Terms & Conditions of hire

These Terms and Conditions are your agreement with WoodSmoke Yurts. Upon Confirmation of a booking you agree to be bound by these Terms and Conditions of Hire. WoodSmoke Yurts is owned and managed by Ben Lawless.

Equipment is defined as any of our alternative tents, plus equipment and all furnishings hired through WoodSmoke Yurts (WSY) by our clients.

WSY will deliver and set up all agreed equipment, to the address, on the delivery date at the time agreed between hirer and client. If WSY are excessively busy the delivery time may be changed in agreement with the hirer. WSY will dismantle and remove the equipment from the site on the agreed date and time as agreed by between the hirer and WSY. We allow two full working days for setting up our SkyBarn 10m x 20m Yurt and 1 day to fully dismantle and leave site.

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WSY will provide equipment that is in good working order.

Conditions of Hire:

1. The hirer accepts full responsibility for the safety of the equipment and the safety of any person who makes use of the equipment for the duration of the hire period.
2. The hirer is responsible for the safety and security of all equipment from the date of the installation to their removal from the site.

3. Cats/Dogs or any other animals are not permitted inside the tents supplied by WSY.
4. The hirer will take all reasonable steps to make sure that the equipment is not at any time altered or interfered with.
5. Any damage caused to the tent and it’s equipment and furnishings will be the sole responsibility or the client/hirer and they will be invoiced for the damaged caused. We strongly advice insurance to be set up by the Events Manager/ Venue / Land owner.
6.The hirer takes full responsibility for the actions of third parties that cause safety issues or fire risks and consequences that result from such risks.
7. Any fire or barbecue or fire bowl must be situated at least 15 feet away from the tent/ tipi/ yurt and must be extinguished when un-attended.
No smoking inside the yurts. No open flames or cooking equipment is to be set up in the Yurts / Tents unless previously agreed with by WSY.
8. The hirer will book a pitch that is accessible for WSY to access their vehicles and erect the tents. If WSY are given false information regarding the site and cannot access it the contract may be terminated. We suggest arranging us to visit your site, the first site visit being free of charge. Any more site visits will be charged at £1 per mile from Pilton BA44FJ. The grass should be cut short and no overhanging trees should be above the pitch site. 10. No fires, cigarettes, candles or any cooking equipment are allowed inside the tipi/yurts/ tents.
11. All doors should be closed and secured when the hirer leaves the tipi/yurt/tents at the end of the night.
12. The equipment remains the sole property of WSY at all times and the hirer is prohibited from hiring, selling or parting possession from the equipment for the duration of the hire period.
13. Whilst WSY will always do its best to ensure that you enjoy the use of the tipi/yurt, WSY

cannot be held responsible for bad weather. If we are unable to pitch due to flooding an alternative date will be offered.
14. When you vacate the tent please close the doors.

WSY may, where necessary, use other suppliers for certain equipment requested by their clients. Any items hired through WSY for the purpose of their clients will be solely the responsibility of the clients. If we use other suppliers we will send you their own company Terms & Conditions of Trading.

15. The clients may not extend the hire period without prior permission from WSY and WSY has the right to decline the request if the ‘equipment’ has been booked for another destination for that time. If WSY agrees to extend the period, the client agrees to pay any extra charges accordingly. Each additional hire day of the ‘equipment’ outside of the agreed hire period as stated on the invoice, incurs a charge of approximately 15% of the final quote as stated on the invoice.

16. If WSY has to clear and stack any equipment such as tables and chairs without prior arrangement between the client and WSY, then additional charges of at least £160 will incur.

17. WSY or any of our suppliers will not be responsible for any injury or damage to persons/ property arising from the use of any equipment under hire. WSY or our suppliers will not be liable for any direct, indirect or consequential loss, damage or additional costs that may arise as a result of WSY or any of our suppliers being in default of the performance of its duties.

18. WSY will need permission to be on site to deliver and set up the yurts / tents as early as possible and to stay on site to ensure the work is done on time. The times will be agreed by the client and WSY. Each hire period is normally up to 1 week. We allow 2 days to set up and 1 day to take down so please ensure you have the right to use the land for this hire period.

19. Our suppliers of ‘extra equipment’ will make every effort to deliver and collect at the times requested by our clients within normal working hours Mon-Fir 8am to 5pm, but specific timings cannot be guaranteed. Removal of goods will be as promptly as possible, but collection cannot be guaranteed immediately after use from every venue at the same time. It is the client’s responsibility to ensure that equipment is kept dry and secure until collected.

