Terms of Hire
1.0 Definitions
1.1 We are a business trading as Ice Maiden Event Solutions 07733 306106 info@icemaiden.org.uk.
1.2 For the purposes of this contract, we are being referred to as “Ice Maiden Event Solutions”, “Ice Maiden”, “we are” or “us”.
1.3 You are the person who is hiring a trailer from us and, for the purposes of this contract, you may be referred to as “you”, “your” or “hirer”.
1.4 These terms will apply to the hire of any trailer, and its associated equipment that we supply.
1.5 We reserve the right to change these terms without notice to you. You will always be sent an up to date copy of these terms for any future hire.
1.6 Any reference to trailer(s) will also include its associated equipment that is supplied with the trailer(s) as part of the hire.
2.0 Charges
2.1 The total cost of the hire will be confirmed in writing between both parties via email once discussed.
2.2 We shall inform you at the earliest opportunity if we need to cancel the booking. We accept neither responsibility nor liability to pay any compensation if your booking has to be cancelled. However, all monies made to us will be refunded back to you immediately. Once funds have been refunded to you, we will be under no further liability on this matter.
3.0 Booking, Payment & Cancellation
3.1 An initial non refundable booking deposit of 50% will be required to secure your booking with us. This will be forfeited in the event of you cancelling your booking, or if you fail to make full payment or provide us with necessary requested documentation.
3.2 We require the balance of your invoice to be paid in full one week prior to delivery of the trailer. Under no circumstances will the trailer be delivered to you until the invoice has been paid in full.
3.3 We reserve the right to request to see forms of identification & proof of address prior to booking the trailer.
3.4 If you wish to extend your hire, payment will be required in full prior to the extended dates.
3.5 All payments shall be made by bank transfer unless agreed otherwise. This must be within the time frame required.
3.6 Failure to pay the balance prior to delivery will mean this contract will be terminated, and we reserve the right to hire the trailer to someone else.
3.7 Cancellations by you must be made in writing to us by email to info@icemaiden.org.uk.
3.8 All deposits are non refundable.
4.0 Booking amendments
4.1 Any changes to your hire i.e. change of delivery/collection address, extended rental period, change to equipment must be made in writing and agreed 48 hours prior to delivery, and any additional costs paid in full in order to confirm.
5.0 Access & Terrain
5.1 We will require clear, unrestricted access to the siting point. All of our trailers are towed using 4x4s, therefore we will need adequate turning space. Access needs to be no less than 3m in width and 3m in height.
5.2 A flat, level hard standing area will be required to site the trailer on, with power no more than 15m from the trailer, and only the lead that we provide shall be used. We reserve the right to choose a different location if we deem the area selected by you as unsuitable or detrimental to our trailer and/or equipment. If the trailer is to be sited in a building or marquee then adequate
ventilation must be available to maintain an ambient temperature of no more than 22C.
6.0 Wait Time
6.1 We allow 45 minutes to carry out delivery and collection, including setting up/packing away the trailer and its equipment, and obtaining signatures for the Trailer Hire Condition Form. Any additional time required will be charged at £40 per hour.
6.2 Any delays accessing or exiting the site beyond Ice Maiden’s control shall be charged to you accordingly.
7.0 Delivery & Collection
7.1 You will be required to carry out a trailer inspection on delivery and collection of the trailer with us, and sign a Trailer Hire Condition Form. Any person signing on your behalf, will be deemed to be doing so with your permission. No trailer will be left or taken away at the end of your hire period without an authorised signature. If a signature is not obtained, we reserve the
right to remove the trailer. No refund will be given.
7.2 Trailers are delivered and collected on the dates specified on the booking form and times agreed by both parties. Ice Maiden Event Solutions will not be held responsible for circumstances outside of our control which causes delays to delivery/collection. We will maintain adequate communication with the hirer with regards to any delays.
7.3 We will deliver the trailer to your requested location and set it up as required. Hitch and wheel locks will be fitted. We do not allow for any movement of the trailer throughout the duration of your hire, therefore the security keys for such devices will be retained by Ice Maiden Event Solutions. Any loss or damage of the security items will be charged for. Trailer keys at £25, wheel clamps at £125, hitch locks at £85.
7.4 The trailer must be clean, empty and free of all rubbish, packaging etc prior to collection.
7.5 No refund will be given if the trailer is collected earlier than the agreed collection date/time.
8.0 Responsibilities of the Hirer
8.1Throughout the hire period with us, you shall:
8.1.1 Take all steps to ensure that the trailer is secure against theft or damage at all times.
8.1.2 Maintain the refrigerated trailer and its equipment in the condition in which it was delivered to you.
6.1.3 In the unlikely event of any issues during your hire, the hirer must in the first instance contact Ice Maiden Event Solutions on 07733 306106. The hirer must not tamper with any equipment, until a verbal conversation has been had with us.
8.1.4 Accept liability for damage to, or loss of the trailer including any equipment supplied on a like for like manufacturer basis.
