Terms and Conditions

Definitions

‘Company’ means The Sleepover Club Isle of Wight.

‘Hirer’ is the person hiring the equipment from the company.

‘Equipment’ is the bell tent, indoor or outdoor sleepover tents, picnic table provided to you including any fabrics, accessories and mattresses.

‘Period of hire’ is the period between completing the set-up of our equipment and the dismantling.

‘Hire charge’ is the amount payable by the hirer to the company as specified on the invoice or email correspondence.

‘Invoice’ is the form issued by the company to the hirer requesting payment of the hire charge and containing details of the equipment and hire period.

1. Intro

The hirer who makes the booking must be present during the hire period and be over 18 years old. This person is responsible for making sure the T&C’s are adhered to.

Each bell tent, indoor/outdoor tent and picnic table have a maximum occupancy number which you must stick to:

• 6 persons maximum in the Bell tent

• 1 person maximum per individual indoor/outdoor tent

• 4 or 8 persons maximum around picnic table depending on size of table

We reserve the right to refuse a booking, but endeavour to treat everyone equally and fairly.

The Sleepover Club Isle of Wight shall not be held responsible or liable for any loss or damage suffered by you or members of your party, the welfare of your party remains the full responsibility of the hirer.

2. Our Responsibilities

1) To deliver the equipment and proceed to erect it on or before the set -up date shown on the invoice.

2) To dismantle and remove the equipment from the site of hire on or after the date shown on the invoice.

3) The company shall ensure reasonable precaution is taken to sanitise equipment a minimum of 24 (twenty-four) hours prior to each booking period. All equipment to be sprayed with antiviral spray and/or washed at 60 (sixty) degrees to minimise the risk of Covid-19 cross infection and left in a sealed bag/container. The company and its employees will wear PPE (gloves and face mask) for any deliveries and collections that are not self-assembly. This will be agreed with the hirer upon booking.

3. Hirer Obligations

1) To have a representative on site at the time of delivery. If hiring the bell tent, the hirer will supply a photograph showing the desired location for the equipment.  In the absence of such a photograph, the company shall position the equipment in the location deemed appropriate by the company at that time.

2) Ensure the site for the bell tent is flat, level and firm and not located under any trees. The company has the right to refuse to erect the equipment if the site is unsuitable. A minimum of 6m x 6m of clear grass is needed to erect our 4m bell tent. It is the hirers responsibility to ensure there is adequate space available. If we are unable to set up due to space being measured incorrectly, we are within our rights to cancel the booking and withhold any monies paid. Pegs need to be pitched into the ground and therefore we are unable to erect onto artificial grass or hard surfaces .

3) Ensure the site has easy and safe access for staff and vehicles.

4) If hiring the bell tent(s), inform the company of any services, drains, pipes, cables or other obstacle that may affect the site.  The company has no responsibility for damage to pipes, cables and underground services whose location was unknown to the company.

5) The hirer shall use the equipment only for its proper purpose and in a safe and correct manner. Any loss, theft or damage must be reported immediately to the company.

6) Erected equipment must not be tampered with or moved once in situ.

7) The hirer is not permitted to repair, alter or add to the equipment with their own furniture without prior consent from the company.

8) The hirer or any third party shall not enter the equipment while it is being erected.

9) The hirer shall not tamper with any structure or any part of the equipment and, in particular, not affix or suspend any items from the equipment without prior written consent from the company. No bubbles (this ruins the water proofing) or balloons/balloon arches you have made yourself due to staining.

10) No lighting, heating, cooking or other gas or electrical appliances of any kind are permitted within the equipment unless prior written consent has been obtained from the company.

11) No smoking or vaping is permitted within 5 metres of the bell tent(s) or the company’s equipment. If any of our equipment smells of smoke, the hirer will have to pay an additional cleaning charge.

12) The hirer shall not light or allow to be lit any fire, candle, bbq or other naked flame within or close to the equipment.

13) No animals are allowed inside tents or on any of our equipment.

14) The hirer agrees to keep any part of the equipment that is a tent completely closed when necessary when not in use.

15) The hirer must follow the company T&C’s to minimise damage to the equipment.

16) The hirer will behave in a proper appropriate and legal manner. If outdoors, please keep noise levels to a minimum after 10:30pm.

17) It is the hirers responsibility to inform The Sleepover Club Isle of Wight with any medical/dietary information for the party. The Sleepover Club Isle of Wight will take no responsibility at any point for any allergies (including skin, food, materials) if not advised in advance.

18) It is the hirers responsibility to supervise children at all times. The central pole of the bell tent/frames of teepees must not be swung from or played with as this could compromise the safety of the tent.

19) It is the hirers responsibility to ensure that food and drinks that are consumed near/on/in the equipment are done so responsibly to reduce the chance of spillages/staining. Also to ensure the following:

- no face paints are to be worn near the equipment

- remove makeup before sleeping in the equipment

- no bubbles due to it damaging the waterproofing on the bell tent

- no wet nail varnish near the equipment

- no pens/paint near the equipment

20. It is the hirers responsibility to make sure that there is adequate space available for the teepees. Each teepee needs a minimum of 180cm (l) x 110cm (w) which needs to be clear from furniture and clean.

