss your ideas and show you potential options. We also offer a second free consultation 8 weeks prior to your event to finalise all details, so your final bill is ready in time for the full balance to be paid 6 weeks before the event. Venue visits are by arrangement only and may be chargeable, along with any other additional visits to the showroom.
20. By agreeing to your booking and upon receipt of your deposit, your numbers and order quantities can only be reduced by a maximum of 10%. If you choose one of our discounted packages and guest numbers decrease, the remaining budget can be swapped for alternative items, but we cannot reduce the overall package price.
21. A fully refundable damage deposit of £150 or 20% of the total booking cost (whichever is greater) is due 6 weeks prior to the event. This shall be refunded back in full, or minus the replacement cost of any damages (including shipping charges), within 7–10 working days after the hire date to allow items to be collected, laundered, and thoroughly checked.
22. There is a minimum order value of £800. This is not inclusive of any delivery, setup, or collection charges. Smaller orders and certain items can be considered for DIY or local hire upon request.
23. The Company shall not be responsible for injury or damage to persons or property howsoever sustained arising from any Hired Goods from Sians Special Occasions.
24. Venue Readiness and Setup Delays. It is the Client’s responsibility to ensure that all tables, chairs and required venue furniture are fully set out and ready in position prior to our arrival. If the furniture is not set out, or if our team is required to wait for the venue to be prepared, a fee of £50 per hour, per person (calculated based on a 2-person team, totaling £100 per hour) will be applied to cover the additional time and labour required to set out the furniture (which typically takes between 1 and 2 hours). Where there is uncertainty regarding whether the venue furniture will be set up in time, the Company reserves the right to request an additional setup deposit in advance, or alternatively, deduct any accumulated delay/setup charges directly from your security/damage deposit.