WHITESTEM - Terms & Conditions

 

This hire agreement relates to the person, persons or company hiring the goods, referred to as “the Hirer” and Whitestem. This agreement is for the hiring of any goods between the hirer and Whitestem. Placing an order with us verbally, via email, by phone, or any other method of communication constitutes you having read, understood and agree to the following terms and conditions.

 

Please read this agreement carefully. Upon entering into this agreement, you the hirer agree to be bound by the terms within.

 

General Terms & Conditions

 

The hired plants, planters and any other items belonging to Whitestem will remain at the address/location as delivered to you by Whitestem. Under no circumstances will they be moved to another location without the expressed consent of Whitestem. The goods remain the property of Whitestem at all times during the hire period. Whitestem, or its legally appointed agents, reserve the right to gain access to property at all reasonable times should it become necessary to reclaim the goods hired.

 

Delivery, collection Access Information

 

All bookings are accepted on the basis that they are on the ground floor, have easy access, and are within 10 to 20 metres of the delivery point. If this is not the case the hirer must inform us prior to confirming the booking. The hirer must inform us of any difficulties regarding access at the time of booking. Please check the following:

 

• Off /on loading space – has been allocated

• Parking – space has been allocated for the duration of set up and dismantling.

• It is the responsibility of the hirer to obtain any necessary parking dispensation and any parking tickets issued as a result of a hirer failing to obtain the appropriate permission will fall due to the hirer.

• Entrances – you have checked the width of any entrances to be used and it is wide enough to accommodate all chosen plants and related materials.

• Access by stairs – we have been informed that access is via stairs and have agreed to this.

• Access by lifts – we have been informed that access is via lifts and have agreed to this.

 

Some of the plants are extremely heavy and may require many people or machinery to lift. Failure to inform us in advance of any access problems may mean that we are unable to stay to schedule and may mean that we are unable to deliver the plants and related materials. In this case full fees will be charged.

 

Delivery & Collection

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Whitestem will deliver and collect all plants as per the hire agreement, at a specified time, date and location. Should the hirer or venue prevent us from collecting any or all the hired items at the time specified, we reserve the right to charge for any additional hire period, losses, expenses, waiting time and all additional costs in order to recollect.

 

Event set up

 

Members of the Whitestem team will personally deliver the event plants, set them up at the venue. We will not move around any plants between locations at the venue or between venues, unless otherwise stated. The plants will be positioned at the venue as agreed between the hirer and Whitestem as per the hire agreement. The plants must not be moved by any party at the location without prior agreement of Whitestem.

 

Plants

 

All plants supplied by Whitestem are subject to availability. In the event of any supply difficulties, Whitestem reserve the right to substitute a formerly agreed plant within a design, with another of equivalent value and quality without notice. Plants are natural products and the overall appearance of the plant for example size of plant, leaf and flower appearance, may differ throughout the year, a birch tree in Spring will have a different colour and appearance to that in Autumn for example. In the event that Whitestem are unable to supply product, service or any substitute product or service to you at all, we shall notify you as soon as is reasonably possible and shall reimburse your payment in full.

 

Plant Aftercare

 

On hires covering a period exceeding 24hrs, the plants may have to be watered with unsoftened mains tap water. A check sheet will be provided providing details for each and every plant type. Damage During the hire period, in the event of any loss or damage (however caused) of any plants or other items, hired to the hirer by Whitestem, the hirer agrees to reimburse Whitestem the full retail cost of the goods lost. The hirer also agrees to pay other expenses, i.e. travelling, administration & buying fees, purchasing costs, carriage costs and the loss of hire revenue until Whitestem can replace the goods lost or damaged. Remember, the hirer is responsible for all items hired under this agreement from the point of delivery to the hirer until the hire contract ceases, and all items hired are safely collected by Whitestem.

 

Decorating Plants

 

No liquids/fluids/decoration/lighting or any other matter or material are to be added or attached to the compost or plant, whether accidental or otherwise, unless Whitestem have granted their express permission. With prior agreement, the hirer may decorate plants hired to them or the decoration can be carried out by Whitestem, on the firm agreement that Whitestem are compensated, in full for any damage caused to any plant by said decoration. Please ensure all decorations, ties, wires etc., are removed from the hired plants before collection by the Whitestem team after the event. Any corrective work carried out by Whitestem to remove decorations is charged at £25.00 per hour, with a minimum charge of one hour.

