Hire-A-Pod Terms & Conditions

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1. Definitions

1.1 Client: The individual, organisation, or company hiring equipment from Hire-A-Pod.
1.2 Company: Refers to Hire-A-Pod, a subsidiary of AJB Events & Entertainment.
1.3 Dry Hire: Equipment hire where the Client operates and supervises the equipment themselves.
1.4 Staffed Hire: Equipment hire where a Hire-A-Pod representative is present to operate or supervise the equipment.
1.5 Equipment: Any items provided by Hire-A-Pod as part of the hire package (see Section 5).
1.6 Non-Refundable Deposit: A deposit paid at the time of booking, deducted from the final hire cost but not refundable.

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2. Bookings

2.1 By making a booking—whether verbally or in writing—the Client confirms they have read, understood, and agreed to these Terms & Conditions in full.
2.2 In the event of a delayed start caused by Hire-A-Pod, compensation is limited to a proportional refund based on the duration of the delay. No additional compensation will be issued.

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3. Prices, Deposit & Payments

3.1 All bookings require a £75 non-refundable deposit to secure the date.
3.2 The remaining balance must be paid in full at least 14 days before the event and must clear into our bank account by this time.
3.3 Prices are subject to change without prior notice.
3.4 At our discretion, late payments may be accepted; however, interest may be charged at 2% above our bank's base rate.

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4. Cancellations

If the Client cancels the booking, the following charges apply:

• 4 weeks before the event: 25% of total hire fee

• 3 weeks before the event: 50%

• 2 weeks before the event: 75%

• 1 week or less: 100% (no refund)

 

5. Equipment Provided

5.1 We reserve the right to substitute any equipment with a comparable item of equal or higher quality without notice if the original is unavailable.
5.2 All equipment dimensions and specifications are approximate.
5.3 No food or drinks are allowed in or around the photo pod area.
5.4 Our staff may restrict access to the equipment if any guests violate this policy.
5.5 Equipment provided by Hire-A-Pod may include (but is not limited to):

• iPad or iPad Pro

• Vintage-style pod

• Backdrops (custom or standard)

• Props (digital or physical)

• Lighting equipment

• Stands, cases, and cables

• Any additional accessories or materials supplied as part of the hire​

 

6. Venue Requirements & Conduct

6.1 A flat, indoor space measuring at least 3m (W) x 3m (D) x 2.1m (H) is required, with a standard 13-amp socket within 3m.
6.2 Equipment will be set up in a single, agreed location and cannot be moved once installed.
6.3 If the venue is unsuitable due to stairs, access issues, or long loading distances—and this was not disclosed in advance—Hire-A-Pod reserves the right to cancel the setup. In this case, no refund will be issued.
6.4 The Client is responsible for ensuring appropriate security and guest management at the event.
6.5 We reserve the right to stop operation and remove equipment if staff, equipment, or guests are at risk. No refunds will be given.
6.6 For unmanned equipment, the Client must inform us immediately if a technical issue occurs. Refunds will not be issued for downtime that is not reported during the hire.

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7. Liability & Insurance

7.1 The Client is financially responsible for any damage to or theft of our equipment during the hire period. Failure to settle costs within 7 days may result in legal action.
7.2 Hire-A-Pod accepts no liability for damage to personal property, personal injury, or equipment misuse during the hire.
7.3 If we are unable to fulfil the booking due to traffic, weather, or other unforeseen events beyond our control, our liability is limited to a full refund of the amount paid.

Limitation of Liability:
Hire-A-Pod shall not be held liable for any loss of profit, data, or income; damage to personal property; or third-party claims arising from the use of our equipment. Our total liability is limited to the amount paid for the hire. We are not responsible for delays or non-performance caused by Force Majeure events.

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8. Copyright & Media Use

8.1 The Client grants Hire-A-Pod full permission to use event photographs for promotional, advertising, and editorial purposes. This includes the right to edit and publish images in print or digital format. The only exception to this is where children appear in the image and permission will be sought.
8.2 Once content is published publicly, Hire-A-Pod is not responsible for how it may be used or shared by third parties.

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9. Miscellaneous

9.1 If any part of this agreement is found to be unenforceable under applicable law, the remaining terms will continue in full force and effect.