SOUTH COAST HIRE GROUP
TERMS & CONDITIONS OF HIRE AND SERVICES
These Terms and Conditions govern the hire of equipment and provision of associated services by South Coast Hire Group (“SCHG”, “we”, “us” or “our”) to its customers (“the Hirer”, “you” or “your”).
1. Definitions and Scope
1.1 These Terms and Conditions apply to the hire of generators, temporary electrical distribution equipment, cabling, audio equipment, visual equipment, lighting, staging, rigging, event equipment and related accessories.
1.2 They also apply to delivery, collection, installation, dismantling, technical operation, event support and associated services supplied by SCHG.
1.3 “Dry Hire” means equipment supplied for use by the Hirer without SCHG providing an operator throughout the hire period.
1.4 “Staffed Hire” means equipment supplied with SCHG personnel providing agreed installation, operation, supervision or technical services.
1.5 “Hire Agreement” means the quotation, booking confirmation, hire schedule and these Terms and Conditions, together with any agreed written variations.
1.6 Where a customer is acting as a consumer rather than for business purposes, their mandatory statutory rights take precedence over any conflicting provision.
2. Quotations and Booking Confirmation
2.1 Quotations are valid for 30 days unless otherwise stated and are subject to availability.
2.2 A booking becomes confirmed when SCHG has accepted the booking and the required booking payment has been received, except where SCHG has expressly agreed alternative arrangements for an approved account customer.
2.3 SCHG requires a 25% booking payment based on the agreed booking value unless otherwise agreed in writing.
2.4 The remaining balance is payable in accordance with the payment schedule shown on the booking confirmation or invoice.
2.5 Where required, SCHG may request identification, business information, a security deposit or evidence of suitable insurance before releasing equipment.
2.6 The Hirer must provide accurate information about the intended equipment use, hire location, operating conditions, access requirements and event dates.
2.7 Amendments requested after confirmation may be subject to additional charges, which will be communicated before the changes are agreed wherever reasonably practicable.
3. Payment Terms
3.1 The 25% booking payment will be credited towards the total agreed booking value and is not an additional fee.
3.2 Customers without an approved credit account must pay the remaining balance by the due date specified on their booking confirmation or invoice.
3.3 Approved account customers must pay invoices within 30 calendar days of the invoice date, unless alternative terms have been agreed in writing.
3.4 SCHG reserves the right to refuse credit facilities or withdraw future credit facilities following a reasonable assessment of payment history or credit risk.
3.5 Where a business invoice becomes overdue, SCHG may charge statutory interest and eligible recovery costs in accordance with the Late Payment of Commercial Debts legislation.
3.6 SCHG may suspend future supply to a business customer with overdue invoices, subject to its existing contractual obligations and applicable law.
3.7 Prices are subject to VAT where applicable. Any quotation to a consumer will identify the full payable price, including VAT and mandatory charges where calculable.
4. Hire Period
4.1 The hire period will be specified on the quotation or booking confirmation.
4.2 Unless otherwise agreed, the Hirer is responsible for the equipment from handover or delivery until return or collection.
4.3 The agreed hire charges remain payable for the booked period, subject to SCHG meeting its contractual obligations and the customer’s statutory rights.
4.4 Requests to extend a hire must be authorised by SCHG and are subject to equipment availability.
4.5 Equipment retained beyond the agreed return time may incur additional hire charges at the applicable rate.
4.6 Where equipment is not available for an agreed collection, SCHG may charge reasonable costs for subsequent collection attempts and any resulting extended hire period.
5. Generator Hire and Running Hours
5.1 Unless expressly stated otherwise in the quotation or booking confirmation, the standard three-day generator hire rate includes a maximum of 50 engine running hours in total.
5.2 The 50-hour allowance applies across the complete standard three-day hire period. It is not an allowance of 50 hours per day.
5.3 Any generator running hours exceeding the included allowance will be charged additionally at the applicable rate specified in the quotation or hire schedule.
5.4 Different running-hour allowances may be agreed for longer hires, specialist generators or individually negotiated bookings.