 

Prices and Payment

 

Prices listed within Whitestem hire quotation will remain valid for 30 days from the date sent to you, the hirer, and should be secured with a £100 booking fee to cover administration costs and secure the booking. Prices will be secured for the event unless the components for the intended final design of the product or service rise significantly in which case we shall notify the hirer as soon as reasonably possible and pass this cost on to the hirer. Full payment for plants must be received no less than 4 weeks prior to the event or we will not go ahead with the event. Payment is to be made by Bank Transfer. Cheques or cash will not be accepted. If we fail to receive payment within our stated terms as per our invoice, we reserve the right to charge a onetime late payment fee of £25.00. For every additional full day the account remains overdue, we reserve the right to charge interest @ 8% above the banking base rate of the outstanding net amount daily in respect of late payment fees. The hirer is responsible for ensuring the account has been paid in full. All non-payments will be pursued via the legal system.

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Insurance

 

The hirer is strongly advised to have adequate insurance cover in place, to guard against theft, fire, flood or accidental damage to any hired plants or other goods belonging to Whitestem. The hirer is responsible for ensuring insurance to the full sum of replacement cost is in place for the duration of the hire period.

 

Public Liability

 

The hirer agrees that once Whitestem have o loaded greenery that responsibility for Public Liability becomes The Hirers. Public Liability needs be in force for the duration of the event until Whitestem have collected the greenery. Quotes All quotes are valid for 14 days.

 

Cancellation of Whitestem products or services

 

Cancellation of the Whitestem products or service must be notified as soon as reasonably possible. Any booking fee paid will be retained regardless of the circumstances of the cancellation. As per paragraph Prices & Payment, we must receive full payment 4 weeks before the event. If you cancel your event within this time, after we have received payment from you, we will be unable to offer a refund, and will retain the full amount. Please see below for following timescales and refund amounts:

 

• 9 months or more before event date: booking fee retained, no further payment required 6-8 months before the event date: booking fee retained, and an additional admin fee of £150 required

• 3-5 months before the event date: booking fee retained, and 50% of final amount payable

• Less than 3 months- up to event date: booking fee retained, and full amount payable

 

Postponement of Whitestem products or services

 

Postponement of the Whitestem products or service must be notified as soon as reasonably possible. If your event cannot go ahead on the original booking date due to venue closure, severe restrictions or illness, then we will use all reasonable endeavours to accommodate your revised date, however we cannot guarantee this. If we can accommodate your revised date then we will not charge any admin fees for moving your booking across and we will retain the existing booking fee and agreed contract price. If we are unable to accommodate your revised date then the booking fee paid will be retained for work already completed and we will o er a refund of any balance of monies paid.

 

Social media and the use of images of our plants

 

Whitestem may post an image, taken by us, on the day of your event. Following this, we may then share more photographs and details of the plants in the form of a post which will be posted on our social media profiles. We will send you copies of the images we have taken should you require them.

 

Disclaimer- Ill health, Acts of God or adverse weather conditions

 

Whilst we agree to use our reasonable endeavours to ensure that the Whitestem is fully operational, we cannot guarantee this. Acts of God, ill health and adverse weather conditions may affect our ability to deliver the Whitestem product or service. However, in cases of adverse weather we will remain in contact with the hirer in the lead up to the event and, if the event is out of season, we will discuss a contingency plan with the hirer. Ultimately, we can accept no responsibility for Acts of God, ill health or adverse weather conditions and if we are prevented from providing Whitestem service or product as agreed, then we can only offer a refund of full monies paid.

 

General

 

We reserve the right to supplement and amend the Terms and Conditions of Whitestem product or service from time to time. We will inform the hirer of any changes to Whitestem terms and conditions. Additionally, we reserve the right to suspend, restrict or terminate Whitestem products or services for any reason at any time. After a review of the above please sign and return this document as proof of agreement of the terms and conditions, at the time of paying your booking fee. If we receive your booking fee without a signed copy of this document, that will be taken as acceptance of the terms and conditions. 

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Signature: _____________________________________________

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Full Name: ____________________________________________

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Date of Event: _________________________________________

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Date of signature: ______________________________________