By making a booking with P&W Event Hire Ltd you are agreeing to the following terms and

The hirer – P&W Event Hire Ltd
Person(s) hiring – Customer hiring the event equipment
Equipment – The stock hired out to the person(s) hiring (customer)

Booking and Cancellation Policy
For bookings made longer than 6 weeks before balance due date, a deposit of roughly 20% of the
total price will be taken upon booking and the full payment must be made two weeks before the
delivery date. Cheques must be received by us three weeks before the set-up date. For bookings
made within 6 weeks of the balance due date, the full balance will be required upfront.
The booking is not secure until a deposit has been paid. We cannot hire out any equipment until we
have received the full balance and security deposit.
Quotations are only valid via email and for two weeks from the date they were sent via email. A
quotation is not a booking.
Please make sure you read through the invoice before making payment to make sure that we have
your order details correct. If there are any special conditions regarding the booking please make
sure we have added these to the invoice. Items orders and special terms agreed cannot be
confirmed by mouth only and must be confirmed on the invoice.

Cancellation Policy
Once the deposit has been paid, the booking is confirmed. If the booking was to be cancelled, the
following charges apply.
Cancelled two weeks before event date: no refund, the full amount is owed.
Two weeks to one month before event date: no refund on deposit paid at time of booking.
Longer than one month before the event date: full refund (except £50/£100 cancellation fee, see

Cancellation fee:
Bookings under £500: £50 cancellation fee
Bookings £500 and over: £100 cancellation fee

Security Deposit
A minimum extra deposit of roughly 15%-30% of total booking will be taken when the booking is
made, which will be returned in full once the equipment has been collected and there have been no
damages caused to the equipment. Please note this is variable depending on the equipment hired,
however it will always be a minimum of 15%. This deposit will also be held encase of any parking
tickets and issues on delivery/collection that we were not made aware of for example, stairs, long
walking distances, access delays, difficult access etc.
We will make contact with you after the event to arrange deposit refund a minimum of one month
after the collection date has passed to insure we haven’t received any parking tickets etc that may
take a while to come through. If required, please feel free to contact us after the event and we can
arrange the refund sooner depending on circumstances.

Damage Waiver
A damage waiver charged at 5% of the total price can also be purchased. If any accidental damage is
caused the person(s) hiring the equipment they will not be charged. This excludes intentional
damage (e.g neglect of rules) and any damage caused by cigarettes/fire.
Amending the booking is free of charge (subject to stock availability) up to 14 days before your event
set up date. You can still make alterations within the 14 days; however, you cannot cancel any items
without being charged. Please make amendments as soon as possible, as the equipment will need to
be prepared and loaded into the vans. If amendments are made less than 7 days before the set-up
date we cannot guarantee that it will be ready in time.

Any damages caused by the person(s) hiring the equipment must be paid in full unless they are
caused by general wear and tear or by the fault of the hirer. It is the responsibility of the person(s)
hiring the equipment to keep them stored safely and securely. If items go missing or are stolen,
charges are applicable. Below is a list of replacement costs for each item. Prices are subject to vat
where applicable.
Festoon Lights: £50 – 10M section                Led Bulbs: £10 each
Folding White/Black Chair: £15 each            4ft Round Table: £100 each
3ft Round Table: £75 each                            6ft Round Table: £200 each
5ft Round Table: £125 each                          6ft Trestle Tables: £80 each
Dancefloor Section: £80 each                       Dancefloor Trim Section: £25 each
4ft Trestle Table: £70 each                           Chiavari Chair & Pad: £55 each
2ft 6 inch Trestle Table: £45 each                Chiavari Chair Pad: £10 each
Palletwood Bar: £600                                   Stage Skirting Section: £40 each
Bluetooth Speaker: £300                             Poseur Table: £115 each
Beer Bench: £40 each                                 Beer Table: £80 each
Cross back chair: £70 each                         Tie On Linen Chair Pad: £10
LED Cube: £120 each                                 Banquet Chair: £35 each
Folding Wooden Chair & Pad: £35 each     Rustic Wooden Chair: £40 each
Rustic Tables £200 each                             Rustic Bench: £100 each
4x4ft Stage Section: £160 each

