Terms and Conditions

4ft Illuminated Letters, Numbers & Symbols to Hire

1.0 Definitions 

1.1 “The Contract” means the document or documents that set out these conditions and all other details about your agreement with us. 

1.2 “We”, “Us”, “Owner” and “Our” mean the Supplier of the goods, i.e. Lightvialetters Limited, 9a Station Road, Rushton, Kettering, Northants, NN14 1RL; Company registered in England & Wales under number 14256027. 

1.3 “You”, “Your” and “Hirer” mean the Hirer of the goods. 

1.4 “Goods” means all good(s) hired by us to you. 

2.0 General 

2.1 Paragraph headings are inserted for convenience only and do not define limit or otherwise affect the interpretation thereof. 

2.2 All goods remain the property of the Owner. 

2.3 We reserve the right to use any photography of event(s) for promotional purposes unless otherwise advised by the Hirer in advance. 

3.0 Conditions applicable 

3.1 The Contract for the hire of goods is between the Owner and the Hirer, not the venue, unless goods are being hired directly by the venue. It is the Hirer’s responsibility to ensure that the venue is clearly instructed so that the Terms and Conditions are met. The Owner will charge the Hirer for any costs due to Terms and Conditions being broken. It is then the responsibility of the Hirer to reclaim any of these costs from the venue, if the venue was at fault. 

3.2 We reserve the right to change these Terms and Conditions with immediate effect. Only the latest Terms and Conditions will be applicable to the Hirer at all times. 

Changes will be identified by a sequential numerical update of the Terms and Conditions revision number. The latest Terms and Conditions will be available on the website. It is the Hirer’s responsibility to be aware of the Terms and Conditions applicable to him / her at the time of hire. A copy of the latest Terms and Conditions can be requested at any time by the Hirer. 

3.3 These conditions exclude any Terms and Conditions you may have put forward, except where we have agreed to any amendments or other conditions in writing. 

4.0 Prices 

4.1 Prices quoted are for one day hire only including one overnight period. Subsequent day(s) will be charged at a daily rate unless a special agreement has been arranged prior to the event between the Owner and the Hirer. 

4.2 Prices & availability of goods are subject to change without notice. However, a quote given over the phone or by email is valid for 7 days and is only secured upon receipt of a deposit. Once a deposit is paid, the price quoted will not change. 

5.0 Bookings and Cancellations 

5.1 A non-refundable deposit of 20% of the full amount including delivery/collection charges is required to complete your reservation, unless there is less than one month until the hire date when full payment is required. Booking requests can be made by email, telephone or via the enquiry form on our website. Bookings won’t be confirmed and as such the corresponding date(s) not reserved until the booking deposit or full amount has been paid.

5.2 Booking alterations will be accepted up to 4 weeks prior to the event taking place, depending on availability. Change requests by the Hirer will need to be done so in writing, by email or via the enquiry form on our website. If acceptable, we will acknowledge the changes to the original booking along with issuing a revised quotation within 7 days. 

5.3 The balancing 80% is due 1 month prior to the event, unless otherwise agreed between the Owner and the Hirer. Please note if payment is not received within the Terms and Conditions of payment, we will presume that our services are no longer required.

5.4 We can accept last minute orders depending on availability. Full payment is required at time of booking for orders required within 1 month. 

5.5 If we must cancel a booking due to reasons beyond our control, we will do so in writing or by email, returning any deposits paid in full and using our best endeavours to locate an alternative available supplier.

5.6 No refund will be made as a consequence of any booking alterations made by the Hirer within 1 month of the event. 

6.0 Payments and Refunds 

6.1 We offer four methods of payments: 

• Cash 

• Bank Transfer 

• Debit Card (Card Reader Payment in person)

• Credit Card (Card Reader Payment in person)

6.2 Refunds due following a booking cancellation will be calculated as followed: 

• Up to 4 weeks prior to event: Any amount paid, other than the 20% non-refundable deposit, will be refunded.

• Under 4 weeks prior to event: No refund 

6.3 Any refund due to the Hirer will be paid within 30 days of the acknowledged cancellation date by us. 

If a refund cannot be processed by us because of missing information on your part, a limit of 30 days from your cancellation request will be applicable after which any refund due will be forfeited. 

