Quirky Hire terms and conditions

Quirky-Hire terms and conditions

Last updated: September 2026. These Terms & Conditions apply to services supplied by CAFIT LTD trading as Quirky-Hire, company number 12642045. By accepting a quotation, approving a proposal, making a payment or instructing Quirky-Hire to proceed with work, you confirm that you accept these Terms & Conditions. These terms are designed to protect both you and us and to make clear what each party is responsible for before, during and after your event.

1. Definitions

"Quirky-Hire", "we", "us" or "our" means CAFIT LTD trading as Quirky-Hire. "Client", "you" or "your" means the individual, company, agency or organisation making the booking. "Event" means the event, installation, activation, campaign or booking for which our services have been engaged. "Venue" means the location where the services will be delivered. "Services" means any products, equipment, hire items, staffing, installation, styling, photography, games, fabrication, catering or related services provided by Quirky-Hire. "Hire Period" means the agreed period during which hired equipment or installations are made available to the Client. "Proposal" or "Quotation" means the written description of services and pricing issued by Quirky-Hire. "Booking Confirmation" means our written confirmation that the booking has been accepted and secured.

2. About these terms

These Terms & Conditions should be read alongside your quotation or proposal, your invoice, any agreed specification, approved artwork, the event schedule and any written variations agreed between us. If there is a conflict between these general terms and a specific written agreement made for your event, the specific written agreement will take priority where expressly stated. Nothing in these terms affects any statutory rights that cannot legally be excluded.

3. Quotations

Unless otherwise stated, quotations are valid for the period shown on the quotation. Availability is not guaranteed until the booking has been confirmed and the required payment has been received. A quotation may include hire equipment, staffing, delivery, installation, de-rig, collection, artwork, printing, fabrication, travel, production and other event-specific services. Only the items specifically listed within the quotation are included — anything not listed should not be assumed to be included.

4. Securing your date

Quirky-Hire operates with limited equipment, installation capacity, production capacity and crew availability, so we cannot normally hold dates without confirmation. Your date is only secured once the quotation or proposal has been accepted where required, and the required booking payment has cleared. An enquiry, verbal conversation, site visit or issued quotation does not reserve a date — until payment is received, the date may remain available to other clients.

5. One event per day & equipment exclusivity

Certain products and experiences — including Magazine Photo Booths, Mirror Photo Boxes, specialist activations, custom event games and large-scale styling installations — are limited to one booking per day or have restricted availability. Once the relevant equipment or crew has been allocated to a confirmed booking, it will normally be removed from availability for competing bookings, which is one reason advance booking payments may be required.

6. Payment terms

Payment requirements will be stated on your quotation or invoice. Unless another arrangement has been agreed in writing, the full outstanding balance must be paid no later than four weeks before the event date. For bookings made within four weeks of the event, full payment may be required at the time of booking. Bespoke fabrication, custom branding, printing or production work may require earlier payment before production can begin, and we may decline to order materials, begin fabrication, reserve staff, dispatch equipment or attend the event where required payments have not been received.

7. Business clients & purchase orders

Corporate clients should provide any required purchase order, supplier registration information, invoice instructions or billing details as early as possible. A client's internal payment process does not override the payment deadline agreed with Quirky-Hire unless we have accepted alternative payment terms in writing — if your organisation requires payment after the event, this must be agreed before confirming the booking.

8. VAT

Where VAT is applicable, it will be clearly shown on the relevant quotation or invoice.

9. Late payments

Invoices must be paid according to the agreed payment terms. For business-to-business bookings, we reserve the right to charge interest and reasonable debt-recovery costs where permitted by law, and outstanding balances may also result in suspension or cancellation of services.

10. Changes to your booking

We understand that events evolve. If you need to change the venue, date, times, guest numbers, branding, equipment, installation size, hire duration or service specification, please contact us as soon as possible. Changes are subject to availability, production feasibility, additional labour, additional materials, transport and venue requirements, and may result in an additional hire fee. No change is agreed until confirmed by Quirky-Hire in writing.

11. Event date changes

Requests to move an event to another date will be considered subject to availability. Where possible, we will try to transfer the booking, but costs already committed to the original date — such as custom printing, bespoke fabrication, non-returnable materials, third-party suppliers, travel or accommodation — may still be payable. If our equipment or crew is unavailable on the new date, the request may need to be treated as a cancellation.