5.5 Generator running hours will be determined using the machine’s fitted hour meter or another reasonable, agreed monitoring method.
5.6 SCHG may record the hour-meter reading at delivery and collection. These readings will be used to calculate any chargeable additional running hours, subject to correction for errors or faults.
5.7 The Hirer must not tamper with, bypass or interfere with generator hour meters or monitoring equipment.
5.8 Where monitoring equipment is damaged or faulty, SCHG and the Hirer will use reasonable available evidence to establish actual operating hours.
5.9 Any additional running-hour charges will be itemised and invoiced following completion of the hire, unless otherwise agreed.
6. Generator Operation and Safety
6.1 Generators must be used only for their intended purpose and in accordance with all instructions provided.
6.2 The Hirer must ensure that any generator operated under their control is used by a competent person familiar with the equipment.
6.3 Generators must be positioned in a suitable, stable and ventilated location, with adequate access for servicing, refuelling and emergency intervention.
6.4 Engine-driven generators must not be operated indoors or in enclosed or inadequately ventilated areas due to carbon monoxide and exhaust hazards.
6.5 The Hirer must not overload generators or bypass protective systems.
6.6 Electrical connections must be undertaken by competent persons using suitable distribution and protective equipment.
6.7 The Hirer is responsible for ensuring safe operation, correct electrical loading and appropriate protection of the generator while under their operational control.
6.8 Where SCHG provides operators, the responsibilities of SCHG personnel and the Hirer will be defined by the agreed scope of services.
6.9 Any warning, breakdown, fault, abnormal noise or dangerous operating condition must be reported to SCHG as soon as reasonably practicable. Unsafe equipment must be stopped and isolated where appropriate.
6.10 SCHG may recover reasonable costs arising from misuse, overloading, unauthorised modifications or negligent operation, except where caused by SCHG or defective equipment.
7. Fuel and Refuelling
7.1 Fuel is not included in the hire price unless expressly stated in the quotation.
7.2 The Hirer is responsible for fuel consumed during the hire period unless SCHG has agreed to provide a managed fuel service.
7.3 Where a generator is supplied with fuel, the starting fuel level will be recorded or otherwise agreed.
7.4 Any fuel reconciliation or additional fuel charges will be calculated in accordance with the arrangements specified in the quotation.
7.5 Only the correct fuel grade specified for the equipment may be used.
7.6 The Hirer must use suitable procedures and containers for fuel storage, handling and refuelling.
7.7 The Hirer must take reasonable steps to avoid contamination, leakage, spills and environmental damage.
7.8 SCHG may charge reasonable costs associated with fuel contamination, incorrect fuel or damage caused by improper refuelling attributable to the Hirer.
7.9 Where SCHG has been contracted to manage fuel, the agreed fuel supply responsibilities will be identified in the booking documentation.
8. Electrical Distribution Equipment
8.1 Temporary electrical distribution equipment, cables, connectors and protection devices must be installed and used in accordance with applicable safety requirements.
8.2 Equipment must not be overloaded, modified or connected to unsuitable electrical systems.
8.3 The Hirer must protect cables and connectors from crushing, vehicle damage, water ingress, unauthorised interference and other avoidable hazards.
8.4 Suitable cable protection, barriers, signs and safe routing must be provided where necessary.
8.5 The Hirer must not alter electrical installations completed by SCHG without appropriate authorisation.
8.6 Connections to fixed installations or existing site electrical systems must be undertaken by suitably competent persons.
9. Audio-Visual, Sound and Lighting Equipment
9.1 All audio-visual and lighting equipment must be operated according to the manufacturer’s requirements and SCHG instructions.
9.2 Equipment must be protected against water ingress, excessive temperatures, impact, theft and other avoidable damage.
9.3 Sound, lighting and visual equipment must be installed on suitable supports or structures using appropriate safety systems.
9.4 Only competent persons may undertake specialist rigging, suspension, electrical connections or complex system setup.
9.5 The Hirer must ensure that the venue provides adequate power, safe installation areas and any necessary authorisations.
