Terms and conditions
CHARGES, POLICIES AND PROCEDURES
Definitions
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'THE COMPANY’ is Cocoa and Marmalade.
‘THE HIRER’ is the person hiring the equipment from the Company and whose name appears on the booking form. The Hirer must be at least 18 years of age.
‘THE PERIOD OF HIRE’ means the time commencing with the arrival of the equipment onsite, and terminating when the equipment is removed by the Company.
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‘A BOOKING’ is the contract entered into by the Hirer and the Company.
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‘THE EQUIPMENT’ is the tent/s / tipi/s and furnishing/s provided by the Company for the use of the Hirer.
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‘HIRE CHARGES’ is the total amount due under the invoice including delivery, assembly, installation, disassembly and collection of the equipment.
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General
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These terms and conditions apply to all contracts entered into between the Company and the Hirer unless expressly stated otherwise by the Company and upon payment of the deposit the Hirer is deemed to have understood and accepted them. Any offer of equipment is subject to stock being available on receipt of a deposit at time of booking.
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[1] Booking and Charges
1.1 The Company provides hiring items, event styling and personalised items. When booking our 'Styled By Us' service you get hire, delivery, assembly, disassembly and collection of our equipment. When booking our 'DIY Tipis' service you get hire, delivery and collection of our equipment only (without assembly or disassembly). All prices and details of your party will be listed in your quotation following our initial contact.
1.2 Contract to buy (acquire our service) is complete by us sending you a booking confirmation by e-mail, please note that a party is not booked and confirmed until a deposit has been paid by bank transfer to the Company and cleared into our bank account. You will receive a confirmation from us acknowledging payment and confirming the booking. If your booking information is incorrect in any way, then it is your responsibility to inform us of any changes at this stage.
1.3 A non-refundable 50% deposit is to be made upon agreement of contract to secure the booking date. This will be deducted from the final balance due at least 14 days prior to your party / event. The deposit is non-refundable in case of party cancellation. If something happens and you are unable to continue with your booking, we will offer an alternative date (see section [2]).
1.4 In addition, a Damage Deposit of £10 per tent / tipi is required to cover any loss, damage or extra cleaning that is required following the period of hire. The Damage Deposit is refundable to the Hirer once the equipment has been collected and fully evaluated (within 4 days). In the unlikely event that any items are broken, stained or damaged, replacement costs will be deducted. All deductions to the Damage Deposit, if applicable, will be fully itemised.
1.5 The final balance must be paid at least 14 days before the date of your party / event. If the final balance is not paid before 14 days of the booking, we reserve the right to cancel your booking and no refund will be given. Payment by bank transfer is preferred and account details are provided on invoice via email. Any booking made less than 14 days in advance of your event date will be required to pay the full balance at the time of booking including Damage Deposit. Party dates that are not confirmed within these times will be re-released.
1.6 The final numbers, theme and any party extras must be confirmed at least 14 days before your booking. If you downgrade your party booking within 14 days of your party, we will still charge you the original booking price, with no refund.
1.7 The Company requires at least 7 days’ notice for any party booking to ensure there is sufficient time for preparation and safety checking of the equipment.
1.8 When ordering any personalised goods, the entire party package must be paid for in full 14 days prior to your party / event and before printing commences. The personalisation/name(s) written on the booking confirmation will be exactly what is printed. It is the Hirer’s responsibility to check spellings are correct upon receiving the booking confirmation and prior to paying. We cannot give refunds for any party extras that are either personalised or sourced from an external company once the order has been made.
1.9 The Hirer must disclose the property type and any access restrictions to the venue at the time of booking. If access is limited or difficult it is at Cocoa and Marmalade’s discretion whether the booking is accepted. No refunds will be given if your booking cannot go ahead because of difficult access / needing permits / permissions which has not been disclosed at the time of booking.
1.10 The Hirer is responsible for providing the Company with all relevant medical / dietary information for all the guests attending the party at the time of booking. We take no responsibility for allergies (including skin, food, materials etc.) where we are not advised in advance of the condition.
1.11 All prices are subject to change, however prices quoted at the time of booking will be honoured.
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[2] Cancellation
2.1 Notice of cancellation by the Hirer must be provided to the Company in writing and received no less than 14 days prior to the event.
2.2 Cancellation within the following terms will result in the Hirer being liable for:
â—¦ More than 2 weeks of party date: any deposit paid
â—¦ Within 2 weeks of party date: 100% of total invoice balance, including any deposit paid
2.3 If, unfortunately, a guest and/or guests fail to attend your event, regardless of whether notice is given or not, prior to, or on the event date, the Company is unable to offer a refund once the invoice has been paid.
2.4 If you need to change the date of your event we will discuss alternative dates, and once chosen, your deposit will be used for the new date. Alternative dates will be subject to availability.
