Hire Terms & Conditions

1. Definitions & Interpretation

EV-ENTZ means EV-ENTZ.CO.UK LIMITED (Company number 06715306), trading as EV-ENTZ Music, with registered office at Ev-Entz Music, Crawford Street, Newport, Wales, NP19 7AY.

Client/Hirer means the person, company, organisation, or entity booking equipment or services from EV-ENTZ.

Equipment means any and all items supplied by EV-ENTZ including but not limited to: backline equipment (amplifiers, guitars, bass guitars, keyboards, drums), orchestral percussion instruments, sound screens, flightcases, microphones, cables, stands, AV equipment, consumables, accessories, and related items.

Services means any service provided by EV-ENTZ including: equipment delivery and collection, installation and setup, operation, stage management, production support, crew services, and technical support.

Hire Period means the period from the earlier of (a) dispatch from our premises, or (b) delivery to your specified location, until equipment is returned to our premises and inspected by EV-ENTZ.

Business Day means Monday to Friday, excluding UK public holidays.

2. How the Contract is Formed

2.1 Booking Methods

You may place hire orders with us by:

• Email to hire@ev-entz.co.uk
• Telephone: +44 (0)1633 250062
• Online enquiry form via our website
• Written purchase order or signed contract
• In person at our premises

2.2 When the Contract Becomes Binding

A legally binding contract is formed at whichever occurs first:

• When EV-ENTZ confirms your booking in writing (by email or signed contract), OR
• When equipment/services are dispatched or supplied to you

2.3 Quotations & Availability

All quotations are valid for the period stated in the quote, or 14 days if no period is specified, subject to availability.

We reserve the right to decline any order, in whole or in part, at our discretion.

2.4 Specification Changes

Any amendments to technical riders, equipment specifications, or service requirements must be agreed in writing. Changes may affect pricing and availability, and will be confirmed before implementation.

3. Pricing, Deposits & Payment Terms

3.1 Hire Charges

Hire charges and all applicable fees will be as shown in your quotation or invoice, including:

• Equipment daily/weekly hire rates
• Delivery and collection charges
• Installation and setup fees (where applicable)
• Crew and stage management services
• Any special requirements or consumables

3.2 Payment Terms

Unless otherwise stated in your quotation/invoice, payment terms are as follows:

• Business clients: Payment within 30 days of invoice date (or as specified on invoice)
• New clients or high-value bookings: We may require deposit or full prepayment before dispatch
• Consumer bookings: Payment terms as specified in quotation

3.3 Accepted Payment Methods

We accept payment by:

• Bank transfer (BACS) - preferred method
• Credit/debit card (Visa, Mastercard - we do not accept American Express)
• Cash (for collection in person)

3.4 Late Payment

Where payment is not made by the due date, we shall be entitled to:

• Charge interest at 8% per annum above the Bank of England base rate, accruing daily from the due date until payment is received in full
• Suspend services for future bookings until account is settled
• Apply a late payment administration fee of £50.00 plus VAT

3.5 Bank & Processing Fees

The Client is responsible for all bank charges, currency conversion fees, and payment processing fees associated with their payment.

4. Insurance Requirements (MANDATORY)

4.1 Client Insurance Responsibility

You must arrange insurance that covers the full new-for-old replacement value of all hired equipment, including:

• Theft - from any location, including vehicles
• Accidental damage - drops, knocks, impacts
• Malicious damage - vandalism or deliberate harm
• Water damage - rain, spills, flooding
• Fire damage - complete or partial
• Transit coverage - loading, unloading, courier, and vehicle transit
• Storage coverage - while equipment is in your possession

4.2 EV-ENTZ Does Not Provide Insurance

EV-ENTZ does not provide insurance cover of any kind. The Client remains 100% responsible for loss or damage to equipment regardless of cause, except where directly caused by EV-ENTZ's proven negligence.

4.3 Proof of Insurance

EV-ENTZ reserves the right to request proof of adequate insurance before releasing equipment or commencing services. If proof cannot be provided when requested, we may:

• Delay service until proof is provided
• Cancel the booking without liability for your consequential losses
• Refuse to release equipment

4.4 Liability Where Insurance Not Held

If you fail to maintain adequate insurance, you remain fully liable for the new-for-old replacement cost of any equipment that is lost, stolen, or damaged, plus all associated costs (see Section 9).