9.6 The Hirer must not modify equipment, remove safety devices or use equipment outside its rated capacity.
9.7 Additional charges may apply for missing accessories, damaged cables, broken connectors and equipment requiring cleaning beyond normal use, where attributable to the Hirer.
10. Staging, Structures and Rigging
10.1 Staging, trussing, rigging and temporary structures must be installed, used and dismantled by appropriately competent personnel.
10.2 The Hirer must provide accurate information about the venue, ground conditions, load requirements and intended use.
10.3 Safe working loads and design limits must not be exceeded.
10.4 No equipment, scenic elements, banners or other loads may be added to SCHG-installed structures without appropriate assessment and authorisation.
10.5 The Hirer is responsible for preventing unauthorised access to structures or equipment under their control.
10.6 Where required, suitable structural calculations, inspection documentation, site permissions and safety procedures must be arranged by the party identified in the quotation.
10.7 SCHG may suspend or refuse an installation where conditions are unsafe or necessary structural information has not been provided.
11. Dry Hire Responsibilities
11.1 Where equipment is supplied on a Dry Hire basis, the Hirer is responsible for its proper operation, supervision and security during the hire period.
11.2 The Hirer must ensure that all operators have sufficient training and competence for the equipment concerned.
11.3 Equipment must not be dismantled, repaired or modified without written authorisation from SCHG.
11.4 Equipment may only be used at the agreed hire location unless relocation has been authorised.
11.5 Equipment must be returned complete, reasonably clean and in the same general condition as supplied, allowing for fair wear and tear.
11.6 The Hirer must not sub-hire, sell, pledge or otherwise dispose of equipment belonging to SCHG.
12. Staffed Hire and Technical Services
12.1 Where SCHG supplies technical personnel, the agreed scope of duties, operating hours and services will be identified in the quotation or booking confirmation.
12.2 SCHG will provide its services with reasonable care and skill.
12.3 The Hirer must ensure that SCHG personnel have suitable site access, safe working conditions and necessary information to undertake the agreed works.
12.4 Changes to crew requirements, operating hours, event schedules or technical specifications may incur additional charges.
12.5 SCHG personnel may refuse unsafe instructions or stop work where continuing would present a serious health and safety risk.
12.6 The Hirer must not require personnel to undertake work beyond the agreed scope without prior agreement.
12.7 Additional staff hours, standby periods and overtime will be charged at the rates stated in the quotation or otherwise agreed before being incurred where practicable.
13. Delivery, Installation and Collection
13.1 Delivery, installation and collection will take place at the location and within the time arrangements agreed.
13.2 The Hirer must provide safe, suitable and unobstructed access for equipment, vehicles and personnel.
13.3 The Hirer must notify SCHG of access restrictions, unsuitable ground, loading limitations, site hazards, stairs, lifts and other relevant conditions.
13.4 The Hirer is responsible for obtaining required venue and site permissions unless otherwise agreed.
13.5 Additional costs resulting from inaccurate site information, denied access or delays caused by the Hirer may be chargeable where reasonable.
13.6 The Hirer must ensure that hired equipment is accessible and ready for collection at the agreed time.
13.7 Where the site is unsafe or unsuitable, SCHG may postpone the relevant work until the identified issue is resolved.
14. Equipment Inspection and Condition
14.1 SCHG will take reasonable steps to supply equipment in safe, serviceable and suitable condition.
14.2 The Hirer should inspect equipment upon receipt and promptly notify SCHG of visible damage, missing items or apparent defects.
14.3 Failure to identify an issue immediately will not prevent the Hirer from reporting a subsequently discovered defect or exercising statutory rights.
14.4 SCHG may record equipment condition through inspection reports, inventory lists, photographs or handover documentation.
14.5 Any damage discovered on return will be assessed fairly, taking account of the handover condition and normal wear and tear.
15. Damage, Theft and Loss
15.1 Equipment remains the property of SCHG or its relevant supplier at all times.
15.2 During a Dry Hire period, the Hirer must take reasonable steps to safeguard equipment from damage, theft, loss and misuse.
