Hire Terms & Conditions
Stretch tent hire Devon
Terms and Conditions
1. Booking / Save-the-Date Fee
A non-refundable booking / save-the-date fee of £150 + VAT is required to secure an event date with Pocket Alpaca Events.
No dates will be reserved without payment of this fee.
This fee is separate from the hire cost and is not deducted from the final balance.
2. Hire Cost and Balance Payment
The agreed stretch tent hire fee must be paid in full no later than one calendar month before the event date unless otherwise agreed in writing.
Failure to make payment may result in cancellation of the booking and loss of the save-the-date fee.
3. Damage Deposit
A £500 refundable security deposit is required prior to installation.
The deposit will be returned after collection and inspection of the tent, provided there is no damage, loss, or excessive cleaning required.
Any repair, replacement, or cleaning costs will be deducted from the deposit.
If costs exceed £500 the hirer agrees to pay the remaining balance.
4. Installation and Removal
Pocket Alpaca Events is responsible for the delivery, installation, and dismantling of the stretch tent.
The hirer must ensure safe and clear access to the site at the agreed installation and collection times.
The tent must not be moved, altered, or dismantled by anyone other than representatives of Pocket Alpaca Events.
5. Site Requirements and Permissions
The hirer is responsible for ensuring the ground is suitable, level, and free from underground services such as pipes, cables, or drains.
Any required permissions, licences, or landowner approvals are the responsibility of the hirer.
Adequate vehicle access and working space must be provided.
6. Use of Equipment
No naked flames, fireworks, BBQs, heaters, or cooking equipment are permitted inside or near the tent unless agreed in writing.
Smoking or vaping inside the stretch tent is strictly prohibited.
Nothing may be attached, tied, or fixed to the tent structure without prior written approval.
Guests must not hang decorations, lighting, bunting, signage, or equipment from the tent structure unless approved in writing by Pocket Alpaca Events.
The tent must be used only for its intended purpose.
7. Damage, Loss and Cleanliness
The hirer is responsible for any damage caused by misuse, negligence, vandalism, or guest behaviour.
Damage includes tears, burns, stains, cigarette burns, missing components, or structural stress.
Excessive cleaning or waste removal may result in additional charges.
8. Weather and Safety
The stretch tent is designed for normal outdoor weather conditions when correctly installed.
In the event of severe weather warnings, unsafe wind speeds, or conditions that may compromise safety, Pocket Alpaca Events reserves the right to delay installation, refuse installation, or dismantle the tent.
These decisions are made solely in the interest of safety for guests, property, and equipment.
Pocket Alpaca Events accepts no liability for weather-related disruption, cancellation of events, or associated losses.
9. High Wind and Emergency Removal
If weather conditions deteriorate and wind speeds exceed safe operating limits, Pocket Alpaca Events may return to the site to lower or dismantle the tent.
The hirer agrees to cooperate fully with any safety instructions given by Pocket Alpaca Events staff.
Any refusal to follow safety instructions may result in immediate removal of the structure without refund.
10. Cancellation Policy
The £150 + VAT booking / save-the-date fee is non-refundable in all circumstances.
If cancellation occurs within one calendar month of the hire date the full hire cost remains payable in addition to the booking fee.
The £500 security deposit is not required if the event is cancelled unless installation has already taken place or costs have already been incurred.
Pocket Alpaca Events reserves the right to retain payments already made to cover administration, scheduling, and preparation costs.
11. Collection and Inspection
The tent will be inspected upon collection by Pocket Alpaca Events.
If no issues are found the £500 security deposit will normally be returned within a few working days.
12. Acceptance of Terms
Payment of the booking / save-the-date fee confirms acceptance of these Terms and Conditions with Pocket Alpaca Events.
13. Third-Party Equipment and Contractors
Pocket Alpaca Events is not responsible for the actions or equipment of third-party suppliers including DJs, bands, caterers, bar providers, generator suppliers, or event organisers.
Third-party equipment must be positioned at a safe distance from the stretch tent and must not come into contact with the tent fabric, poles, ropes, or structural components.
Generators, lighting rigs, speakers, catering equipment, heaters, and similar items must not be placed directly against the tent structure.
Any damage caused by third-party contractors will remain the responsibility of the hirer.
Pocket Alpaca Events reserves the right to request that equipment be moved if it presents a risk to the tent or the safety of guests.
14. Ground Anchoring and Stakes
Stretch tents require secure anchoring to the ground using steel stakes or alternative weighted systems in order to remain safe and structurally stable.
Where ground conditions allow, Pocket Alpaca Events will install steel stakes into the ground to secure the tent.
These stakes may penetrate the ground to a depth of approximately 600mm to 1000mm depending on ground conditions.
The hirer is responsible for informing Pocket Alpaca Events of any underground services such as water pipes, drainage pipes, electrical cables, irrigation systems, or other buried utilities prior to installation.
Pocket Alpaca Events accepts no responsibility for damage to underground services that have not been clearly identified before installation.
Minor disturbance to grass or ground surfaces may occur during installation and removal of stakes.
Every effort will be made to minimise disruption, however Pocket Alpaca Events accepts no responsibility for minor ground marks or surface disturbance caused by normal installation procedures.
If staking is not possible due to ground conditions or site restrictions, alternative weighted anchoring systems may be required and may incur additional hire costs.
15. Weather and Event Cancellation
The stretch tent is designed to provide shelter from normal outdoor weather conditions including rain and sun.
The hire of the tent remains payable regardless of weather conditions, including rain, wind, or changes to the client’s event plans.
Cancellation of an event by the hirer due to forecast or actual weather conditions does not entitle the hirer to a refund of the booking fee or hire charges.
Pocket Alpaca Events cannot accept responsibility for weather conditions or any disruption, inconvenience, or losses caused by weather affecting the event.
The hirer is responsible for making appropriate contingency plans for their event.
16. Liability and Responsibility
Pocket Alpaca Events maintains appropriate public liability insurance for the hire and installation of stretch tents.
Once the tent has been installed and handed over to the hirer, the hirer becomes responsible for the safe use of the structure and surrounding area for the duration of the hire period.
Stretch tents require ropes, poles, and ground stakes which may present a trip hazard.
The hirer is responsible for ensuring guests, contractors, and event staff are made aware of these features and take appropriate care.
Pocket Alpaca Events accepts no liability for injury, loss, or damage caused by misuse of the equipment, interference with the structure, or failure to follow safety guidance provided.
The hirer must ensure that no person interferes with the tensioning system, ropes, poles, or anchoring points of the tent.
Pocket Alpaca Events
Address: Otters Pocket, Weston Honiton, EX143PF
Phone: 07539752118 | VAT: 463733382