5. Your Responsibilities During Hire

5.1 Safe Keeping & Security

You are responsible for the safe keeping, security, and proper storage of all hired equipment during the Hire Period. This includes:

• Ensuring equipment is stored in secure locations when not in use
• Not leaving equipment unattended in unsecured areas or vehicles (unless insured for such circumstances)
• Protecting equipment from theft, weather, water, and environmental damage
• Ensuring adequate security measures at venues and storage locations

5.2 Correct Use & Competent Operators

Equipment must only be used:

• By competent, trained, and experienced personnel
• In accordance with manufacturer guidelines and operating manuals
• For its intended purpose and within safe operating parameters
• In accordance with reasonable professional practice in the events and production industry

5.3 Prohibited Actions

You must NOT, without our prior written consent:

• Modify, repair, or alter any equipment
• Remove labels, serial numbers, or branding
• Sub-hire or loan equipment to third parties
• Sell, pledge, or dispose of equipment
• Use equipment outside the United Kingdom
• Use equipment in hazardous or extreme conditions without prior approval

5.4 Power, Access & Working Conditions

Where services include crew, installation, or setup, you must provide:

• Suitable electrical power supplies with appropriate ratings and safety
• Safe working conditions compliant with H&S regulations
• Adequate space for equipment setup and operation
• Safe loading/unloading access
• Required venue access passes, parking permits, and security clearances

5.5 Equipment Compatibility

You are responsible for ensuring hired equipment is compatible with other equipment in use, and that all combined equipment can be operated safely together.

6. Equipment Condition, Check-In & Check-Out

6.1 Equipment Supplied in Good Condition

EV-ENTZ supplies all equipment in clean, serviceable, and good working condition, tested before dispatch.

6.2 Inspection Upon Delivery/Collection

You must inspect all equipment immediately upon delivery or collection and notify us within 24 hours of any issues, defects, missing items, or damage.

Failure to report issues within this timeframe will be treated as acceptance that equipment was received in good condition, except for latent defects not discoverable by reasonable examination.

6.3 Reporting Damage or Malfunction

Any damage, loss, malfunction, or issue arising during the Hire Period must be reported to EV-ENTZ as soon as reasonably possible, and no later than the same working day where the issue affects usability.

6.4 Equipment Substitution

EV-ENTZ reserves the right to substitute equipment with items of equivalent or superior specification where necessary to fulfil your booking. We will notify you of significant substitutions where practical.

6.5 Risk Transfer

Risk in the equipment transfers to you at the earliest of:

• Delivery to your specified location
• Collection by you from our premises
• Dispatch via courier (if arranged by you)

7. Delivery, Collection, Access & Site Requirements

7.1 Delivery Area

We deliver to locations throughout the UK. All deliveries must be signed for by a person aged 18 or over.

7.2 Delivery Timeframes

Estimated delivery times will be stated in your quotation. While we make every effort to meet these estimates, we cannot be held liable for delays caused by circumstances beyond our reasonable control, including:

• Traffic conditions or road closures
• Severe weather
• Vehicle breakdown
• Venue access restrictions or delays
• Force Majeure events (see Section 13)

7.3 Client Responsibilities for Access

You must ensure and are responsible for:

• Providing accurate delivery addresses and venue contact details
• Ensuring safe vehicle access, parking, and loading facilities
• Obtaining all required venue permissions (loading permits, parking passes, security clearances)
• Providing on-site contact person available during delivery/collection windows
• Ensuring venue staff are aware of scheduled deliveries/collections

7.4 Waiting Time & Access Delays

Waiting time caused by the following may be chargeable at £60 per hour (or part thereof):

• Venue access restrictions or permission delays
• Lack of parking or loading facilities
• Venue not ready for delivery/collection
• Late show clearances or overrunning events
• Incorrect site information provided

7.5 Abortive Visits

If a delivery or collection cannot be completed due to access failure, incorrect details, refusal at site, or venue closure, we reserve the right to charge:

• Full delivery/collection fee for the aborted visit
• Additional visit fee for rescheduled delivery/collection
• Storage fees where equipment cannot be returned to our premises

