Terms and Conditions of Hire
The Booking Process
For the purpose of event hire, Midlands Flower Wall Co is operated by sister company The Backdrop Hire Company Ltd. All invoices will be sent from and payable to The Backdrop Hire Company Ltd only.
To confirm your preferred hire products, a non-refundable deposit of £100 is required within 7 days of receiving your invoice. If your deposit is not paid within 7 days, you will be required to contact us to recheck the availability of your date. The final balance is due no later than 8 weeks before your event unless agreed otherwise.
If we can assist with flexible payment terms prior to your event, please make your request to email@example.com
Completion of the online booking form confirms your acceptance of the following terms and conditions of hire:
1. Hire Period
Half Day – Our half day hire option is available within 25 miles of B37. Half day hire is inclusive of up to 5 hours hire following event set up (subject to availability), unless otherwise agreed in writing.
Full Day – Our full day hire rate is based on ‘one day’ events, beginning on the morning of the event and ending at 11pm or the following morning (dependant on the terms of your venue).
Multiple Days – total hire period will be agreed in writing at the time of booking.
2. Delivery & Collection
Where applicable, delivery and collection fees are not included in our hire charges and will be calculated as an additional cost within your quote.
3. Installation & Breakdown
All hire prices include full installation and breakdown by our expert team. ‘Dry Hire’ or DIY installation is not permitted due to the health and safety terms and conditions of our public liability insurance.
Install Position: Please ensure that you have taken all necessary measurements of the area for the backdrop prior to booking, noting any low ceilings, uneven flooring and fixtures/fittings in close proximity. If it is not possible to install in the pre-arranged area, a member of the installation team will do their best to agree the next best location with you or your venue.
All hire items will only be installed within a secure, weather-tight building or structure during the hire period and if left overnight. If, upon delivery, it is evident that these conditions can’t be met, we reserve the right to cancel your booking and refund your payment minus our full travel costs and a 50% cancellation fee.
Once installed, all backdrops must stay in the same position until breakdown by a member of our team (see 6a).
Install Timing: The hire rota is completed a week in advance, at which point a member of the MFWC team will contact you and your venue to make arrangements for the day of your event. If you would like to let us know any preferred timings in advance this will be noted and factored in, to the best of our ability.
There are instances where we can install the day before so if this is a possibility, we will discuss this with you and/or your venue on the week of the event.
The Backdrop Hire Company Ltd is not liable for any arrival delays caused by difficulty in accessing your venue at the agreed set up time.
Breakdown Timing: If your venue requires same day collection our latest breakdown time is 11pm. In some circumstances it may be possible to extend collection until midnight for an additional £50, please contact us to request this option.
If it is not possible to collect at the pre-arranged time, additional hire time will be deducted from your damage deposit as appropriate (see 6). Should you wish for a longer hire period please get in touch to discuss extended rates.
In the event that you need to cancel your booking, all payments to date will be retained. Should you need to change the date of your event we will endeavour to provide the items you require for your new date however, we cannot be held responsible if the new event date is not available. We recommend that you purchase wedding/event insurance to cover any losses in the event of cancellation on your part. In the event that we cancel your booking, all payments made to date will be refunded in full.
All items supplied to you on a hire basis remain the sole property of The Backdrop Hire Company Ltd registered to 51 Station Road, Marston Green, Birmingham, B37 7AB.
During the hire period (see 1) all hire items are the responsibility of the hirer (you) and not the responsibility of your venue, marquee provider or event planner. We recommend that you communicate with your venue to ensure the security of all hire items in your absence.
The Backdrop Hire Company Ltd provides all hire items in excellent condition with time-stamped photographic evidence. All items must be collected in the same condition in which they were installed to avoid deductions from your damage deposit (see 6).
6. Damage Deposit
All bookings are subject to a damage deposit up to a maximum of 100% of the total bill, with a minimum of £150. You will receive a PayPal invoice from firstname.lastname@example.org the week prior to your event. Damage deposits are refunded via the same payment method within 3 working days after your event, minus any charges for the following:
- unauthorised relocation (see below),
- visible damage and/or vandalism,
- missing items,
- and/or additional hire time other than that which has been previously agreed.
If the damage amount exceeds the value of the damage deposit a supplementary invoice will be issued for immediate payment. Should you wish to receive a full breakdown of replacement charges before you make your booking please contact us.
Unauthorised Relocation: Due to the structure of our flower walls and arches we respectfully ask that they are not relocated by anybody other than an employee of The Backdrop Hire Company Ltd. Evidence of risk to the integrity of the structure by relocation will incur a deduction from your damage deposit. If you would like the flower wall/arch moved during your event, please contact us for fee info.
7. Public Liability Insurance
The Backdrop Hire Company Ltd is fully insured for Public Liability up to the value of £1,000,000. We can provide a copy of our insurance policy certificate to you or your venue, please contact us for more information on why you might need this.
The Backdrop Hire Company Ltd reserves the right to use any photography of our products taken during the hire period, however we will seek further permission to use any pictures of your guests. Photographs are used for promotional purposes on our website and/or social media. If you have any objections to this, please let us know in writing prior to your event.