20. WSY will provide equipment that is in good working order. Electrical equipment will be PAT tested.

21. The client accepts full responsibility for the safety of the yurt equipment and the safety of any person who makes use of the yurt for the duration of the hire period.

22. The client is responsible for the safety and security of the yurt and all other tents hired

through WSY from the date of installation to their removal from the site. PAYMENT:

23. We require 25% of the final price to secure the booking. Once the deposit is paid you are agreeing to abide by the rules set out in these terms and conditions of hire. Full payment is required before or on delivery of the tents.

24. Any additions / alterations to your booking can be made at any time up until 6 weeks before the hire period begins. We will do our best to accommodate our client. We must have all details secured and confirmed at least 6 weeks before the hire period begins. Any requests for changes after this time are likely to be declined and WSY has that right to refuse any changes at this time.

25. Deposit : A BACS payment or Paypal payment of 25% of the final price is required to secure the booking. Once the deposit is paid the client is bound by these Terms and Conditions of hire. The deposit must be received within 10 days after the invoice is sent. The remaining balance is due before or on delivery. Any Paypal payments will incur the Paypal fee.

26. In the event of cancellation: Should the client cancel the booking then WSY will keep the deposit used to confirm the booking.

27. If the invoice has been paid and the client then cancels the booking three months or closer to the event a 50% refund of the total invoice price will be offered. If cancelled three months or closer to the event and payment is yet to be received by WSY: If the payment is yet to be received by WSY at the time of cancellation then fifty percent (50%) of the total invoice price shall be payable to WSY by the client. The client shall be sent an invoice and this will need to be paid within 1 month of the invoice date.

28. WSY has the right to change these Terms of Trading at any time so please be aware of the most recent version by referring to our website.

YURT SALOON:
Booking Conditions / Terms and Conditions for hiring our Yurt Saloon:

Once the deposit is paid, your booking is secure and these terms and conditions are part of a legally binding contract between WoodSmoke Yurts (WSY) and the Client. If the items in these terms and conditions are not met we reserve the right to either withdraw our services or make an additional charge to cover our reasonable costs or losses in revenue.

1) A refundable deposit of £250 will be required to confirm your booking. Providing terms and conditions are not breached you will be refunded £50 per £300 spent at the Bar up to the original deposit paid.
2) If you have to cancel your booking then the following will be forfeited. Up to 6 months

before the event date you will receive 75% refund 6 months to 3 months 50% if less than 3 months unfortunately we cannot refund any of your deposit.
3) WSY are strict on the legal drinking age. Guests that appear to be under 21 years of age may be asked for photo I.D. E.G driving licenses, passports, or pass approved I.D. cards.

4) WSY will not serve anyone who is excessively drunk, or who is abusive or threatening to staff or other customers or guests.
5) WSY will serve welcome drinks supplied by the client with prior arrangement. We must know if welcome drinks and table drinks are being supplied by our clients. We would ask that you inform us if this is the case in advance so that we know what arrangements have been made. Any alcohol still being made available 30 minutes after the meal/toasts/coffee will result in loss of entire deposit.

6) WSY will provide a Tens license for the event.
7) We will need good access to the site.
Grass must be cut short and no over hanging trees or obstructions where the yurt is to be sited. If the access is not good or the site unsuitable then we have the right to cancel the booking and the deposit will not be returned.
8) Bar opening times: Bar opening times will be subject to approval by the relevant authorities.
9) Electric power supply:
The client shall ensure a 13amp or 32amp power supply at or near to the bar location, unless arranged with WSY for our off-grid package.
Payment for drinks:
10) All drinks are paid for as sold on the night, with the exception of prepaid drinks packages or prepaid free bars. We can only operate on a cash basis and do not have debit/ credit card facilities. We will not run a tab type bar unless monies have been paid prior to the event or an agreement has been drawn up
All pre-paid bars must have cleared payment before the event
11) WSY may run out of a particular drink or two, and shall not be held responsible for this. 12) The client is responsible for providing free water for guests. We do supply bottled water and a charge is made for this. We supply a 25L container of Glastonbury Spring Water sourced from the White Well & provide free squash for children.
13) We do not do table service. WSY staff will welcome your guests with drinks if this has been arranged prior to the event. Tea and coffee is provided if guests come to the bar and purchase. All drinks are to be served from our Yurt Saloon unless they are Welcome drinks.

14) Deposits will be retained should your event breach the conditions set out in these T&C’s.

15) Once your deposit is paid your booking is confirmed & you are bound by these T&C’s.

16) WSY have the right to alter these Terms and Conditions