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Terms & Conditions of Hire

These Terms and Conditions apply to all bookings made with The Teepee Collective ("the Company", "we", "us", "our"). By paying a booking deposit, the person signing the agreement ("the Hirer", "you", "your") agrees to be bound by these terms.

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1. Bookings, Payments, and Security Deposit​

  • Booking Deposit: A non-refundable deposit of £50 is required at the time of booking to secure your date and chosen theme. No booking is confirmed until this deposit is received and cleared.

  • The booking deposit is a separate amount to the total balance and is returned after the event once everything has been returned and checked for any damage.

  • Balance Payment: The remaining balance of the total hire fee must be paid in full no later than 14 days prior to the setup date. If payment is not received by this deadline, we reserve the right to cancel the booking and retain the deposit.

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2. Cancellations and Rescheduling

  • If you need to cancel your booking, you must notify us in writing as soon as possible.

  • Cancellations made more than 14 days before the event will result in the loss of the booking deposit, but no further fees will be due.

  • Cancellations made within 14 to 7 days of the event will result in the loss of the booking deposit, and 50% of the hire balance will be due.

  • Cancellations made within 7 days of the event are non-refundable, and the full hire balance will be due.

  • Rescheduling: At our discretion, and subject to equipment availability, we will try to accommodate requests to reschedule your event to a new date within 12 months of the original booking, provided at least 7 days' notice is given.

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3. Delivery, Setup, and Space Requirements

  • Space & Cleanliness: It is the Hirer’s responsibility to ensure that the designated setup room is completely cleared of furniture, thoroughly cleaned, vacuumed, and ready for installation before our arrival. We do not move clients' personal furniture.

  • Dimensions: You must ensure the room has sufficient floor space for the requested number of teepees and mattresses. Each individual setup requires a footprint of approximately 1m by 1.8ms.

    • If we arrive and there is insufficient space to safely set up all booked teepees, no refunds will be given for the equipment that cannot be styled.

  • Access: The Hirer must provide a clear path of access to the property and setup area, including detailing any parking restrictions, stairs, or narrow corridors prior to delivery.

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4. Care of Equipment and Prohibited Items

Once the luxury setup is complete, the Hirer assumes full custody of the equipment until it is collected. To protect our high-end fabrics and styling elements, the following strict rules apply:

  • Prohibited Items: Under no circumstances are the following allowed inside, on, or near the teepees and mattresses:

    • Face paint, slime, cosmetic glitter, nail varnish, or temporary tattoos.

    • Craft markers, pens, glue, or paint.

    • Real candles, matches, sparklers, or any open flames.

    • Smoking, vaping, or electronic cigarettes.

    • Pets and animals.

  • Food and Drink: Only light, non-staining snacks and clear drinks (e.g., water) are permitted on the trays. Heavily staining food and drinks—such as chocolate, tomato sauce, dark berries, blackcurrant cordial, or fizzy drinks with artificial colorings—are strictly forbidden.

  • No Modifications: The Hirer and guests must not dismantle, move, or alter the teepee frames, fairy lights, or structural positioning once fixed by our team.

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5. Damages, Loss, and Extra Cleaning

  • Any damage, breakage, missing items, or severe staining to the teepees, mattresses, bedding, cushions, rugs, lighting, or trays will be charged at full replacement value.

  • Costs for replacement or professional deep-cleaning will be deducted directly from the Refundable Booking Deposit.

  • If the cost of damage or replacement exceeds the value of the booking deposit, the Hirer agrees to pay the additional balance within 7 days of receiving an itemized invoice from us.

  • If the optional Karaoke Machine or Polaroid Camera add-on is selected, the client accepts full responsibility for the device during the hire period. Any major physical damage, water damage, or failure to return the device will result in a flat replacement charge of £70 deducted directly from the security deposit with any additional amount paid by the client.

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6. Safety and Supervision

  • Adult Supervision: The Hirer is entirely responsible for the safety and welfare of all children and guests utilizing the equipment. A responsible adult (aged 18 or over) must supervise the use of the teepees at all times during the hire period.

  • Age Limit: Our teepee experiences and styling pieces are designed for children aged 3 and over. They are not suitable for toddlers or infants under 36 months due to small parts, delicate structural frames, and potential choking/strangulation hazards from decorative cords and lights.

  • Electrical Safety: All decorative lighting supplied by us is battery-operated (LED). Do not attempt to plug any external mains-powered items into our decorative setups.

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7. Liability

  • The Company takes every precaution to ensure all equipment is clean, structurally sound, and safely installed. All fabrics comply with standard UK fire safety guidelines.

  • The Company accepts no liability for any personal injury, death, loss, or damage to property arising from the use or misuse of our equipment during the hire period, except where caused directly by our proven negligence.

  • The Company cannot be held liable for any delay or failure to deliver our services due to "Force Majeure" events beyond our reasonable control (e.g., extreme weather, severe traffic accidents, or government restrictions).

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