1. Formation of Contract  

1.1. Main Stage Ltd (“the Company”) will provide a written quotation referencing these Terms & Conditions. Acceptance of the quotation in writing forms a binding contract between the hirer and the Company.  
1.2. In the absence of a written quotation or acceptance, any verbal or email confirmation of an advance booking, or acceptance of goods received for hire or purchase, will constitute a contract and acceptance of these Terms & Conditions.  
 

2. Conditions of Hire & Site Requirements  

2.1. Quotations are provided on the assumption that the site is:  

Flat, level, and firm ground.  

Accessible for heavy motor transport.  

Free from underground pipes, cables, or other services.  

2.2. If the site does not meet these requirements, the Company may:  

Rescind the contract with written or verbal notice, or  

Apply additional charges for the extra work or equipment required.  

2.3. The Company will not be liable for any loss, damage, or expense arising from contract cancellation due to unsuitable site conditions.  

  

3. Site Access & Vehicle Movement  

3.1. The hirer must ensure clear access routes capable of supporting heavy vehicles.  
3.2. Any towing or recovery costs due to inadequate access will be charged to the hirer.  
3.3. The Company accepts no responsibility for ground damage caused by vehicle movement necessary for delivery, installation, or removal.  

  

4. Liability for Site Damage  

4.1. The Company is not responsible for making good any site damage, including to underground services, unless the hirer has provided an accurate plan of their location prior to installation.  
4.2. The Company accepts no liability for consequential losses arising from such damage.  

  

5. Positioning of Equipment  

5.1. The hirer must provide a site plan showing the position of equipment or have a representative present to direct placement.  
5.2. In the absence of a plan or representative, the Company may erect equipment where it sees fit and will be deemed to have fulfilled its contractual obligations.  
5.3. Wasted journeys due to absent representatives will be charged at the Company’s standard rates.  

 

6. Health & Safety Compliance  
6.1. The hirer is responsible for ensuring the event complies with all applicable health and safety regulations, including:  

Crowd control measures.  

Provision of safety barriers and emergency exits/routes.  

Compliance with noise regulations.  

Completion of risk assessments.  

6.2. The Company reserves the right to refuse installation or operation if conditions are deemed unsafe.  

  

7. Weather Contingencies  

7.1. The Company reserves the right to delay, dismantle, or refuse operation of the stage in severe weather (including high winds, lightning, or flooding) where safety may be compromised.  
7.2. No refund will be given in such cases, but reasonable efforts will be made to offer an alternative date or arrangement.  

  

8. Variation of Hire Charges  

8.1. The Company may adjust hire charges if labour, material, or transport costs increase before or during the hire period.  

  

9. Payment Terms  

9.1. A non-refundable deposit of 25% (or £500 minimum) is payable on booking.  
9.2. The balance must be paid in cleared funds prior to equipment use.  
9.3. All prices are subject to delivery charges, free within a 30-mile radius of the Company’s offices.  

  

10. Loss or Damage  

10.1. The hirer is fully responsible for all equipment from delivery until collection.  
10.2. The hirer will make good all loss or damage (other than fair wear and tear), including theft or burglary, unless proven to be caused by faulty materials or negligence by the Company.  
10.3. Equipment remains the property of the Company at all times.  

  

11. Insurance Requirements  

11.1. The hirer must hold:  

Public liability insurance (minimum £5 million cover).  

Event cancellation insurance where applicable.  
11.2. Proof of insurance must be provided upon request prior to the event.  

  

12. Liability to Third Parties  

12.1. The Company is not liable for injury, loss, or damage to third-party property unless caused by faulty materials or negligence by the Company.  
12.2. The hirer will indemnify the Company against all such claims.  

  

13. Attendance by Company Staff  

13.1. Hire charges do not include staff attendance except during installation and dismantling, unless otherwise agreed in writing.  

  

14. Permits & Licenses 

14.1. The hirer is responsible for obtaining all necessary permits and permissions from relevant authorities (planning, police, fire brigade, etc.).  
14.2. Costs from delays or modifications due to missing permissions will be charged to the hirer.  

  

15. Use of Equipment  

15.1. The hirer must not alter, move, or interfere with the stage structure, rigging, electrical systems, or safety features once installed.  
15.2. The Company will not accept liability for injury or damage caused by unauthorised use.  

  

16. Delays & Waiting Time  

16.1. Delays to installation or dismantling due to site readiness, access issues, or other causes outside the Company’s control will incur waiting time charges at standard hourly rates.  

  

17. Electrical Supply  

17.1. The hirer is responsible for ensuring the venue has adequate power supply, plug points, and connectors for all hired equipment.  

  

18. Force Majeure  

18.1. The Company is not liable for failure to perform due to events beyond its control, including:  

Acts of God.  

Severe weather.  

War, strikes, riots, or labour disputes.  

Fire or flood.  

Government restrictions, pandemics, or epidemics.  

Shortages of materials, labour, or transport.  

  

19. Cancellation  

19.1. Cancellation charges:  

More than 31 calendar days before event: 25% of total hire charge (deposit – non-refundable).  

Less than 31 calendar days before event: 100% of total hire charge.  

  

20. Complaints  

20.1. Complaints regarding shortages or damage must be made before equipment use. Complaints after use or upon return cannot be accepted.  

  

21. Photography & Marketing  

21.1. The Company reserves the right to take photographs or video of the hired equipment at the event for promotional purposes, unless agreed otherwise in writing.  
21.2. The hirer permits use of their name, brand, and/or logo in marketing materials, case studies, proposals, websites, and social media channels for the purpose of promoting Main Stage Ltd’s services. 

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22. Subcontracting and Use of Third-Party Suppliers 

The Company reserves the right, at its sole discretion, to engage subcontractors or hire equipment from trusted third-party suppliers in order to deliver the agreed services. Any such subcontracting or third-party hire will be undertaken with due care and in the best interests of fulfilling the contract to the required standard. Main Stage Ltd shall remain the primary point of contact and will retain overall responsibility for ensuring that the services are delivered as agreed with the hirer. The use of subcontractors or third-party suppliers shall not affect the hirer’s obligations under this agreement. 
 

23. Amendments  

23.1. The Company may update these Terms & Conditions without prior notice.  
23.2. Clients should confirm they have the latest version at the time of booking.