7.0 Delivery and Collection 

7.1 You and the Hirer will agree whether the Illuminated Letters, Numbers & Symbols will be delivered by Us or collected by the Hirer.

7.2 If the Illuminated Letters, Numbers & Symbols are being collected by the Hirer we will provide relevant guidance on usage.

7.3 If the Illuminated Letters, Numbers & Symbols are being delivered by us, we will deliver the goods to the venue and setup the Illuminated Letters, Numbers & Symbols as per the Contract

8.0 Hirer Responsibilities 

8.1 The Hirer  will be responsible for the Illuminated Letters, Numbers & Symbols from either the point of collection  by them or delivery by Us.  The following clauses outline the Hirers responsibilities for the Letters, Numbers & Symbols.

8.2 The Hirer must inform Us of any damage to the Illuminated Letters, Numbers & Symbols at the point they are collected by Us or returned by the Hirer.

8.3 Damages to the hired goods maybe charged at their full replacement value, details of which are available on request. No substitute item will be accepted by the Owner. 

8.4 Damages to the 4ft Illuminated Letters, Numbers or Symbols include but are not limited to: 

• Spillages, marks, dirt, chips, missing bulbs (except blown bulbs) and covers, etc. 

• Allowing our goods to be positioned outside. 

8.5 The Owner will inform the Hirer within 30 days in writing of any damages and costs concerning any of the hired goods. An invoice will be sent outlining amount and type of damage with associated chargeable costs. 

8.6 It is the Hirer’s responsibility to ensure that the 4ft Illuminated Letters, Numbers and Symbols are not used outside due to safety. 

8.7 It is the Hirer’s responsibility to ensure that the 4ft Illuminated Letters, Numbers and Symbols are not unplugged and moved as not only will you not be insured to do this, but they need to be wired together in a certain way. Failure not to do this properly could result in all bulbs being blown and the Hirer being billed for the full cost of the LED replacements. 

8.8 It is the Hirer’s responsibility to ensure that the Illuminated Letters, Numbers and Symbols are not damaged when posing with drinks near them, and always ensure that a responsible adult accompanies children.

8.9 It is the Hirer’s responsibility to ensure that children or adults do not stand on the Illuminated Letters, Numbers and Symbols.

8.10 Should any staining arise, whether by drink or dirt, the Hirer will be liable for the costs of repair work which will be carried out by a professional.

8.11 Should the Hirer or the Hirer’s guests knock any of the Illuminated Letters, Numbers or Symbols over whilst on hire and they become damaged either internally, externally or both, the Hirer agrees to pay to have the damage repaired.

8.12 If, following any damage that requires the Illuminated Letters, Numbers or Symbols to be repaired, the letters are unable to be used for the next venue booked, the Hirer agrees to pay for the sub-hire of a set of letters similar to ours in order that we may fulfil our contractual obligations. 

8.13 If goods are missing at the end of the agreed hire period, the Owner retains the right to charge for: 

• The cost of replacement of goods to honour any booking(s) where the goods are required. 

• The cost of replacement of goods where hired goods are permanently not returned. 

• An additional hire period, charged at the item(s) daily rate. 

• Additional collection charge(s) (courier, pickup, etc.). 

9.0 Rights Reserved 

9.1 Any failure by us to enforce any or all of these conditions shall not amount to or be interpreted as a waiver of any of our rights. 

10.0 Contacts

10.1 All communications (additional information request, feedback, Terms and Conditions update, etc.) should be directed to us either by mail at Lightvialetters Limited, 9a Station Road, Rushton, Kettering, Northants, NN14 1RL, by telephone on +44(0)7770 210435, or by email at info@lightvialetters.co.uk. 

Please ensure that you have read and understood these Terms and Conditions before accepting them by signing below: 

Name (Printed): 

Signature: 

Date: 

Please be aware (see paragraph 3.0) that these Terms and Conditions can be revised with immediate effect at any time. Ensure that you have the latest copy by either checking our website or requesting it directly from us (mail, email, telephone). 

Please sign this document on collection or delivery of all items hired.