12. Client cancellations

If you need to cancel your booking, please notify us in writing as soon as possible. Cancellation charges may apply because once a booking is confirmed we may have reserved equipment, turned away other work, allocated staff, purchased materials or started fabrication. For consumer bookings, any cancellation charge will be assessed in accordance with applicable consumer law and will reflect losses reasonably resulting from the cancellation. For business bookings, the cancellation terms stated within the quotation, proposal or booking agreement will apply. We will take reasonable steps to reduce avoidable losses where possible.

13. Bespoke & custom-made items

Custom work may include printed graphics, custom backdrops, branded panels, personalised signage, custom vinyl, bespoke bows, fabricated structures, branded games and custom props. Once bespoke production has begun, costs incurred in producing those items may remain payable if the event is cancelled. Where practical, custom materials already produced may be made available to the client.

14. Consumer cancellation rights

Where statutory consumer cancellation rights apply, we will comply with those rights. Some contracts for leisure, catering or event-related services provided on a specific date may be treated differently under consumer legislation. Where you ask us to begin design work, artwork, production, fabrication or sourcing during a statutory cancellation period, you may be asked to provide express agreement for work to begin — if you later cancel where legally permitted, you may be responsible for the reasonable value of work already completed. Nothing in these terms removes any statutory rights you have as a consumer.

15. Cancellation by Quirky-Hire

We may cancel or suspend a booking where there are serious grounds for doing so, including non-payment, unsafe working conditions, misrepresentation of the event, illegal activity, abuse or threats towards staff, venue restrictions making delivery impossible, or conditions presenting an unacceptable safety risk. Where cancellation results from a serious breach by the client, the client may remain responsible for losses reasonably resulting from that breach. Where we cancel without fault on the client's part and cannot provide the contracted services, appropriate refunds will be made for services not supplied.

16. Force majeure

Neither party will be responsible for failure to perform obligations where performance is prevented by circumstances genuinely beyond reasonable control, including severe weather, flood, fire, major transport disruption, government restrictions, civil emergency, industrial action or venue closure. Where such circumstances arise, both parties will work reasonably to explore postponement, alternative dates, alternative equipment or modified services. Any refund, credit or payment obligation will depend on the circumstances, work already completed and costs already incurred, subject to applicable law.

17. Venue access

The client is responsible for providing accurate access information, including the earliest supplier access time, loading arrangements, parking restrictions, security requirements, goods lifts, stair access, venue contact and collection window. The event start time alone is not sufficient — installation requires appropriate access before guests require the service.

18. Installation time

The client must provide sufficient time for us to unload, transport equipment into the venue, build installations, apply branding, test equipment, complete styling and carry out safety checks. If access is provided later than agreed, we cannot guarantee that the complete installation will be ready at the originally agreed time — where possible, our team will prioritise the most important elements.

19. Restricted access

Please tell us before booking if access involves stairs, no lift, long carrying distances, restricted loading, pedestrian-only areas, congestion zones, height restrictions or timed loading bays. Additional labour or transport charges may apply where access is significantly more difficult than originally disclosed.

20. Parking, congestion & venue charges

Unless expressly included within the quotation, additional venue-related costs may be chargeable, including parking, loading fees, congestion charges, ULEZ-related costs, venue contractor fees, exhibition passes and security charges. Where reasonably possible, these will be identified before the event.

21. Venue permissions

The client is responsible for confirming that the venue permits the booked installation or activation, including permission for pipe and drape, backdrops, balloon installations, photo booths, interactive games, floor graphics, signage, lighting, electrical equipment, catering and outdoor installations. We are happy to liaise with the venue where required.

22. Venue rules

All installations are subject to venue rules, which may include maximum build height, fire-retardant materials, fixing restrictions, weight restrictions, noise limits, floor protection, power requirements and rigging rules. Where venue regulations require the design to be altered, we will work with the client to find an appropriate solution.

23. Public liability insurance & documentation

Quirky-Hire holds Public Liability Insurance and documentation can be provided where required. For suitable installations, we can also provide RAMS, equipment information and PAT information where applicable. The client should provide documentation deadlines as early as possible.

24. Health & safety

Safety takes priority over aesthetics. Our team may modify or refuse an installation if conditions make the proposed design unsafe — including insufficient weighting, high winds, unsafe surfaces, blocked emergency exits, overcrowding or unsafe electrical supply. No client instruction will require us to carry out work we reasonably believe to be unsafe.