Chairs can only seat a maximum weight of 18 stone and this limit must not be exceeded. To ensure
safety chairs and tables must be placed on a flat surface, should not be climbed on and should have
four legs on the ground at all times. Please make sure table and chair legs are folded out properly
and clipped into place where applicable.
Indoor use only items must be kept dry, any damages will be charged to the person(s) hiring the
equipment. LED cube battery life is only approximate.
Chair pads will become ruined once wet, so it is essential they are not left outside and they are
protected from the rain at all time.

Round and Rectangle Trestle Tables – Plywood
Round and rectangle trestle tables are made from a laminated plywood top and need to be kept
indoors and dry otherwise they can become damaged if water is sat on them for more than a few
hours. These items will have scratches and look worn and are not aesthetically pleasing. They are
designed to be used only with table cloths.
These tables are made from plywood and may have scratches and dents on them – they are
designed to be used with table cloths so these marks can’t be seen. Due to this nature, they are
cheaper to hire than solid wood tables. If you are looking for solid wood tables to be used without
table cloths, please see our range of solid wood tables.
Table cloths must be used on plywood tables as food may stain them.

Dance Floor
The dance floor must be placed on a suitable, flat, dry flooring. If the ground is not level, it can cause
the dance floor to be uneven and can cause movement. Please discuss this with us before making
the booking so we can advise. If we cannot fit the dance floor, or there is movement once the dance
floor is down, we cannot refund for this.

The dance floor is for indoor use only and must not get wet or be placed in direct sunlight. If the
dance floor is to be placed in a marquee, please ensure the marquee is ready with a carpet before
we arrive for delivery.
We may not be able to return to deliver and set up at an alternate time if we are fully booked out.
We also cannot leave the dance floor for the customer to set up. No refund will be given if we arrive
at our allocated times and are unable to set the dance floor up.
We recommend liaising with your marquee company on set up so that the location you require for
the dance floor is on level ground so that we can lay it flat.
If placing a dance floor inside on a floor, please be aware the dance floor can scratch the floor and
we accept no responsibility for this. If you require protection for your floor, please make us aware in
advance so that we can supply an underlay.

This agreement between the hirer (P&W Event Hire Ltd) and the persons hiring the equipment is for
all equipment to be hired for up seven days only including delivery & collection days. Extras charges
for extended periods (more than one week) will be added, this will be agreed before the booking is
All requirements must be agreed before the booking as they may not be able to be accommodated
for during set up or they may incur an additional charge.
If collecting items from our unit, please ensure you have adequate, safe transport with the
appropriate methods to secure the items safely during the journey. If we feel this isn’t the case, then
we reserve the right to refuse collection.

Once we have delivered the equipment, please check the items and make us aware of any issues
before we leave. If we are made aware of issues once we have left there will be a call back charge for
us to come and rectify them. No refund will be given if we are made aware of issues after the event
unless these issues occurred during the event.
Before taking the booking, we will agree all the delivery requirements with the person(s) hiring the
equipment. If these are broken on the delivery and/or collection days penalties will occur. Please
following information:
Street level (ground level no steps) up to 25 meters distance from the van is included in the delivery
& collection price. There are extra charges for steps and distance, please let us know in advance so
we can quote for this and ensure there are a minimum of two delivery staff if this is required. If two
delivery staff are required and we haven’t been made aware we may be unable to deliver the order
and may be unable to re arrange the delivery slot in time for the event. In this case we cannot offer a
Before booking we will agree parking arrangements with the person(s) hiring the equipment, please
ensure these agreements are maintained as if they are broken we may be unable to deliver the
order and may be unable to re arrange the delivery slot in time for the event. In this case we cannot
offer a refund. Please ensure the contact person is on site for the duration or the delivery and
collection slots.
Delivery charges are for furniture to be dropped off into your venue and stacked but not set up. If
you require set up of tables and chairs, this is charged at 60p per chair and £1.20 per table including
vat and must be booked and paid for in advance.
When our driver returns to collect the furniture please stack them where they were originally left
when delivered. If they are left out when our driver is collecting, for each item that needs to be
stacked away there will be a charge of 30p taken from the security deposit. If you require your chairs
and tables to be stacked away at the end of your event, the charge is 30p per item including vat.