8.1.5 Pay us the full replacement cost of the trailer and/or additional equipment supplied in the event of theft, loss of the trailer and/or additional equipment that is supplied to you.
8.1.6 Pay the prorated daily hire rate for loss of use whilst the trailer and/or additional equipment is being repaired or until a replacement has been obtained.
8.1.7 Not remove or interfere with any identification marks, livery or plates affixed to the trailer.
8.2 You may not, under any circumstances:
● Alter or modify the refrigeration trailer unit and its equipment.
● Remove or move the refrigeration trailer unit and its equipment.
● Deny Ice Maiden access to the refrigerator trailer unit and its equipment.
● Sublet, rehire or sell the refrigerator trailer unit and its equipment.
8.3 Accept that any and all goods and/or produce placed in or on the trailer remain your responsibility and Ice Maiden Event Solutions accepts no liability for any loss or damage caused to or by said goods or produce.
8.4 Accept that during the period of hire, the use of the trailer(s) will be entirely at your own risk.
9.0 Insurance
9.1 No liability is accepted by Ice Maiden in respect of loss or damage to the trailer and/or its equipment during your hire period and/or any goods stored in the trailer however caused. It is recommended that you obtain suitable insurance to safeguard yourselves in this regard. During the period of hire, trailers will be used entirely at the hirers risk.
10.0 Self Tow & Trailer Movement
10.1 In very rare cases where our written permission has been provided for the trailer to be towed by you or your appointed agent(s), you shall:
10.1.1 Obtain all necessary documentation and valid licences to legally tow the trailer.
10.1.2 Ensure that the towing vehicle used is suitable for the trailer being hired.
10.1.3 Be responsible for establishing whether a tachograph is required and conform with all such legislation governing the use of tachographs.
10.1.4 Ensure that the trailer is always left locked onto the towing vehicle, or secured using the security devices supplied.
10.1.5 Arrange adequate breakdown rescue cover to include repatriation of the trailer if so required.
10.1.6 Not take or allow the trailer to be taken out of Mainland England, Scotland or Wales without our prior written authority and in the event of that authority being given, only on such terms as we deem fit.
11.0 Ownership
11.1 The trailer shall at all times remain the property of Ice Maiden Event Solutions, and you shall have no rights to the trailer, other than as hirer.
12.0 Liability
12.1 Nothing in these terms shall restrict our liability to you for:
- Death or personal injury caused by our negligence.
- Liability for defective products under the Consumer Protection Act 1987.
- Fraudulent misrepresentation.
12.2 We shall be under no liability in respect of any defect arising from fair wear and tear, wilful damage, negligence, abnormal working conditions, failure to follow our or manufacturer instructions (whether oral or written), misuse or alteration or repair of the trailer without our prior approval.
12.3 In no event shall we be liable for you for any damages, including any loss of profits or prize funds, entry fees, lost savings, loss of data or any indirect, special incidental or consequential damages arising out of the hire services, even if we have been advised of the possibility of such damages.
12.4 Nothing in these terms shall affect your statutory rights as a consumer. If you are in any doubt as to the extent of your statutory rights as a consumer, you should seek your own independent legal advice from an appropriately qualified person. If you have any other complaint about the hire services you should notify us in writing at the email address above.
13.0 Indemnity
13.1 You agree to be fully responsible for all claims, liability, damages, losses, costs and expenses including legal fees on a full indemnity basis suffered or incurred by or awarded against us and arising directly or indirectly as a result of any breach or default on your part in the discharge of your obligations under this hire contract.
14.0 Data Protection
14.1 We shall take all responsible care to ensure that we comply with our obligations under the Data Protection Act 1998 so that details of your order and payment are kept secure. However, unless we are negligent we shall not be liable to you for any unauthorised access to information supplied by you.
14.2 We shall only use the information you provide about yourself for the purpose of fulfilling your order unless you agree otherwise. Please read our privacy policy which sets out the purposes for which we intend to process your personal data. Please contact us on the email address shown above if you do not already have a copy of our privacy policy, which can also be found on our website.
15.0 Severability
15.1 If any clause of these terms and conditions or the application thereof to any party or circumstance shall, to any extent, now or hereafter, be or become invalid or unenforceable, the remainder of these terms and conditions shall not be affected thereby and every other.
16.0 Assignment of Rights - Third Party Rights
16.1 The hirer shall not assign or transfer its rights and obligations under the contract unless approved in writing by Ice Maiden Event Solutions.
16.2 The Contracts (Rights of the Third Party) Act 1999 shall not apply to this contract.
16.3 The hirer shall not rehire, sublet or lend the equipment to any other party, without the prior written permission of Ice Maiden Event Solutions.
17.0 Law & Jurisdiction
17.1 These terms and conditions are governed and construed in accordance with English Law and the English Courts shall have exclusive jurisdiction in the event of any disputes arising in connection with these terms and conditions and you and Ice Maiden Event Solutions agree to submit to the exclusive jurisdiction of the courts of England and Wales.
Ice Maiden Event Solutions, 37a London Road, Dunstable, LU6 3DH.