25. Fire exits & emergency routes

Décor, equipment and installations must not block fire exits, emergency signage, fire equipment or required evacuation routes. If a proposed layout conflicts with venue safety requirements, the installation will be adjusted.

26. Electrical equipment

Electrical equipment supplied by Quirky-Hire will be maintained appropriately. The client or venue must provide safe and suitable power where required — we are not responsible for service disruption resulting from venue power failure, unsafe power supplies or unavailable sockets where these are outside our control.

27. Internet & Wi-Fi

Some services rely on internet connectivity, including digital photo delivery, email sharing, lead capture, cloud galleries and live leaderboards. Where internet access is supplied by the venue or client, we cannot guarantee the performance of that connection — for critical connectivity requirements, this should be discussed during planning.

28. Photo booth hire

Photo booth services will be supplied according to the agreed package, which may include equipment, photography, video, digital delivery, printing, staffing and branding. The exact inclusions will be detailed within your quotation.

29. Photo booth downtime

Our equipment is professionally maintained and tested, but technology can occasionally fail. If technical difficulties occur during an event, our staff will make reasonable efforts to restore the service as quickly as possible. Where there is significant downtime caused by our equipment and the service cannot reasonably be restored, we will discuss an appropriate remedy proportionate to the affected part of the service. We will not be responsible for disruption caused by matters outside our control, including venue power, internet failure or guest damage.

30. Photo booth prints

Where prints are included, print quantities, size, design and printing method will follow the agreed package. Colours displayed on computer screens may vary slightly from printed output, and minor print variation is not considered a fault.

31. Digital photo delivery

Where digital delivery is included, delivery methods may include QR, email, SMS, AirDrop or an online gallery, depending on the booked experience. Digital delivery may depend on venue connectivity.

32. Guest data & privacy

Where personal information is collected through a photo booth, activation or competition, the purpose and handling of that data will be agreed for the project. The client is responsible for providing any required privacy wording, marketing consent wording or data-controller information where the client will use captured information for its own marketing. Quirky-Hire will process data in accordance with applicable data-protection requirements.

33. Photography & image use

Unless otherwise agreed, images created for the client belong to or are licensed for the uses set out within the booking. Quirky-Hire will not use identifiable guest imagery for marketing where doing so would breach applicable privacy or data-protection requirements. For private events, client consent may be requested before images are used publicly; for corporate activations, image usage arrangements can be agreed separately.

34. Client artwork

Where the client supplies logos, photography, artwork, fonts, campaign graphics, music or other intellectual property, the client confirms they have the necessary permission to use and reproduce those materials. Quirky-Hire is not responsible for intellectual property claims resulting from materials supplied by the client.

35. Artwork approval

The client is responsible for checking artwork proofs carefully, including spelling, names, dates, logos, colours, sponsor details and contact information. Once written approval has been given, production may begin — changes after approval may incur reprinting, material, design, production or labour costs. Quirky-Hire is not responsible for errors that appeared on an approved proof unless we subsequently changed the approved artwork incorrectly.

36. Colour matching

We will make reasonable efforts to match brand colours, Pantone references and event palettes, but colours can vary between fabric, balloons, vinyl, print, screens, lighting and photography. Exact matches cannot always be guaranteed across different materials — if precise colour matching is critical, this should be stated before production.

37. Balloon installations

Balloons are affected by environmental conditions including heat, cold, sunlight, wind and humidity, and outdoor installations may change appearance during the event. We will use reasonable professional judgement regarding materials, weighting, position and installation method, but cannot guarantee balloons will remain identical throughout an outdoor event.

38. Outdoor installations

Outdoor work is subject to weather and environmental conditions. We may modify, relocate, delay or refuse to install an item where conditions create a safety risk — for some outdoor installations, a suitable weather contingency location may be required.

39. Pipe & drape

Pipe and drape installations must remain in the position in which they were installed unless moved by Quirky-Hire or with our permission. Guests and venue staff should not pull draping, hang items from crossbars, move bases or climb structures — any damage caused by unauthorised movement may be chargeable.

40. Draping measurements

The client is responsible for supplying accurate venue measurements where a site survey has not been carried out by Quirky-Hire. If the actual area is materially different from measurements supplied, we may adapt the installation, reduce coverage or require additional equipment, and additional charges may apply.

41. Backdrop hire

Backdrops must not be moved, climbed, sat on, leaned against or altered without approval. The client is responsible for reasonable supervision of guests around installations.

