Hire Terms

Welcome to the Cotswold Weddings and Events website hire terms of use.

These terms of use apply to the use of this website and by accessing this website and/or placing a hire order you agree to be bound by the terms and conditions set out below. If you do not agree to be bound by these terms and conditions you may not use or access this website.

Booking form information
If you book our services you are agreeing to comply with and be bound by the following terms and conditions of hire.

The 'Company' is Soame Trading Ltd. Trading as Cotswold Weddings and Events. The 'hirer' is any person or company who hires or has agreed to hire goods from the company. 'Goods or equipment' means goods provided by the company in accordance with the company's standard terms and conditions of hire.

Acceptance of conditions
The customer's acceptance of goods on hire implies acceptance by signing and agreeing to our conditions of hire as given below.

Retention of title
All goods remain the absolute property of the company and the customer undertakes not to sell, offer to sell, assign charge, pledge or underlet, lend or otherwise deal with the products unless agreed otherwise with the company.

A £101.00 non-refundable deposit which includes a transaction fee of £1.00 is required to reserve your booking with us of which will be deducted on the final invoice. Bookings can be completed on our website here. The non-refundable deposit of £101.00 will be taken using the facility of PayPal.

Minimum spend
A minimum spend requirement of £200.00+vat & delivery is required within a 20-mile radius of Cotswold Weddings and Events or a minimum spend of £300.00+vat & delivery for 40 miles from Cotswold Weddings and Events. For events/venues further than 40 miles, we have a minimum spend of £500.00+vat & delivery. For events in other areas these are available on request. Please contact us for more information.

Day of setup
We do not provide a venue dressing service; this will need to be completed by you or your venue.
Please note we are a 'hire' company not an 'event planning' company. We will only provide the items as discussed and confirmed on your booking.

Hire of goods
Being a hire product along with all our other hired items, they may have slight scratches and marks, none of these items are new so will have a slight wear and tear.

Before we can supply any event, we will require a pre-authorised card. Pre-authorisation is a temporary hold on an amount of money in your account for 7 days and is used as a security deposit for any missing/damaged items while they are out on hire. If anything were damaged or missing from the event, we will automatically take replacement costs of the item from the amount and send a receipt for this along with the description of the item's missing/damaged. The customer acknowledges that the company is entitled to charge any credit, debit card nominated for any charges that are due which maybe more than the pre-authorised amount for the replacement of stock. If the items can be returned back complete and undamaged we will be happy to refund you for those item(s).
A member of our team will contact you the week leading up to your event to take the pre-authorised payment via credit/debit card. Please ensure enough funds are available. Pre-authorisations are all done through the company and invoices, if made, will be made out from the company who take charges for missing/damaged items.
Pre-authorised amounts:
£0 -£1499 = £100.00
£1500 – £1999 = £150.00
£2000 – £2999 = £200.00
£3000 + = £300.00
*we strongly recommend that you check back all the hired items along with us when we come to collect/you return, as after this our decision is final. We also recommend taking event/wedding insurance out to cover any charges made.

Cover loss or damage of hired equipment
The customer assumes complete responsibility for loss of, or damage to the hire products (other than fair wear and tear) from the time the equipment is collected or delivered to the venue/premises, and until it is collected/returned. The charge will be for the cost of replacing the equipment with new stock. For a full list of the prices please contact us. We strongly recommend you taking out event/wedding insurance for such instance.

Payment for damaged or missing items
By accepting the booking form you are happy for us to take payment from the pre-authorised card for any missing/damaged items at replacement cost.
If we do need to use the pre-authorised card then we will send you a receipt along with a description of the goods that were missing/damaged. Any payment taken will also include a £1.00 transaction fee.
We strongly recommend that you sign the hired items in and out before they are collected/returned. If you are unable to do this, we will check the items at both the venue and our warehouse, and our decision is final.

Badly stained
Where our hired items are returned badly stained or soiled or may require additional work to get the product back to a re-hireable standard, there may be an additional cleaning time added to your account. Examples of this are; lanterns, candelabras/mirrors with excessive candle wax.

Hire charges – period of hire
The hire charge for the products commences from the time that we dress the venue and continues until the equipment is collected.

The full balance is due 4 weeks prior to your event date and an invoice will be sent 8 weeks in advance. Once the invoice has been paid, we cannot issue refunds on any items that are no longer required but can exchange items subject to stock availability. Cancellation will result in the forfeit of the deposit or full amount 4 weeks prior to the event. If full payment has not been made 4 weeks prior to the event we reserve the right invoice in full for loss of work. If you are paying by credit/debit card, then there will be a transaction fee of £1.00 applied. You can make full payment using bacs where the transaction fee will not be applicable.

Cancellation will result in the forfeit of the deposit 4 weeks prior to the event. Cancellation where full payment has been made and before the 4 week period, will result in an overall percentage lost.
90 days before: lose the money you put down as a deposit
70 days before: lose 50% of the cost of your order
50 days before: lose 75% of the cost of your order
28 days before: lose 100% of the cost of your order
Cancellation must be made in writing and either sent to our address at the bottom of this page or by email to we will write to you confirming the cancellation so please do contact us if you haven't heard from us as we may not have received your request.

Changes to an order
You are able make changes to your order up until; either where full payment has been made or 4 weeks before the event if payment has not been made. Once full payment has been made these items are assigned to you and your event. Significant changes to an order may change the quote you originally obtained. Items can be added on as long as they are in stock at any point.

Any discrepancies with an order must be notified within 7 days after the event in writing. Any discrepancies that are not notified during this period will be exempt from any credit/refund. We recommend you contact us immediately if there are any questions or issues relating to your booking, so we can resolve it as soon as possible,

Adverse weather conditions
We cannot accept responsibility for any of our items that are used outside should they be damaged, soiled or affected by weather conditions after we have left them – examples are; lanterns affected by wind or rain, outside gazebos where fabrics are affected by wind or rain. In the event of adverse conditions, it is Cotswold Weddings and Events sole discretion on all outside décor if to provide the hired items due to potential damage and safety. Therefore, no refunds are given for any items not used under such incidences or should be affected by weather.

Cancellation due to adverse weather
In adverse weather conditions such as snow & ice, it is Cotswold Weddings and Events decision not to deliver hired goods to the venue if it jeopardises the safety of our staff. Cotswold Weddings and Events will endeavour to get the hired goods to the venue and exhaust every option that is available before cancellation of the booking. It is the responsibility of the hirer to make sure the hired goods are insured for such incidences.

Hours of work
Standard hours are Monday - Friday 9am - 5pm. This does vary and we will do our upmost to answer and calls and emails out of hours where possible. Collection, delivery and returns will be sorted on an order by order basis, please do check your venues terms and conditions regarding setup and collection times prior to accepting our terms and conditions/booking.

Prices quoted are inclusive of vat which is chargeable at the standard rate at 20%.
Termination of liability
The company shall be relived of all liability for obligations incurred to the hirer and any other third party.

This contract shall be governed by English law in the courts of England.
Soame Trading Ltd
T/A Cotswold Weddings and Events
35 High Street
Witney, Oxon
OX29 7RH
Tel: 07850334326 (9am to 5pm mon to fri) We will try our best to answer out of hours and at weekends.

We strongly suggest checking this page regularly and especially prior to your event.