15.3 The Hirer may be liable for loss or damage occurring while equipment is under their care or control, except to the extent caused by SCHG’s negligence, breach of contract, inherent defects or circumstances for which the Hirer is not legally responsible.
15.4 Fair wear and tear will not be charged.
15.5 Theft, loss or significant damage must be reported to SCHG promptly. Suspected theft should also be reported to the police where appropriate.
15.6 Where the Hirer is legally responsible for damage, SCHG may charge the reasonable cost of repair.
15.7 Where equipment cannot reasonably be repaired or recovered, SCHG may seek the reasonable replacement value of equivalent equipment, taking account of its age, condition and market value.
15.8 SCHG may also recover reasonable directly associated costs, provided there is no double recovery.
15.9 The Hirer must not attempt unauthorised repairs.
16. Insurance
16.1 SCHG requires the Hirer to maintain appropriate hired-in equipment insurance for specified hires.
16.2 Any mandatory insurance requirements, minimum cover values or evidence requirements will be communicated before booking confirmation.
16.3 Business customers are responsible for maintaining appropriate insurance relating to their activities and legal responsibilities.
16.4 Where SCHG provides staffed services, each party remains responsible for insurance appropriate to its own activities and contractual responsibilities.
16.5 Insurance arranged by SCHG does not automatically insure the Hirer’s interests or liabilities.
16.6 Failure to obtain insurance does not automatically establish liability for a loss, but does not relieve the Hirer of any liability otherwise arising under the agreement or law.
17. Equipment Faults and Breakdowns
17.1 SCHG will take reasonable steps to ensure equipment is fit for the agreed hire purpose and in satisfactory working condition.
17.2 Any suspected fault must be reported as soon as reasonably practicable.
17.3 The Hirer must cease operating equipment where continued use may be unsafe or cause further damage.
17.4 Where a fault is attributable to equipment supplied by SCHG, SCHG will take reasonable steps to repair or replace it or provide an appropriate remedy.
17.5 Where a fault results from misuse, overloading, fuel contamination or unauthorised interference, the Hirer may be responsible for reasonable associated costs.
17.6 The Hirer must provide reasonable access for fault investigation, repair or replacement.
17.7 Nothing in this section excludes rights or remedies available to consumers under applicable law.
18. Cancellation, Postponement and Booking Changes
18.1 The Hirer must notify SCHG in writing of a request to cancel or postpone a confirmed booking.
18.2 The 25% booking payment forms part of the booking price. It is not automatically forfeited upon cancellation.
18.3 Where the Hirer cancels without SCHG being in breach, SCHG may deduct or recover reasonable losses arising directly from the cancellation, including properly incurred non-recoverable costs, taking account of expenses saved and reasonable opportunities to re-hire the equipment.
18.4 Any applicable cancellation schedule or agreed charges will be disclosed before the booking is confirmed.
18.5 Postponements are subject to availability and agreement between the parties.
18.6 Where SCHG cancels a booking for reasons within its control and does not provide an acceptable alternative, it will refund sums due to the customer and comply with any further applicable legal obligations.
18.7 Where a consumer has a statutory cancellation right, that right takes precedence over these contractual cancellation arrangements.
19. Late Returns and Extended Hire
19.1 Equipment must be returned or made available for collection at the agreed time.
19.2 Extensions are subject to prior approval from SCHG.
19.3 Unauthorised extensions may incur additional hire charges at the applicable rates.
19.4 Where late return results in further reasonably foreseeable direct losses, SCHG may seek recovery of those losses where legally permitted, without double charging for the same loss.
19.5 The Hirer must notify SCHG as soon as practicable if equipment cannot be returned on time.
20. Health, Safety and Environmental Protection
20.1 Both parties must comply with applicable health, safety and environmental requirements relating to activities under their control.
20.2 The Hirer is responsible for supplying accurate site information and ensuring that the site is safe for the agreed activities.
