EQUIPMENT HIRE POLICY
This Hire Policy outlines the terms for renting audio, visual, DJ and lighting equipment from Beatmatch UK. By hiring equipment from us, the customer agrees to the conditions described below.
1. Booking & Payment
• A hire booking is confirmed once the quote has been accepted and any required deposit has been received.
• By accepting a quote or making payment, the customer agrees to these Hire Terms & Conditions.
• Unless otherwise agreed in writing, full payment must be received prior to collection, delivery or installation of the equipment.
• All prices quoted are based on the agreed equipment, services and hire period stated within the quotation. Any changes or additions may result in additional charges.
• Equipment must be returned or made available for collection at the agreed date and time.
• Equipment retained beyond the agreed hire period may be subject to additional hire charges until it is returned or recovered by Beatmatch UK.
2. Identification Requirements
Customers may need to provide the following upon request:
• Valid photo ID (passport or driving licence).
• Proof of address dated within the last 3 months.
Beatmatch UK reserves the right to refuse hire without acceptable identification.
3. Equipment Collection & Delivery
• Equipment may be collected from the Beatmatch UK warehouse or delivered for an additional charge.
• Delivery, setup, and collection services must be pre-arranged.
• Customers collecting equipment are responsible for transporting it safely.
4. Customer Responsibility
From the moment equipment is collected or delivered, the customer is fully responsible for:
• Safe handling and correct operation.
• Preventing damage, theft, or loss.
• Ensuring equipment is used only by competent individuals.
• Returning equipment in the same condition it was supplied.
Any loss or damage will be charged at full repair or replacement cost.
5. Use of Equipment
• Equipment must be used safely and only for its intended purpose.
• All UK laws, venue rules, and safety regulations must be followed.
• No unauthorised repairs, alterations, or modifications are permitted.
• Outdoor use requires appropriate weather protection.
6. Technical Support
• Basic operating instructions are provided with all hires.
• Additional support or on-site technicians can be provided at an extra cost.
7. Faults & Breakdowns
• If equipment develops a fault, stop using it immediately and contact Beatmatch UK.
• Do not attempt repairs.
• Where possible, a replacement or engineer call-out will be offered.
No refund will be issued for faults caused by misuse or negligence.
8. Loss, Theft & Damage
• The customer is liable for any loss, theft or damage during the hire period.
• Full replacement costs apply if items cannot be repaired.
• Missing cables, clamps, stands or accessories will also be charged.
9. Late Returns
• Late returns may incur a daily charge.
• If equipment is not returned and cannot be recovered, full replacement charges will apply.
10. Cancellation Policy
Standard Hire:
• If a booking is cancelled within 48 hours of the event hire date, a cancellation charge of 100% of the total quoted hire fee will apply.
• Earlier cancellations may receive partial refunds or credit depending on preparation costs.
11. Larger Events - Hire Value of £1,000 or More
For bookings where the total quoted hire value is £1,000 or more:
• If a booking is cancelled more than 28 days before the event date, the deposit will be refunded, less any costs already incurred by Beatmatch UK in connection with the booking.
• If a booking is cancelled within 28 days of the event date, a cancellation charge of 25% of the total quoted hire fee will apply.
• If a booking is cancelled within 14 days of the event date, a cancellation charge of 50% of the total quoted hire fee will apply.
• If a booking is cancelled within 7 days of the event date, a cancellation charge of 100% of the total quoted hire fee will apply.
• Any sub hired equipment, external suppliers, third-party services or other non refundable costs arranged specifically for the booking may remain fully chargeable, regardless of when the cancellation is made.
• Cancellation notice must be provided in writing. The date on which Beatmatch UK receives the written cancellation will be used to determine the applicable cancellation charge.
• Any outstanding cancellation charges will be confirmed by Beatmatch UK following cancellation and will become payable in accordance with the payment terms stated on the invoice.
Additional Notes:
• Deposits are non-refundable unless otherwise stated.
• Labour, design, planning, or travel costs already incurred may be chargeable.
12. Liability
Beatmatch UK is not responsible for:
• Injury or damage resulting from improper equipment use.
• Loss of income or event disruption caused by equipment failure.
• Venue issues or third-party actions.
All equipment is hired and used at the customer’s own risk.
13. Contact Information
For bookings, support or urgent enquiries:
Email: hello@beatmatchuk.com