Black Box Rentals – General Terms & Conditions of Hire

General Agreement

By booking with Black Box Rentals, you agree to the following terms and conditions and accept full responsibility for all equipment hired. The Client acknowledges that they have read, understood, and agree to these conditions before confirming a booking.

All equipment remains the property of Black Box Rentals at all times. The Client is responsible for ensuring that all hired items are used safely, appropriately, and for their intended purpose.

Delivery Hires

• Standard delivery of hired items takes place between 10:00 AM and 6:00 PM, Monday to Saturday.
• Deliveries outside of these hours or at specific times may incur an additional charge.
• The Client must ensure someone is present at the venue to receive and sign for the equipment.
• If access to the venue is restricted or causes delay (e.g., stairs, long carries, waiting for entry), additional labour charges may apply.
• If our drivers are unable to deliver due to access restrictions, unsafe conditions, or delays caused by the Client, additional charges will apply.

Click & Collect Hires

• Equipment must be collected from Black Box Rentals’ office, Monday to Friday between 10:00 AM – 6:00 PM.
• Weekend hires must be collected on Friday and returned on Monday (or Tuesday if Monday is a Bank Holiday).
• The Client must bring suitable transport with sufficient space, protective packaging, and safe load securing.
• Black Box Rentals reserves the right to refuse release of equipment if transport is deemed unsafe or unsuitable.
• Returns must be made within office hours unless agreed otherwise in writing. Late returns will incur additional hire charges.

Collections (End of Hire)

• Standard collection or return must occur between 10:00 AM and 6:00 PM, Monday to Saturday.
• Specific timed collections or out-of-hours requests will incur additional charges.
• Equipment must be ready for collection or return in the same condition and location as delivered or issued.
• Cleaning, repair, or replacement costs will be charged if items are returned damaged or in an unreasonable condition.

Hire Periods

• Standard hire period is up to 3 nights / 4 days.
• Longer hires are charged per additional 4-day period.
• The hire period begins when the equipment leaves Black Box Rentals (by delivery or collection) and ends when it is returned or collected in full working order.

AV Equipment & Technical Liability

• Competence: By hiring AV equipment (including sound systems, lighting, video, staging, or related items), the Client confirms they are competent to operate such equipment safely or have engaged a qualified technician.
• Transport & Handling: The Client is fully responsible for the safe transport, loading, and unloading of all equipment. Equipment must not be dropped, dragged, or exposed to liquids or extreme conditions during use or transit.
• Power & Safety: The Client must ensure that adequate, safe, and properly earthed power supplies are available. Black Box Rentals is not responsible for power failure, overloading, or incompatibility with venue power.
• Insurance: The Client must arrange suitable insurance to cover hired equipment against theft, loss, or damage throughout the hire period.
• Testing & Compliance: All electrical equipment supplied by Black Box Rentals is PAT tested and compliant with UK safety regulations. The Client must not attempt to modify or tamper with equipment.
• High-Risk Use: Equipment must not be used outdoors without prior approval and must be adequately protected from weather, dust, and liquids.
• Damage & Loss: Any damage (including accidental) or loss will be charged at full repair or replacement cost. The Client is responsible for the safety of all equipment from delivery/collection until return.

Setup & Packdown

• Basic setup/packdown is available from £30 + VAT (30 minutes).
• If setup takes longer than 1 hour, additional crew charges will apply.
• Certain packages (e.g., Dancefloors, Photobooths, Stages, DJ Packages) include setup and packdown.
• Clients must ensure sufficient access, space, and time at the venue for installation and removal.

Out-of-Hours Call Out

• Out-of-hours technical support is available by calling 07961 344 614.
• If the issue is not due to Black Box Rentals’ equipment or services, a call-out fee of £25 + £1 per mile will apply.
• By hiring equipment, the Client confirms they are technically competent and understand its safe operation.

Hire Deposit

• A refundable security deposit may be required, payable by card only.
• The deposit covers potential damages, losses, late returns, cleaning, or additional fees.
• Refunds will be processed within 10 working days after the hire period, subject to inspection.

Payment Terms

• Full payment is due 7 days before the event or hire start date, unless otherwise agreed in writing.
• All payments are non-refundable.
• Any additional charges incurred during or after the hire will be automatically charged to the card on file.

Cancellation Policy

• Cancellations up to 2 months prior to the hire date: no cancellation fee, but deposits/payments already made are non-refundable.
• Cancellations 1 month prior to the hire date: 50% of the final price is payable.
• Cancellations within 1 month of the hire date: 100% of the total hire price is payable.

Payment Conditions & Damages

• The Client is responsible for all hired equipment from the moment it leaves Black Box Rentals until its return.
• Any loss, theft, or damage (including accidental) will be charged at full repair or replacement cost.
• Black Box Rentals accepts no liability for injury, damage, or loss caused by misuse or improper handling of hired equipment.
• The Client agrees to indemnify Black Box Rentals against any claims arising from the use or misuse of hired equipment.

Photography & Ownership

• By booking, the Client agrees that any photos taken at the event by Black Box Rentals (including Photobooth images) remain the intellectual property of Black Box Rentals.
• Clients will have access to Photobooth photos for personal use and distribution.
• Black Box Rentals reserves the right to use photos for marketing and promotional purposes unless otherwise agreed in writing.

Client Responsibilities

The Client agrees to:

• Provide accurate delivery or collection details and ensure access at agreed times.
• Use suitable vehicles and protective packaging for self-collection.
• Ensure proper power, safety, and environmental conditions for all equipment.
• Protect equipment from theft, damage, or misuse throughout the hire period.
• Return or make equipment available for collection on time.
• Report any faults or damages immediately.
• Provide valid photo ID and proof of the payment card used for deposit when collecting.