20.3 Risk assessments, method statements and other safety documentation will be provided by the party responsible for the relevant work.
20.4 Equipment must not be operated in unsafe conditions.
20.5 Appropriate fire precautions, emergency access, fuel storage arrangements and environmental controls must be maintained.
20.6 SCHG may stop work or decline to operate equipment where a serious safety risk exists.
20.7 Any accident, hazardous event, significant fuel spill or serious equipment failure must be reported promptly.
21. Liability
21.1 SCHG will exercise reasonable care and skill in the supply of equipment and services.
21.2 SCHG will not be responsible for losses caused solely by incorrect operation, misuse or unsafe actions of the Hirer or persons under the Hirer’s control.
21.3 For business-to-business contracts only, liability for indirect or consequential commercial losses, including loss of profit or business interruption, is excluded to the extent legally permissible and reasonable.
21.4 Any separately agreed limitation on direct business-to-business liability must be clearly stated in the Hire Agreement and is subject to applicable law.
21.5 Nothing in these terms excludes or restricts liability for death or personal injury resulting from negligence, fraud, fraudulent misrepresentation or any liability that cannot lawfully be excluded.
21.6 Nothing in these terms affects a consumer’s statutory rights concerning equipment, services or remedies.
22. Events Beyond Reasonable Control
22.1 Neither party will be responsible for delay or non-performance caused by circumstances genuinely beyond its reasonable control, subject to mandatory statutory rights.
22.2 Such events may include severe weather, major infrastructure disruption, government restrictions or natural disasters.
22.3 The affected party must give notice as soon as reasonably practicable and take reasonable steps to minimise disruption.
22.4 Where performance becomes impossible or materially affected, the parties will consider suitable alternatives, rescheduling or appropriate refunds in accordance with the agreement and applicable law.
23. Termination
23.1 SCHG may terminate a hire agreement where the Hirer commits a material breach, fails to make payment after appropriate notice, or operates equipment in a way that creates a serious safety risk.
23.2 Where reasonably practicable, the Hirer will be given an opportunity to remedy a breach before termination.
23.3 On lawful termination, the Hirer must return or make available equipment belonging to SCHG.
23.4 SCHG may recover outstanding sums and reasonable losses arising from the Hirer’s breach, subject to applicable law.
23.5 Any equipment recovery action will be undertaken lawfully.
24. Website and Intellectual Property
24.1 SCHG aims to ensure information on www.schg.co.uk is accurate and up to date.
24.2 Equipment availability, specifications and displayed prices may change.
24.3 A website listing does not constitute confirmation of a hire booking.
24.4 Equipment substitutions will be discussed with the Hirer and must be suitable for the agreed purpose.
24.5 Website images, branding, text and other content owned by SCHG may not be reproduced without authorisation except where legally permitted.
25. Data Protection
25.1 SCHG may collect and process personal information to administer enquiries, bookings, payments, deliveries and customer relationships, and for other lawful purposes.
25.2 Personal data will be handled in accordance with applicable UK data protection legislation.
25.3 Further information will be provided in SCHG’s Privacy Policy, available on its website.
26. Complaints and Disputes
26.1 Customers should contact SCHG promptly with any concerns relating to equipment or services.
26.2 SCHG will seek to investigate and resolve complaints fairly and within a reasonable period.
26.3 The parties should make reasonable efforts to settle disputes amicably before commencing proceedings.
27. Governing Law
27.1 These Terms and Conditions are governed by the laws of England and Wales, subject to any mandatory rules that apply to consumers elsewhere in the United Kingdom.
27.2 For business customers, the courts of England and Wales will have jurisdiction unless otherwise agreed.
27.3 Consumer customers retain any rights to bring proceedings in other courts available under applicable law.
28. Contact Details
South Coast Hire Group
Website: www.schg.co.uk
Registered / Trading Address: 28 Holly Grove, Verwood, Dorset, BH31 6XA
Email: info@southcoasthiregroup.co.uk
Telephone: 01425 207780
End of Terms & Conditions of Hire and Services