4. Loss and Damage

Upon booking  along with the non-refundable deposit , you will be required to pay a refundable damage waiver of:

£15 per teepee

£50 for Luxe Picnic 

£100 for Bell tent 

This will be held until our checks of the equipment are completed.

The hirer shall throughout the period of hire be responsible for the maintenance and safe custody of the equipment. The hirer should notify the company immediately if anything is not working, of incorrect deliveries and unacceptable equipment before use. Failure to do so will be the responsibility of the hirer and NOT The Sleepover Club Isle of Wight. The hirer shall cover the company against the full value of any loss, damage or excessive soiling howsoever caused, unless caused by negligence of the company. You are liable for the full cost of any damage caused during your period of hire.
If the bell tent is damaged and is irreparable you will incur a fee of £400. If one of our A frame tents is damaged and deemed irreparable, you will incur a fee of £100.

There will be an inventory of items that will be checked over and signed on both drop off and collection by both the hirer and The Sleepover Club Isle of Wight. If how ever, we find something to be damaged during our full inspection of equipment after, we will contact you via email.

5. Booking

A non-refundable deposit of £25.00 (£50 for Bell tents)will be taken by the company at the time of booking. This will be deducted from the balance payment which will be due 7 (seven) days prior to the hire period. If the booking is taken less than 7 (seven) days prior to the hire period, payment in full will be required.  Failure to make payment will result in your booking being cancelled and deposit lost.

A confirmation of your booking will be emailed to you at the time of booking.

6. Cancellation

The Sleepover Club Isle of Wight can not be held responsible for the weather, and as such, you cannot cancel/postpone due to bad weather. If The Sleepover Club Isle of Wight deems it unsafe due to high winds to proceed with your bell tent booking, you will be able to move your booking to another mutually agreed date (subject to availability). The weather information will be taken from the MET Office website.

If you have a picnic booking, it is essential you have an indoor space available as an alternative to outside in the instance of bad weather. The Sleepover Club Isle of Wight cannot be held responsible if the picnic cannot be set up due to predicted/bad weather and a suitable alternative setup area has not been found. We will of course try to be as accommodating as we can.

You may cancel your booking no less than 7 (seven) days prior to the hire period.  Cancellation during the 7 (seven) days prior to your hire period will result in full payment required due to loss of availability for others.

The following cancellation charges apply...

- Up to 14 days before the party date, deposit will be lost
- 13-8 days before the party date, 25% of total fee will be refunded
-7-0 days, you are liable for the full cost of the party.

If sickness or other unforeseen circumstances cause an issue with your booking, we will endeavour to postpone your booking to a mutually agreed future date.

In the unlikely event that The Sleepover Club Isle of Wight has to cancel a booking, you will be entitled to a refund of all monies paid but we will not be liable for any compensation.
Our contact number is 07912793612 should you wish to speak with us.

7. Payment

Payments can be made once invoices are issued by the company. A booking is not confirmed unless a deposit/full payment is made.

Payment methods include bank transfer or card payment and must be in pounds (£) sterling.

The full balance is due 7 days before the party date, if the party date is less than 7 days away, full payment will be due immediately.

8. Exclusions of liability

The company shall make every effort to complete the erection and/or delivery of the equipment on or before the set-up date shown on the invoice.  If the equipment is not erected on or before the set-up date, the hirer shall have the right to withdraw and the company will refund monies paid (less non- refundable deposit). If the equipment is not erected due to weather or other circumstances beyond its reasonable control, the company shall not be liable to pay compensation to the hirer.

Force Majeure – The Sleepover Club Isle of Wight cannot accept responsibility for any booking where it is affected or prevented by reason of circumstances that amount to force majeure.

‘Force Majeure’ means any event that The Sleepover Club Isle of Wight could not, even with due care, have foreseen or avoided. Such circumstances include war, threat of war, civil strife, industrial action, pandemics, natural or nuclear disaster, fire, adverse weather conditions, foot and mouth disease or similar events outside of the company’s control.

9. Complaints

In the event of any complaint you may have, please contact the company immediately so that we can resolve any problem, and we will make every reasonable effort to resolve the issue as soon as possible. Please use the company contact number 07912793612 or email thesleepoverclubiow@outlook.com

12. Indemnity

Subject to these terms and conditions, the hirer shall wholly indemnify The Sleepover Club Isle of Wight in respect of all claims from any source at any time, where any injury or death to person(s), damage to property, or loss or damage is caused by, or arises out of, the misuse of equipment by any person other than The Sleepover Club Isle of Wight or their employees.

Governing Law -This contract will be governed by the laws of England and Wales and the  exclusive jurisdiction of the courts of England and Wales.