Terms & Conditions
Outdoor Bell Tent Hire
Charges, Policies and Procedures
The hirer agrees by booking with PRoBell Tent Parties and ticking the relevant box on the booking form, that they have read, understood and agreed these terms and conditions.
1. Hiring
1.1 When we say ‘you’ or ‘your’ we mean the person named on the booking form.
1.2 When we say ‘we’, ‘us’ or ‘our’ we mean PRoBell Tent Parties.
1.3 Provisional bookings will be held for 72 hours. If we do not receive a completed booking form and deposit within this time, your chosen date will be made available again. Bookings are confirmed once we have received both a completed booking form and deposit.
1.4 We require a £50 non-refundable deposit to secure your booking.
1.5 The hire fee is for approximately 24 hours. Additional nights hire can be arranged with prior arrangement with us. Delivery and collection times will vary depending on other events booked and an approximate time will be discussed before booking.
1.6 The final balance must be paid at least 14 days prior to the date of your event.
1.7 If the final balance is not paid before 14 days of the booking we reserve the right to cancel your booking and no refund will be given.
1.8 We must receive final numbers of your event 14 days before your booking. If you downgrade your event booking within 14 days of your event we will still charge you the original booking price, with no refund. We cannot guarantee availability of extra bed bundles if you want to increase the size of your booking once it has been booked.
1.9 All prices are subject to change, except where bookings have already been confirmed.
1.10 We require a security deposit of £100. This must be paid at least 14 days before the event. If we do not receive a security deposit within 14 days of the event we reserve the right to cancel your booking. If we need to cancel your booking due to non-payment of the security deposit, no refund will be given.
1.11 The security deposit will be refunded once we have inspected our equipment and are satisfied that there is no damage, usually within 48 hours after the event. In the event that there are damages to our equipment we will deduct the costs from the security deposit. If the damages total more than £100 we will invoice you for the difference which must be paid immediately.
1.12 Delivery, set up and collection is free for locations of up to a 10 mile radius of Walton-on-Thames, Surrey. A £10 surcharge is payable for locations between 10-15 mile radius of Walton-on-Thames, Surrey.
2. Cancellation Policy
2.1 If you have paid in full and cancel before 14 days we will refund you minus the deposit paid.
2.2 If you cancel your booking within 14 days of the event no refund of any monies will be paid.
2.3 We cannot give refunds for any ‘extras’ at any stage that are either personalised or sourced from an external company once the order has been made.
2.4 If you need to change the date of your event before 14 days of your booking we will discuss alternative dates and once chosen your deposit will be used for the new date. Alternative dates will be subject to availability.
2.5 We cannot change the date of your event within 14 days of the booking.
2.6 We reserve the right to cancel your booking at any time for any reason (we will endeavour to give you as much notice as possible). In the unfortunate event that we need to cancel your booking we will refund your booking in full within 14 days including any ‘extras’ ordered from ourselves or via us from a third party.
2.7 We reserve the right to cancel your booking without notice if there is a breach of these
3. Liability and Safety
3.1 We cannot be held responsible or liable for any damage or injury caused by inappropriate use, misuse or reckless use of any of our equipment.
3.2 It is your responsibility to ensure that children are supervised at all times.
3.3 It is your responsibility to ensure the welfare and safety of all guests at your event at all times.
3.4 It is your responsibility to inform guests or guests parents/guardians accordingly of these terms and conditions.
3.5 We carry out risk assessments for all our equipment and ensure that everything used is in accordance with relevant UK Health and Safety Laws.
3.6 Smoking and pets are strictly prohibited within the vicinity of our equipment.
3.7 Only dry, non-sticky food and only water or clear liquid drinks are allowed to be consumed inside the tents.
3.8 No chewing gum, glitter, silly string, wet nail polish are to be used/worn/consumed in the tents to prevent damage or staining to our equipment.
3.9 Electronic equipment including mobile phones, iPad’s, etc are not to be left under pillows, duvets, blankets, etc as it poses a fire risk.
3.10 Our equipment must be kept away from fire and naked flames, bonfires and lit BBQ's at all times.
3.11 We always use non biological washing powder and do not use fabric softener to reduce the risk of allergies. You must inform us of any allergies to washing powders before 7 days of your party. We cannot be liable for any allergic reactions resulting in us not being informed of allergies before your event.
3.12 We hold in date and suitable Public Liability Insurance. Please inform us if you would like to see a copy of the certificate.
3.13 We never pass on any of your information to a third party except where you have asked/agreed to relating to collaborating with external companies for your event.
3.14 All data is processed in accordance with the Data Protection Act 2018 which include GDPR rules.
4. Setting Up and Take Down
4.1 You or another responsible adult must be present at the agreed time for us to set up and style your event.
4.2 You must ensure that adequate space has been made, including removing any furniture, toys, etc ready for the set-up of your event prior to our arrival. We cannot move or help you move furniture due to insurance purposes.
4.3 The space required is 6 metres diameter for the 4 metre bell tent and 9 metres diameter for the 7 metre bell tent. This is to allow for the guy ropes to be pegged in. We cannot peg the guy ropes in astro turf or hard surfaces.
4.4 It is your responsibility to check you have adequate space for the tents to be set up. If we cannot set up on the day due to inadequate space or unsuitable ground we will cancel your event and no refund will be given.
4.5 No running around the bell tent, hanging off/leaning on the centre pole, leaning on the tent, jumping on the beds, etc is allowed as this may cause injury or damage to the equipment. We are not liable for any injuries caused due to carelessness, recklessness or not following these terms and conditions of hire.
4.6 Under no circumstances should any of our equipment be moved or tampered with once it has been set up.
4.7 You must advise us of any parking restrictions, difficult access roads or narrow roads at least 14 days before your booking. We reserve the right to cancel your booking due to the above and no refunds will be given.
4.8 If your road requires a parking permit or charge you must provide us with such permit or pay the charge. You must inform us of the above at least 14 days before the party.
4.9 We will endeavour to arrive at your location at the agreed time, however on occasions there may be circumstances beyond our control that may mean we will arrive later than the agreed time. These may include reasons such as, but not limited to, unpredicted road traffic, road closures, etc. We will contact you to let you know we are running late
if it is possible and safe to do so.
4.10 Please be aware that there may be some grass discolouration where the tent has been put up but this will return.