Terms and Conditions
1. Full Payment
Full payment must be completed within 15 days of the invoice date and no later than 72 hours before the scheduled delivery date. Equipment will not be delivered until full payment is received.
2. Cancellation Policy
Cancellations made at least 72 hours prior to the scheduled delivery will not incur any charges, and any pre-existing payment will be refunded.
Cancellations made after this timeframe will not automatically qualify for a refund, and a 30% administrative fee may be applied.
3. Terms of Hire
3.1. The hirer or invoice recipient is responsible for ensuring that the rented items are covered by event or building insurance. All losses or damages will be subject to charges. Oxford Sound Hire recommends securing insurance coverage for all equipment against loss and damage during the rental period.
3.2. Failure to return equipment will result in charges at the full current replacement cost, in addition to any other accrued charges.
3.3. Equipment returned in a damaged or soiled condition will incur additional repair or replacement costs.
3.4. Oxford Sound Hire disclaims responsibility for damage or injury caused by misuse, post-delivery reconfiguration, movement, or improper setup of equipment.
3.5. Hirers must be 18 years or older.
4. Delivery Details
4.1. Prior arrangements must be made to ensure access for delivery vehicles.
4.2. Delivery drivers require access through the venue entrance closest to the setup area, with a parking space within 30 meters of the event space.
4.3. A waiting time charge of £1 per minute will be applied if delivery or retrieval is not possible at the agreed time.
5. Deliveries to Oxford University Buildings
5.1. Inform lodge staff of delivery and collection times.
5.2. Coordinate all entrances, gates, and access points with lodge staff before the delivery date.
6. Customer Collection and Return
6.1. Address:
Big Yellow Storage, Horspath Industrial Estate, Peterley Rd, OX4 2TZ
6.2. Times:
Customer collection and return of equipment is available daily at 11:00 by prior arrangement only.
6.3. Identification Requirements:
Prior to collection, customers must present a valid photo ID (driving license or passport) and a utility bill displaying the customer’s name and the billing address provided. Copies of these ID documents will be securely deleted upon the return of the equipment. Equipment will not be released without the presentation of these required documents.
7. Late Collection and Return Policy
7.1. If a customer is unable to attend the scheduled collection or return time, they must notify Oxford Sound Hire in advance.
7.2. Customers arriving 15 minutes or more after the scheduled collection or return time will incur a charge of £1 per minute of delay.
7.3. Extensions to the agreed hire period must be discussed with Oxford Sound Hire in advance of the agreed return time.
8. Equipment Use and Responsibility
8.1. The equipment hired is for the sole use of the hirer and may not be sub-hired or used for purposes other than that stated in the contract without prior permission.
8.2. The hirer is responsible for ensuring that the equipment is operated in a safe and professional manner.
9. Condition of Equipment
All equipment is checked for proper functionality before dispatch. Any faults or missing items must be reported within 24 hours of receipt.
10. Liability
10.1. Oxford Sound Hire will not be liable for any consequential loss or damage, including delay, loss of earnings, or injury arising out of the failure or misuse of hired equipment.
10.2. The company’s liability is limited to the repair or replacement of the faulty equipment only.
11. Insurance and Loss
11.1. Oxford Sound Hire is not responsible for insuring the equipment during the hire period.
11.2. The hirer bears full responsibility for equipment from the time it leaves the Oxford Sound Hire premises until it is returned.
12. Equipment Misuse and Setup
12.1. Oxford Sound Hire is not responsible for any damage caused by equipment that has been reconfigured, moved, or tampered with after it has been set up by our team.
12.2. Misuse of equipment, including improper connections, incorrect power sources, or failure to follow setup instructions, will void any liability claims and may result in additional charges for damages.
13. Scheduled Access and Venue Coordination
13.1. The hirer is responsible for ensuring the venue provides sufficient access to allow for equipment delivery and setup. This includes informing venue staff of our scheduled arrival time and ensuring access to the delivery area and setup location.
14. Health and Safety Regulations
14.1. The hirer must ensure that the venue and the event space comply with relevant health and safety regulations, particularly with regard to electrical equipment and proper ventilation.
14.2. Oxford Sound Hire reserves the right to refuse equipment setup if the venue is deemed unsafe or non-compliant with necessary standards.
15. Equipment Breakdown and On-Site Assistance
15.1. Oxford Sound Hire provides equipment that is tested for functionality prior to delivery. In the unlikely event of a breakdown, the hirer must contact Oxford Sound Hire immediately for assistance.
15.2. Any breakdowns due to operator misuse or interference are not covered by Oxford Sound Hire, and any costs associated with damage repair will be charged to the hirer.
16. Staff and Operator Requirements
16.1. Oxford Sound Hire can provide trained staff for the operation of audio-visual equipment if requested in advance. This service is available for an additional charge.
16.2. Hirers who choose to operate equipment themselves must ensure they are familiar with its proper use. Oxford Sound Hire will not be liable for equipment malfunctions caused by incorrect operation.
17. Agreement
By agreeing to these terms, customers acknowledge and accept the conditions outlined above, ensuring a smooth and efficient process for all parties involved.