Terms And Conditions

Terms and Conditions of Hire

1. Hirer’s Responsibility

1.1 The hirer accepts full responsibility for the equipment during the hire period, including responsibility for all users of the equipment.

1.2 The hirer is liable for any loss, theft, or damage caused to the equipment during the hire period.

2. Loss and Damage

2.1 The hirer must notify the company immediately if there is any loss or damage to the hired equipment.

2.2 Improper use includes, but is not limited to:

  • Not following the company’s or manufacturer’s instructions.

  • Using the equipment for purposes other than its intended use.

  • Allowing the equipment to be out of the hirer’s control or possession.

  • Failing to protect the equipment from damage or loss.
    2.3 The hirer agrees to cover the full cost of repairs or replacement (up to the full retail value) if damage or loss occurs due to negligence or improper use.

3. Risk and Liability

3.1 The hirer assumes all risks, including loss, destruction, and liability, associated with the use of the hired equipment.

3.2 Sound And Light Guys are not liable for any injury, loss, or damage — whether direct or consequential — arising from the use or misuse of the equipment, whether used alone or in combination with other equipment.

4. Eligibility

4.1 The hirer must be over 18 years of age and is fully responsible for the hired equipment.

5. Power Requirements

5.1 Power supplied must be between 220–240 volts.

5.2 If generators are used, they must be of good quality and meet the power specifications required for the event.

6. Access Requirements (General)

6.1 Full access for large vehicles is required at the site where the equipment will be set up.

6.2 Sound And Light Guys must be informed in advance of any stairs, lifts, narrow entrances, or other obstacles.

6.3 Sound And Light Guys are not liable for any damage caused to ground surfaces during setup.

7. Indoor Stages

7.1 Clear access to the setup location is required.

7.2 Staging equipment cannot be carried upstairs — a suitable goods lift is required for above-ground setups (minimum size: 2.5 m × 2 m, capable of carrying 500 kg).

8. Outdoor Stages – Site Access Requirements

(8.1) Hand-Built 12 m × 10 m Stage Hire

Vehicle Dimensions & Weights:

  • Delivery Vehicle: Articulated lorry with tractor unit

  • Vehicle Length: 16.5 m

  • Overall Height: 4.2 m

  • Vehicle Weight: Up to 44,000 kg (fully loaded)

Access Considerations:

  • Access for a 16.5 m articulated vehicle to enter, unload, and manoeuvre.

  • Minimum height clearance of 4.2 m along the entire access route.

  • Route must be free of low trees, overhanging branches, bridges, tunnels, cables, or other obstructions.

  • Entrance width, turning space, and surface strength must be suitable for vehicle size and weight.

  • Ground must be firm, level, and capable of supporting heavy vehicles without sinking.

  • Adequate space must be available for unloading and component layout.

(8.2) 10 m Mobile Stage Hire

Vehicle Dimensions & Weights:

  • Vehicle Combination: LWB Van (6 m) + Mobile Stage (10 m) + Towbar/Drawbar (2 m)

  • Total Length: 18 m

  • Overall Height: 3.8 m

  • Trailer Weight: 3,500 kg (plus van’s loaded weight of 3,500 kg)

Access Considerations:

  • Space for 18 m vehicle to enter and manoeuvre.

  • Minimum height clearance of 3.8 m along access route and stage position.

  • Route clear of low trees, cables, bridges, or other obstructions.

  • Firm, level ground to support full vehicle weight.

(8.3) 8 m Mobile Stage Hire

Vehicle Dimensions & Weights:

  • Vehicle Combination: LWB Van (6 m) + Mobile Stage (8 m) + Towbar/Drawbar (2 m)

  • Total Length: 16 m

  • Overall Height: 3.8 m

  • Trailer Weight: 3,150 kg (plus van’s loaded weight of 3,500 kg)

Access Considerations:

  • Space for 16 m vehicle to enter and manoeuvre.

  • Minimum height clearance of 3.8 m.

  • Route clear of low trees, cables, bridges, or other obstructions.

  • Firm, level ground to support full vehicle weight.

General Outdoor Stage Notes:

  • Failure to meet these terms may result in delayed setup, additional charges, or cancellation without refund.

  • All stages require a level, even surface for assembly.

  • In high winds or severe weather, the stage may be deemed unsafe and require evacuation.

9. Pyrotechnics

9.1 No pyrotechnics or open flames are permitted on or near Sound And Light Guys equipment.

9.2 The hirer is liable for any damage caused by pyrotechnics, including burns or fallout dust.

10. Equipment Testing

10.1 Dry hire equipment will be tested upon collection.

10.2 If power is unavailable on-site, testing will be carried out at the company’s base, and results will be reported to the hirer.

11. Equipment Security

11.1 The Hirer shall ensure that all hired equipment is kept secure, protected, and under appropriate supervision at all times, including during overnight periods.

11.2 For festivals, outdoor events, or similar engagements, the Hirer is required to provide competent and dedicated security personnel from the time the equipment is delivered to site until it is fully collected by Sound And Light Guys. This obligation includes continuous overnight security.

11.3 The Hirer shall be solely responsible for any loss, theft, or damage to the equipment arising from inadequate, insufficient, or negligent security arrangements.

11.4 The Hirer agrees to indemnify Sound And Light Guys for all costs incurred as a result of such loss, theft, or damage, including but not limited to repair, replacement, and any associated losses, which shall be chargeable in full.

12. Booking Terms

12.1 A deposit is required to confirm the booking, with the remaining balance due no later than 14 days prior to the hire date.

12.2 Bookings are not confirmed until the deposit has been received. All deposits are strictly non-refundable.

12.3 In the event of cancellation by the hirer for any reason whatsoever, all payments made to date are strictly non-refundable.

12.4 Sound And Light Guys reserves the right to cancel a booking due to unforeseen circumstances and shall not be liable for any further costs, losses, or damages incurred.

13. Hirer’s Additional Responsibilities

13.1 The hirer must provide a site plan or have a representative available on-site to direct setup.

13.2 The hirer is responsible for obtaining all necessary permits, insurance, and licences for the event.

13.3 Sound And Light Guys are not liable for injury, property damage, equipment failure, or events beyond its control, including loss of earnings.

14. Acceptance of Terms

14.1 Confirming your booking constitutes acceptance of these Terms and Conditions.

14.2 Failure to meet these terms may result in delayed setup, additional charges, or cancellation.