Terms and conditions for a furniture and event equipment hire business

Event hire sends valuable stock to a field, a marquee or a village hall and collects it two days later. The terms have to say who bears the risk while the stock is out, what a missing glass or a stained tablecloth costs, what happens when collection cannot take place on time, and how a booking made months ahead can be cancelled. I draft those terms for a fixed fee of £995, delivered in five working days.

Who this is for

Furniture, tableware, linen, lighting and décor hire businesses in England and Wales supplying weddings and private parties for consumers and corporate events, venues, caterers and planners as business customers, either delivered and collected or collected by the customer.

What matters in event hire terms

Risk while the goods are out

The terms should say that the hired goods are at the customer's risk from delivery until collection, whatever the weather and whoever is using them, that the customer must keep them secure and covered, and that goods left outside, unattended or in a venue that is not locked are still the customer's responsibility. Title never passes; the terms should say so, because a customer who thinks they have bought the chairs behaves differently. Upholstered furniture supplied on hire must comply with the Furniture and Furnishings (Fire) (Safety) Regulations 1988, which apply to hire as well as sale.

Loss, damage and cleaning charges

The terms should set out how loss and damage are charged (replacement cost for items that cannot be repaired, a stated charge for repairs and for cleaning beyond normal use), and should require a count and inspection on collection or return with the customer told of shortages promptly. Against consumers, charges must reflect actual cost rather than penalise, or the Consumer Rights Act 2015 treats them as unfair.

Delivery, access and collection

The terms should state delivery and collection windows, that the customer is responsible for access, parking, lifts and stairs and for someone being present, and that failed deliveries or collections caused by the customer or the venue are charged. Late return of customer-collected goods should carry a daily charge. Set-up and dressing are separate services and should be priced separately or excluded.

Cancellation, deposits and specific dates

A hire for an event on a specific date is excluded from the fourteen-day cancellation right by regulation 28 of the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, so your own cancellation scale governs and must be fair. The terms should allow reductions in quantities up to a cut-off, with reductions after it charged, and should treat the deposit as securing the stock for the date.

Business customers, venues and planners

Caterers, venues and planners hire regularly and expect trade terms: an account, monthly invoicing, interest and compensation on late payment under the Late Payment of Commercial Debts (Interest) Act 1998, a liability cap with consequential loss excluded, and a clear statement that the trade customer, not their client, is responsible for the goods. The same document can carry a business section so you do not run two sets of terms.

What it costs

Customer or supplier terms and conditions, £995. One set of terms, customer-facing or supplier-facing, drafted for your business. Five working days.

Review of your existing terms, £495. You already have terms and want them checked and brought up to date. Returned marked up with my amendments and an explanation of the changes. Three working days.

Buying online forms the engagement on payment. The scope is what the terms and conditions drafting page describes, you accept the Terms of Service at checkout, and I email you within four working hours to get started. If you would rather ask something first, email me.

What you get

• A full set of bespoke terms drafted for your business, reflecting the legal requirements that apply to your business and sector
• A note in plain English explaining the terms I have drafted for you
• Liability, payment, termination and IP provisions that protect your position and are drafted to withstand scrutiny from the other side
• Guidance on how to incorporate the terms properly
• Your questions and comments answered by email or phone
• One round of amendments to finalise the terms ready for use

What is not included

• Negotiating your terms with individual customers (I am happy to quote for this as an additional service if required)
• Sector-specific regulatory compliance beyond the contract terms themselves
• Website privacy notice and cookie compliance, which I quote separately
• Terms governed by the law of another country
• Tax advice

Questions I am often asked

The venue locked the goods in overnight and I could not collect. Who pays?

If the terms make access and collection the customer's responsibility, a failed collection is charged and the hire period continues until the goods are back. It is worth sending the collection window to the venue in writing.

Can I charge full replacement for a chipped plate?

The terms can charge replacement cost for items that cannot be used again and a repair or cleaning charge for the rest, provided the amounts reflect your real cost. A stated schedule of charges, given at booking, removes the argument.

A customer wants to reduce the order by half a week before the wedding. Can I hold them to it?

If the terms set a cut-off for reductions and say that later reductions are charged in full, you can. The cut-off should reflect when you turn away other bookings for the stock.

Related guidance and services

• Terms and conditions drafting, £995, the service this page describes
• Contract review, £495
• Terms and conditions for a marquee hire business
• Terms and conditions for an AV, lighting and stage hire business

This page is general guidance for businesses in England and Wales, not advice on your own circumstances. Last reviewed: September 2026. Email geoffrey@caesar.co.uk.