42. Shimmer walls & decorative panels

Guests should not pull panels, remove tiles, attach decorations or lean against structures. Damage beyond reasonable wear may be chargeable.

43. Event games & activations

Participants must follow instructions given by Quirky-Hire staff. The client must ensure the activation area remains reasonably free from obstructions, excessive crowding and unauthorised equipment — we may suspend gameplay if continued operation becomes unsafe.

44. Participant behaviour

We reserve the right to refuse participation to any individual whose behaviour appears likely to endanger themselves or others, damage equipment or disrupt the event, including intoxicated, aggressive or reckless behaviour.

45. Custom-built games & activations

Custom equipment is designed for the agreed event and intended use. It must not be altered, modified or operated outside agreed instructions without our permission.

46. Catering services

Where catering services are booked, the agreed quotation will specify menu, guest numbers, service style, staffing, bar service and equipment. Changes to confirmed guest numbers may affect the price, and final guest numbers and dietary information must be supplied by the deadline stated within the booking.

47. Dietary requirements

We will make reasonable efforts to accommodate declared dietary requirements. The client is responsible for providing accurate information before the required deadline — where severe allergies are involved, please notify us specifically rather than relying only on general dietary labels. We cannot responsibly guarantee an allergen-free environment unless expressly confirmed.

48. Alcohol & bar services

Where alcoholic drinks are provided or served, the client and venue must ensure the event operates in accordance with applicable licensing requirements. We reserve the right to refuse alcohol service where legally required or where serving a guest would be inappropriate.

49. Event staff

Where staff are included, they will provide the role stated within the quotation, which may include photo booth hosts, photographers, activation hosts, waiters, bartenders or installation crew. Staff must be treated respectfully — abusive, threatening or discriminatory behaviour towards our team will not be tolerated.

50. Working hours & overtime

The agreed hire and staffing period will be stated within the booking. Where the event runs later than agreed, additional time is subject to staff availability, venue access and equipment commitments, and additional charges may apply. An event running late does not automatically extend the booked service period.

51. Client delays

Where our team is ready to begin but is delayed by venue access, other suppliers, client decisions, incomplete construction or missing approvals, we will make reasonable efforts to accommodate the delay. Additional labour, waiting time or extended collection charges may apply where delays materially increase our costs.

52. Collection & de-rig

The agreed de-rig time must be respected. The client should confirm event finish time, venue curfew, supplier collection window and loading access before the booking is confirmed. If a venue requires us to wait for a prolonged period before dismantling can begin, additional charges may apply.

53. Overnight equipment

Equipment may only remain at a venue overnight where this has been agreed. Responsibility for venue security, access and equipment protection will be confirmed for the project — the client should not assume equipment can remain overnight without prior approval.

54. Equipment ownership

All hired equipment remains the property of Quirky-Hire unless expressly sold to the client. The client must not sell, sub-hire, alter, remove or relocate our equipment without permission.

55. Loss or damage

The client may be responsible for loss or damage caused by guests, employees, contractors or venue staff where the damage results from misuse, negligence or unauthorised interference. Reasonable wear and tear is excluded. Where equipment is damaged, we may charge the reasonable cost of repair, replacement, cleaning or recovery as appropriate.

56. Cleaning

Additional cleaning charges may apply where equipment is returned or left in a condition significantly beyond normal event use, such as paint, food contamination, drink spills or adhesive residue. Normal cleaning following ordinary use is included.

57. Confetti, smoke & special effects

Please notify us if your event will use confetti, smoke machines, dry ice, powders, paint, water effects or pyrotechnics near our equipment or installations. Some materials can damage equipment or interfere with photography and sensors.

58. Children

Where children use our equipment, appropriate adult supervision may be required. Quirky-Hire staff are not childcare providers.

59. Subcontractors

We may use trusted subcontractors or specialist suppliers to fulfil part of a booking. We remain responsible for managing the services we have contracted to provide.

60. Equivalent substitutions

Occasionally, equipment or materials may become unavailable because of damage, supplier issues, unexpected failure or stock shortages. Where necessary, we may propose a reasonable equivalent or better alternative — any material change affecting the nature of the service will be discussed with the client where reasonably possible.

61. Creative variation

Styling and bespoke work is often created by hand. Minor differences between mood boards, reference photographs, concept visuals and final installations are normal. Reference imagery should be treated as creative direction rather than a guarantee of an identical reproduction unless expressly agreed otherwise.