2.5 In the event of illness or injury, the Company is committed to rescheduling the party, at no additional cost, within 6 months of the original booking date.
2.6 Party cancellation by the Company would result in a 100% refund.
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[3] Liability and Safety
3.1 We ask that during your rental period, you treat the equipment of the Company as if it were your own.
​3.2 When hiring any equipment from the Company, you are responsible for all loss and damage to any equipment regardless of culpability. Should the Damage Deposit be insufficient to cover the loss/damage costs, you agree to pay, in full, all costs to rectify this.
3.3 We cannot be held responsible or liable for any damage or injury caused by inappropriate use, misuse, or reckless use of any of our equipment.
3.4 It is the Hirer’s responsibility to ensure that children are always supervised, as well as the welfare and safety of all guests at your event. Any children under the age of 5 must be supervised by an adult at all times when in the vicinity of our equipment.
3.5 It is the Hirer’s responsibility to inform guests or guests parents/guardians accordingly of these terms and conditions.
3.6 The Company will accept no liability or responsibility to the Hirer for any damages, costs, losses, claims, expenses, demands and proceedings including property of Hirer, or any third party and their guests, or any consequential loss in these regards.
3.7 We carry out risk assessments for all our equipment and ensure that everything used is in accordance with relevant UK Health and Safety Laws.
​3.8 Our equipment must be kept away from fire and naked flames, bonfires and lit BBQ's at all times. Candles with flames are not permitted in the proximity of the Company's equipment. Battery operated candles/lights will be provided.
​3.9 The Company operates a STRICT NO SMOKING policy near our equipment.
3.10 We hold in-date and suitable Public Liability Insurance. Please inform us if you would like to see a copy of the certificate.
3.11 The Company shall process all data in accordance with the General Data Protection Regulation 2018.
​3.12 It is not the intention of the Company to violate any copyright laws and all themes are only inspired by popular trends.
3.13 The Company reserves the right to substitute items and products for similar items or products as and when required. Photographs used for advertising are there as a guide; every set-up is different as themes are tailored to individual customer requests, stock availability and space available.
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[4] Installation and Delivery
4.1 When booking our 'Styled By Us' service, all equipment hired is delivered, assembled, styled, disassembled and collected by the Company and included in our prices within a 10-mile radius of Cardiff, CF23 South Wales. The Company requires a minimum order of £100 for venues beyond a 10 mile radius. A delivery fee of 45p/mile will be charged for the two return journeys made by the Company beyond 10 miles and up to 30 miles per journey. It is at the discretion of the Company whether to provide delivery services beyond 30 miles.
4.2 When booking our 'DIY' service, all equipment hired is delivered and collected by the Company. It is the responsibility of the Hirer to assemble, style and disassemble the hired equipment following the instructions provided to the Hirer by the Company upon delivery of the equipment. This service is included in our prices within a 10-mile radius of Cardiff, CF23 South Wales. The Company requires a minimum order of £100 for venues beyond a 10 mile radius. A delivery fee of 45p/mile will be charged for the two return journeys made by the Company beyond 10 miles and up to 30 miles per journey. It is at the discretion of the Company whether to provide delivery services beyond 30 miles.
4.3 You must inform us in advance if access to the venue is difficult. You must also inform us of any parking restrictions, car park charges or similar issues, or whether we are required to lift equipment upstairs. Circumstances, such as the aforementioned, may result in a delayed start if we cannot get to the venue with ease. If the venue is in a residents parking zone it is the Hirer's responsibility to provide the Company with a visitors parking permit on arrival at the venue or pay the charge.
​4.4 The Hirer or another responsible adult must be present at the agreed time for us to deliver our equipment / set up and style your event.
​4.5 We will endeavour to arrive at your location at the agreed time, however on occasions there may be circumstances beyond our control that may mean we will arrive later than the agreed time. These may include reasons such as (but not limited to) unpredicted road traffic, road closures, severe weather etc. We will contact you to let you know we are running late if it is possible and safe to do so.
4.6 The Hirer must ensure that, prior to our arrival, the area to set the party is cleared and that adequate space has been made, including removing any furniture, toys etc. ready for the set-up of your event. The Company will not be responsible for moving the Hirers furniture or belongings to make room for the equipment. We cannot move or help you move furniture due to insurance purposes.
4.7 The Hirer must ensure that the party area is clean and safe ready for the installation of the equipment. If the area isn’t deemed clean this may result in part or all of the Damage Deposit being held. If we cannot set up on the day due to inadequate space, we will cancel your event and no refund will be given. Under no circumstances should any of our equipment be moved or tampered with once it has been set up.