7.6 Return Requirements

Unless otherwise agreed in writing, all equipment must be:

• Returned by 12:00 noon on the return date specified in your booking
• Packed securely in the original cases/packaging provided
• Clean and in good working condition
• With all cables properly coiled and secured with velcro (not tape)

8. Crew, Stage Management & Production Services

8.1 Safe Working Conditions

Where EV-ENTZ provides crew, stage management, or production support, you must:

• Provide safe working conditions in compliance with UK Health & Safety legislation
• Comply with all venue H&S requirements and procedures
• Provide venue site inductions where required
• Ensure adequate welfare facilities (breaks, refreshments, toilet facilities)
• Provide required PPE if not standard (client-specific requirements)

8.2 Crew Scheduling & Call Times

Crew call times, breaks, meal breaks, and schedules must be agreed in advance in writing. Significant changes to schedules on the day may incur additional charges based on:

• Extended working hours
• Overtime rates (beyond 10 hours per day)
• Meal break penalties (if breaks not provided as scheduled)
• Early or late start/finish times

8.3 Venue-Imposed Costs

You are responsible for any third-party costs imposed by venues unless otherwise agreed in writing, including:

• Mandatory venue stewards or security
• Venue loading crew requirements
• Vehicle permits or access fees
• Power supply charges
• Waste disposal or venue charges

8.4 Accreditation & Access

You must provide all required accreditation, passes, wristbands, or credentials for crew to access venue areas necessary for service delivery.

9. Loss, Theft, Damage & Replacement Charges

9.1 Full Replacement Liability

You will be charged at full new-for-old replacement cost for any equipment that is:

• Lost, stolen, or missing
• Damaged beyond economic repair
• Damaged and requiring replacement
• Damaged along with cases, accessories, or associated items

9.2 Repair Costs

You will be charged the full cost of professional repair for equipment requiring repair to restore it to serviceable condition, including:

• Parts and labor
• Specialist technician fees
• Courier/shipping costs to repair facilities
• Re-testing and certification

9.3 Loss of Hire Income

Where equipment becomes unavailable for subsequent bookings due to loss or damage, you may be charged for reasonable loss of hire income during the period equipment is unavailable. Daily loss of hire rate will be calculated at the standard daily hire rate for the affected equipment.

9.4 Cleaning Charges

Equipment returned in an unreasonably dirty condition will incur cleaning charges:

• Minor cleaning (dust, fingerprints): £20 per item
• Moderate cleaning (mud, spillages, tape residue): £40 per item
• Deep cleaning (smoke residue, liquids, heavy soiling): £80+ per item

9.5 Cable Handling Charges

Cables returned not properly coiled and secured, or with rigging tape still attached, will incur a handling charge of £5.00 + VAT per cable.

10. Maintenance, Repairs & Equipment Issues

10.1 Proper Maintenance During Hire

You agree to properly maintain equipment during the Hire Period and notify us immediately if any problems arise with equipment operation.

10.2 Do Not Attempt Repairs

You must NOT attempt to repair, modify, or alter any hired equipment without our prior written approval. Any unauthorized repairs may:

• Void warranty coverage
• Result in additional damage charges
• Compromise equipment safety
• Result in your liability for full replacement cost

10.3 Faulty Equipment Protocol

If equipment develops a fault during hire:

1. Stop using the equipment immediately if it's a safety concern
2. Contact EV-ENTZ as soon as possible (same day where practical)
3. We will advise whether equipment should be returned or can be replaced on-site
4. We will arrange replacement equipment or credit where appropriate

10.4 Latent Defects

Where equipment develops a fault caused by a latent defect (not discoverable by reasonable examination at delivery), and not caused by misuse, wear and tear, accident, or neglect, we will:

• Credit hire charges for the period the equipment was unusable
• Reimburse reasonable transportation costs for returning faulty equipment (with prior approval)
• Provide replacement equipment where available and practical

10.5 Right of Access for Inspection

We reserve the right to inspect, repair, or replace equipment during the Hire Period. You authorize us to access any property where equipment is located, or where we reasonably believe it to be located, to carry out inspection, repair, or replacement.