62. Flowers & natural materials

Natural products can vary in colour, shape, size and availability. Where a particular flower or natural material becomes unavailable, a suitable alternative may be proposed.

63. Photography of completed installations

We may photograph completed installations for quality control, portfolio records and marketing. Where those photographs include identifiable guests or confidential client material, any public use will be subject to appropriate permission or legal basis — clients may request confidentiality before the event.

64. Confidential projects

We understand that some projects involve embargoed launches, confidential products, unreleased campaigns or private corporate information. If your project is confidential, tell us before sharing sensitive information — where required, we can discuss appropriate confidentiality arrangements.

65. Social media embargoes

Where an event or installation is subject to a social media embargo, the client should notify us in writing before installation. Our team will respect agreed publication restrictions.

66. Intellectual property created by Quirky-Hire

Unless transferred in writing, Quirky-Hire retains ownership of original design concepts, technical solutions, game mechanics, artwork, templates and fabrication designs created by us. The client receives the rights required to use the final event deliverables as agreed — for bespoke campaigns where the client requires ownership of particular intellectual property, this should be agreed separately.

67. Portfolio use

Unless confidentiality has been agreed, we may request permission to feature completed work in our website portfolio, social media, sales materials and case studies. We will respect reasonable confidentiality and embargo requirements.

68. Complaints

If you believe there is a problem with our service, please raise it as soon as reasonably possible. Where the issue occurs during the event, notifying our on-site team immediately gives us the best opportunity to correct it. Post-event complaints should be submitted in writing with relevant details and evidence where appropriate, and we will review complaints fairly and respond within a reasonable period.

69. Our standard of service

We will perform our services with reasonable care and skill. Where something goes wrong, we will consider an appropriate remedy based on the nature of the issue, the affected service, whether it could be corrected and the impact on the booking. Nothing in these terms removes statutory rights that cannot legally be excluded.

70. Liability

Nothing in these Terms & Conditions excludes or limits liability where it would be unlawful to do so. Subject to applicable law, we will not be responsible for losses caused by circumstances outside our reasonable control or for indirect business losses that were not reasonably foreseeable when the contract was made. For business clients, any additional liability limitations will be interpreted subject to applicable law and reasonableness requirements.

71. Client responsibility for event decisions

Quirky-Hire may provide recommendations regarding layout, styling, guest flow, equipment and timing, but the client remains responsible for final event decisions unless we have expressly been contracted to manage those areas.

72. Third-party suppliers

We are not responsible for the performance of independent suppliers contracted directly by the client, such as the venue, AV company, florist, caterer, DJ or production company. Where their actions prevent us from performing our services, we will work reasonably to reduce the impact.

73. Venue cancellation or closure

If the venue cancels the client's event or becomes unavailable, this does not automatically cancel the client's agreement with Quirky-Hire. We will first explore whether the booking can be moved, postponed or transferred — any cancellation treatment will then follow the applicable booking and cancellation terms.

74. Promotional offers & discounts

Discounts and promotional offers must be agreed before booking, cannot usually be applied retrospectively, may have expiry dates and may apply only to specified packages. Unless stated otherwise, offers cannot be combined.

75. Agency rates

Where Quirky-Hire agrees a specialist agency or trade rate, that rate is confidential unless otherwise agreed. Agency pricing may depend on volume, repeat work, scope, payment terms and the level of client management required.

76. Amendments to these terms

We may update these Terms & Conditions periodically. The version applicable to your booking will normally be the version provided or published when your contract was formed, unless a later change is expressly agreed.

77. Severability

If any provision within these Terms & Conditions is found to be invalid or unenforceable, the remaining provisions will continue in effect where legally possible.

78. No waiver

If either party does not immediately enforce a right under these terms, that does not necessarily mean that right has been waived.

79. Entire agreement

The agreed quotation, proposal, invoice, these Terms & Conditions and any written agreed amendments together form the agreement between Quirky-Hire and the client in relation to the booked services.

80. Governing law

These Terms & Conditions and any contractual dispute will be governed by the laws of England and Wales, subject to any mandatory consumer protections that apply.

81. Contact us

If you have any questions about these Terms & Conditions before confirming your booking, please contact Quirky-Hire — CAFIT LTD trading as Quirky-Hire, Company Number 12642045, at info@quirky-hire.co.uk. We would much rather clarify something before the booking than have either party make an assumption.