4.8 If in the event the Hirer or a representative are not present or allow entry for collection of the equipment the Hirer is liable for a secondary full night hire as per your invoice. The Company reserves the right to impose additional charges at the end of the hire period if the equipment on hire is not available to collect at the agreed collection time.
4.9 The Company reserves the right to make any changes to the services and set-up and collection times as is deemed necessary without notice to the Hirer.
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INDOOR SLEEPOVER PARTY TENTS / TIPIS
[5] Setting Up and Collection
5.1 We will supply all tents / tipis and furnishings in accordance with the booking confirmation that you receive. All hire items that we provide you with remains our property and must be returned at the end of the hire period, including hire items purchased from our party extras range. This excludes any personalised items that have been purchased separately by the Hirer.
​5.2 The maximum space required per setup is: width 100cm x length 200cm per tent / tipi with foam mattress, which includes space for the breakfast tray. Airbed mattresses require a slightly longer space of: width 100cm x length 220cm per tent / tipi, including space for the breakfast tray.
5.3 Emergency escape exits must not be blocked with our equipment. We will ensure emergency escape routes are free from any of our equipment when we set up. If we cannot set up all the equipment due to blocking any escape routes, we will have to reduce the amount of tents / tipis or equipment hired. If this is the case, no refunds will be given.
5.4 The Company will ensure that all equipment is safe and working prior to installation at the event.
​5.5 For parties of 4+ guests the equipment must be installed in the Hirers place of residence / venue on the ground floor. Should the Hirer wish to hold the party upstairs or in an external building, they should inform the Company at the time of booking, with all the relevant information including but not limited to the floor level and the proximity to available parking for the Company. In such an event, this may incur an additional charge which will be quoted at the time of booking.
5.6 Our ‘Styled By Us’ service will take the Company approximately 30 minutes per tent to install the hired equipment. We ask that during the installation the area is kept free of distractions to not delay the setup process.
5.7 Our ‘DIY Tipis’ service will take the Hirer approximately 15-20 minutes per tipi to install the hired equipment. At the end of the hire period, the Hirer must safely return all equipment to the bags / boxes they arrived in ready for collection by the Company at the timeslot stated on the booking confirmation.
5.8 The Company reserves the right to remove the equipment should they feel that the customers conduct, or use of the equipment be dangerous to themselves, anyone using the equipment or the safety of the hired equipment. In all such cases, the equipment will be removed, and no refunds will be given.
​5.9 At no time will any level of abuse be tolerated towards staff of the Company.
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[6] Looking After the Equipment
6.1 The Company will supply all equipment in a safe and usable condition. If the Hirer is not satisfied with any aspect of the equipment, they must state at the time of setup. The equipment is visually checked at the hire location once the hire session has finished. Any damage (other than fair wear and tear) will be recorded and reported at the time of collection, then repaired/replaced by the Company and will be charged to the Hirer. If any of the equipment is lost or stolen during the hire period, the Company reserves the right to charge the Hirer the retail price of the lost or stolen items.
6.2 The Hirer of this equipment will be responsible and liable for any damage or injury occurring from, or as a result of misuse or reckless use. These guidelines are for the safety of all people using this equipment, and it is the sole responsibility of the Hirer to ensure they are always fully adhered to.
​6.3 The tents / tipis are not play items and are for show purposes and to sleep inside of, they should not be climbed/jumped on or moved after they have been set up and all equipment must remain indoors at all times.
6.4 The Company asks the Hirer to refrain from allowing pets on or in any of the equipment. Should the equipment require extensive cleaning due to pet hair, part or all the Damage Deposit will be held to cover the cost of cleaning.
​6.5 To avoid stains that we cannot remove, the Company asks the following:
â—¦ Shoes must be removed before entering the tents / tipis.
â—¦ Any nail varnish recently applied must be completely dry before entering the equipment. It is the responsibility of the Hirer to ensure this.
â—¦ No food or drink is to be consumed inside the tents / tipis. Only dry, non-sticky food and only water or clear liquid drinks are allowed to be consumed next to the tents / tipis.
â—¦ If guests are wearing any makeup, fake tan, hair colour chalks or body glitter, we ask that this is fully removed before snuggling up in bed.
â—¦ No chewing gum, slime, glitter, confetti or silly string are to be used in or around the equipment.
â—¦ No felt pens, biros, paints, crayons or glue are to be used in or around the equipment.
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6.6 No electronic equipment including mobile phones, iPads etc. are to be left in the tents / tipis overnight as it poses a fire risk.
​6.7 All rubbish / recycling left by party guests must be removed at the end of your event prior to collection. The Company reserves the right to levy a charge, which will be deducted from your Damage Deposit, for the removal of any rubbish or waste left in the tents / tipis.
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(Last updated: v1.3 03/03/2025)