11. Cancellations, Postponements & Amendments

11.1 Cancellation Requirements

All cancellations must be made in writing (email acceptable) to hire@ev-entz.co.uk

11.2 Business Customers - Cancellation Charges

The following cancellation charges apply for business customers (as a percentage of total hire charge, excluding delivery/installation):

• More than 4 days before hire start: Refund of monies paid less any delivery costs, restocking fees, or third-party costs already incurred
• 72-96 hours before hire start: 25% of hire charge
• 48-72 hours before hire start: 50% of hire charge
• 24-48 hours before hire start: 75% of hire charge
• Less than 24 hours before hire start: 100% of hire charge

11.3 Consumer Customers - Cancellation Rights

If you are a consumer (not booking for business purposes), you have the right to cancel the contract:

• Within 7 days from the day after the contract is formed, OR
• Until the hire commences (whichever is sooner)

To exercise cancellation rights, advise us in writing immediately to hire@ev-entz.co.uk. We are not obliged to accept cancellation once hire has commenced.

11.4 Postponements

Postponements may be treated as cancellations if equipment or crew cannot be reallocated to other bookings for the originally scheduled dates. Where postponement is possible, rescheduling fees may apply based on work already undertaken.

11.5 Non-Refundable Third-Party Costs

You remain liable for non-refundable costs already incurred on your behalf, including:

• Third-party transport or courier bookings
• Specialist equipment hired in from other suppliers
• Crew contracted specifically for your event
• Venue-imposed fees or permits

11.6 Cancellation After Equipment Dispatch

You cannot cancel once equipment has been dispatched or delivered unless we agree to such cancellation in writing. Full hire charges will apply.

12. Liability, Limitations & Indemnity

12.1 Limitation of Liability

EV-ENTZ is not liable for indirect or consequential losses arising from equipment hire or services, including but not limited to:

• Loss of profits or revenue
• Loss of ticket sales or business opportunities
• Loss of reputation or goodwill
• Show cancellations or stoppages
• Costs of alternative equipment hire
• Audience refunds or compensation

12.2 Cap on Direct Liability

Where EV-ENTZ is found liable for direct loss arising from proven negligence, our total liability is limited to the value of the services provided for the affected booking (i.e., the hire charge paid or payable), except where such limitation is prohibited by law.

12.3 Exceptions to Limitations

Nothing in these Terms limits or excludes liability for:

• Death or personal injury caused by negligence
• Fraud or fraudulent misrepresentation
• Any other liability which cannot be limited or excluded under UK law

12.4 Client Indemnity

You agree to indemnify and hold harmless EV-ENTZ against all claims, losses, damages, costs, and expenses (including legal fees) arising from:

• Your use or misuse of hired equipment
• Injury to persons or damage to property caused by your use of equipment
• Your breach of these Terms
• Third-party claims related to your use of equipment or services

12.5 Consumer Rights

If you are a consumer, nothing in this Section 12 affects your statutory rights under UK consumer protection legislation.

13. Force Majeure (Events Beyond Our Control)

13.1 Force Majeure Events

EV-ENTZ shall not be liable for delay or failure to perform our obligations due to events beyond our reasonable control, including but not limited to:

• Severe weather conditions (flooding, snow, storms)
• Vehicle breakdown despite reasonable maintenance
• Road closures or transport disruption
• Venue closures or access restrictions
• Government restrictions or regulations
• Pandemic or public health emergencies
• Industrial action or strikes (affecting suppliers, transport, or venues)
• Supplier failures or equipment unavailability
• Power failures or telecommunications failures
• Acts of terrorism, civil unrest, or war
• Fire, flood, or natural disasters

13.2 Notification & Mitigation

If a Force Majeure event occurs, we will:

• Notify you as soon as reasonably practical
• Use reasonable efforts to mitigate the impact
• Propose alternatives or rescheduling where possible
• Provide updates on resolution timeframes where available

13.3 Extended Force Majeure

If Force Majeure prevents performance for more than 7 days, either party may terminate the contract by written notice. Where termination occurs:

• Charges paid for services not yet provided will be refunded
• Charges for services already provided remain payable
• Neither party shall be liable for consequential losses

14. Contract Termination & Equipment Repossession

14.1 Termination by EV-ENTZ

We may terminate the contract immediately and repossess equipment without notice if:

• You breach any of these Terms
• Payment is not made when due
• You enter into insolvency, administration, or liquidation
• You cease trading or threaten to cease trading
• Equipment is being used in an unsafe or unauthorized manner
• Equipment is at risk of damage, loss, or seizure
• We have reasonable grounds to doubt your solvency

14.2 Right of Repossession

Upon termination, you authorize EV-ENTZ to:

• Enter any property where equipment is located (or reasonably believed to be located)
• Repossess equipment immediately
• Use reasonable force to secure access to equipment (without damaging property)

14.3 Costs of Repossession

You shall be liable for all reasonable costs associated with equipment repossession, including transport, storage, and administration costs.

14.4 Charges Upon Termination

Upon termination for breach, you remain liable for:

• All hire charges up to the date of repossession
• Any damage, loss, or cleaning charges (Section 9)
• Loss of hire income if equipment is unavailable for subsequent bookings
• Costs of repossession

15. Data Protection & Privacy

15.1 Data Processing

EV-ENTZ processes personal data (contact details, billing information, booking records) in accordance with UK data protection legislation (UK GDPR and Data Protection Act 2018).

15.2 How We Use Your Data

We use your data to:

• Process and fulfil your booking
• Communicate with you about your hire
• Send invoices and payment reminders
• Maintain hire records and customer accounts
• Comply with legal obligations (accounting, insurance)
• Send service updates or equipment availability information (where you've consented)

15.3 Data Retention

We retain booking data for 7 years for accounting and legal purposes, in line with UK business record requirements.

15.4 Your Rights

You have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion (subject to legal obligations)
• Object to data processing in certain circumstances
• Lodge a complaint with the Information Commissioner's Office (ICO)

15.5 Full Privacy Policy

For complete details on how we process personal data, please refer to our Privacy Policy and Cookie Policy available at www.ev-entzhire.co.uk

16. Complaints & Dispute Resolution

16.1 How to Complain

If you have a complaint about our equipment or services, please contact us in writing with full details:

• Email: hire@ev-entz.co.uk
• Post: EV-ENTZ Music, Crawford Street, Newport, Wales, NP19 7AY

16.2 Our Response Commitment

We aim to:

• Acknowledge your complaint within 2 Business Days
• Investigate thoroughly and fairly
• Provide a substantive response within 10 Business Days
• Work with you constructively to resolve issues

16.3 Good Faith Resolution

Both parties agree to attempt to resolve disputes in good faith through negotiation before commencing legal proceedings.

16.4 Alternative Dispute Resolution

If we cannot resolve a dispute through direct negotiation, we may agree to use:

• Mediation through an independent mediator
• Industry arbitration schemes
• Other alternative dispute resolution methods

17. General Provisions

17.1 Entire Agreement

These Terms, together with your quotation/invoice and any written amendments, constitute the entire agreement between EV-ENTZ and the Client and supersede all previous agreements, understandings, and representations.

17.2 Variations & Amendments

Any variation to these Terms must be agreed in writing and signed by both parties. Verbal agreements or informal communications do not vary these Terms unless subsequently confirmed in writing.

17.3 Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable, that provision shall be severed and the remaining provisions shall continue in full force and effect.

17.4 Waiver

Failure by EV-ENTZ to enforce any provision of these Terms shall not be construed as a waiver of that provision or our right to enforce it in future.

17.5 Assignment

You may not assign, transfer, or sub-contract your rights or obligations under these Terms without our prior written consent. We may assign or subcontract our obligations where reasonable and appropriate.

17.6 Third-Party Rights

These Terms are between EV-ENTZ and the Client only. No third party has any right to enforce any provision of these Terms under the Contracts (Rights of Third Parties) Act 1999.

17.7 Notices

All notices under these Terms must be in writing and may be served by:

• Email (deemed delivered when sent if sent during business hours)
• First class post (deemed delivered 2 Business Days after posting)
• Hand delivery (deemed delivered immediately)

17.8 Governing Law & Jurisdiction

These Terms and any dispute or claim arising from them (including non-contractual disputes) shall be governed by the laws of England and Wales.

The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising from these Terms.

17.9 Language

These Terms are drafted in English. Where translated versions are provided for convenience, the English language version shall prevail in the event of any inconsistency.