Prices and Charges
Please ensure that there is adequate parking for a 6.5 meter long van outside the property. If we are
unable to park close by we may be unable to deliver the equipment and no refund will be given for
this. We may be unable to come back at a later date/time due to being fully booked out. If we are
required to come back at another time for set up there will be charges added for this. If re-delivery
is required there will be a charge of £25 plus vat each delivery per £500 of the order plus another
delivery & collection charge.
Any extra time incurred will be charged at £30 per man per hour plus vat, with a minimum 1 hour
There are charges if a delivery and/or collection is required out of hours (Monday-Friday 8-6), please
let us know and we will quote for this.
We shall accept no responsibility if we cannot deliver on time or at all due to circumstances beyond
our control known as force majeure – unforeseeable circumstances that prevent us from fulfilling the
contract. This is any event outside a party’s reasonable control including but not limited to acts of
God, war, flood, fire, explosion, terrorism, labour disputes, strikes, malicious damage, governmental
actions, vehicular failure or failure of a transport network (including but not limited to traffic jams),
sub-contractors, lockouts, riots, civil commotion and any other similar events.
Any parking tickets and fines we receive by parking in the area the customer has allocated for us will
be charged to the security deposit of the person(s) hiring. Congestion charge will be charged to the
hire in full with an admin fee. Please ensure you have a parking permit for us where applicable.

Standard delivery & collection is Monday-Friday 8am-6pm, you will be allocated a 4 hour time slot
within this. Extra charges for each delivery & collection are variable dependant on conditions. The
charges are listed below and the price is available on request.
Pick a day
6am-8am or 6pm-8pm
Morning or afternoon request
12am-6am (subject to staffing)
2 hour time slot request
1 hour time slot request
Stairs and longer than 25 meter delivery distance

Please ensure all items are kept dry, inside or under cover unless they are specifically outdoor
furniture items. Any damages caused by weather to items must be paid for.

Whilst the equipment is being delivered/set up, persons not employed by P&W Event Hire Ltd must
remain out of the set up area until the set up is complete. The area may be dangerous and children
should be made aware of this. Please also keep pets indoors away during deliveries and collections.
Please refer to our risk assessment and safety information sent with the booking for more info.


Safety Precautions & Risk Assessment During Delivery & Whilst Handling & Using Furniture & Equipment

VERY IMPORTANT PLEASE READ THE BELOWPrecautions are required when handling items and we recommend gloves are
worn at all times.
Please relay the below safety precautions to all involved at the event that may
handle the items.
By booking in you are confirming you have read the safety precautions and
passed them onto the relevant people involved in your event that will handle
the furniture and be present at delivery/collection.
We cannot be held responsible for any damages or injuries caused by not
following the instructions below. If you are unsure of anything please ask.

As the items are made from wood and metal and may get knocked during
handling and transportation, they may have splinters. Gloves and extra care
are recommended when setting up and moving all wooden and metal items
including tables, benches, chairs and bars to avoid injury. Splinters can also
catch on clothes and cause damage. We cannot be held responsible for any
damages or injuries caused by splinters.

Rustic and beer benches and tables have legs that need to be secured during
transport using their securing locks. If the locks are not in place, these may fold
out and may release quickly and cause fingers to become trapped and cause
injury. Never hold rustic benches or tables on the short end, always hold them
on the sides (6ft long part). We recommend carrying tables and benches one at
a time and holding both of the folded legs closed whilst moving and setting up
to stop them from opening.
If there are two people carrying a table or bench, place your hands on the long
sides and not on the short ends. Use your fingers to hold the legs whilst
Lay the bench or table on its side and open the legs carefully, push the folding
mechanism into place then stand up. Always hold the bench/table on the long
side and never on the short ends as fingers can get caught in between the legs
and the bench/table. Gloves are recommended when handling.
For rustic/beer tables and rustic/beer benches, please ensure legs are in their
securing locks during transport.

Tables are heavy and we recommend that they are carried by 2 persons as
described above.
4ft-6ft round tables should be rolled carefully and slowly by a competent
Chairs should be carried maximum one or two at a time to avoid injury.
We recommend suitable shoes, steel toe cap preferably so as to avoid injury to

Stacked Chairs & Tables:
Do not stack chairs and round tables higher than in piles of 6.
Folding chairs and trestle tables can be stacked in higher piles of 8.
Do not let children or animals near stacked tables/chairs as they could knock
the piles.
If any of the above are not adhered to, the piles could get knocked they can fall
easily and cause injury.
Do NOT lift or carry tables &
benches with your hands at the
short ends like this. If the legs flip
out, your hands may become
trapped, resulting in injury.
DO lift or carry tables & benches on
the long sides like this. Make sure
your hands are on the long sides
also and make sure to hold the legs
underneath to secure them.

Baby High Chairs:
These have been checked by our team before delivery and again at drop off to
ensure they are safe for use. Once delivered they may be moved around by
others and damage could be caused, so it’s vital that they are checked again
before use. Check for any signs of cracking in the wood, any missing
screws/bolts and check the legs and seat for stability. Do not use if any of
these issues are found.

Delivery & Vans:
Large vans are used to deliver items, children and animals must be kept out of
the way until the delivery has taken place. The tailift and the back of the van
can be dangerous as the tailift moves during operation and the back of the van
may have items unsecured whilst loading and unloading.
Please do not enter the van or operate the tailift.
You will need to ensure a parking space for the driver where they have a safe
space to unload.
You will need to stand clear of the van whilst loading and unloading is taking
You will need to provide a clear, safe and large enough passage for the drivers
to deliver the items from the van to the event location. Ground should be level
and of a safe, stable material such as concrete.
You will need to provide a safe, stable route for the van to reach its parking
destination, free from bumps, hazards, low trees, slippage etc.

Cleaning Furniture:
It is vitally important that all furniture is cleaned before we return to collect it
to prevent the spread of any pathogens and so our drivers aren’t handling
items with food and drink spillages on.

Dance Floors:
Once set up, dance floors should not be moved and set up elsewhere unless by
a competent person from our company as if they are fitted together
incorrectly they may cause injury.
We cannot be held responsible for injury from dance floors set up unevenly on
uneven ground. When placing a booking, we require the ground to be
completely flat, if when we arrive the ground is uneven, the driver may choose
to set up the floor at the customer’s request but the health and safety
responsibility is passed onto the customer. The driver can also refuse the right
to set up, if they feel it is unsafe.

Festoon Lights & Speaker:
Festoon light plugs and Bluetooth speakers should always be kept dry as they
can become dangerous when wet due to the risk of electric shock.
Festoon light bulbs should never be removed, especially not when plugged into
a power source as each bulb holders needs a bulb in it to protect a person
from electrocution.
Festoon lights and speakers are dry hire only and we are not responsible for
their set up and if they have been set up unsafely.
Festoon lights must be set up by a competent person and must be set up so
they are out of reach of children and pets.
Lights and speaker must be checked by the customer before use for signs of
any cuts in the wire or cracks to the plug and any light fittings and bulbs. If
there are any signs of damage, these must not be used. Please contact us to
arrange a replacement.
RCD plugs are supplied and must be used. They must also be tested before
each use.
All electrical appliances, plugs, leads and rcd units are tested and checked
before each hire. They are checked to make sure they work and checked for
any signs of damage.


Updated January 2024.