Terms and Conditions
Definition and Interpretation
Polka Dot Events are the ‘Company’, ‘we’, ‘us’ and the ‘Hirer’, ‘The Client’, ‘you’, ‘your’ is any person or company that hires items from the Company or hires the Company to carry out consultation services or the dressing of hired items or venues. ‘Items’ means, any item provided by the Company to the Hirer in accordance with the Terms and Conditions set out by the Company.” Booking” means the agreement or contract made between the Company and the Hirer.
These are the only terms and conditions upon which will form a binding contract with Polka Dot Events and The Client. No alteration or substitution to these terms and conditions shall be valid unless agreed in writing by Polka Dot Events.
Please note that Polka Dot Events reserves the right to change these terms and conditions at any time, without prior notice. Any such changes will take effect when posted on the website and it is your responsibility to read the terms and conditions. By continuing to use this website .https://www.polkadotevents.ie/) and by ordering your event decorations services with us, you accept to be bound by the latest terms and conditions.
Retention of Title
All Items are the absolute property of the Company and the Hirer must not keep, sell or offer to sell, sub hire or lend any item unless agreed otherwise with the company.
In the event that any of the Company’s Items become broken during the hire period all broken Items and/or broken pieces must be returned to the Company as these remain the Company’s property under all circumstances.
The payment of a booking fee is deemed as acceptance of the below terms and conditions which shall apply to the supply of services by Polka Dot Events to The Client.
Rental Item Hire
A non refundable booking fee of €100 per item is required. This will secure the products that you have chosen for your special event.
Polka Dot Events offers free travel for up to 25 kilometers (with €250 Minimum Order), and €.60 for each additional kilometer.
Extensive travel or travel to events taking place at night may require an overnight stay and other expenses. We will always agree a rate with you for these expenses before you place your booking.
Final balance is due for payment two weeks before your Big Day or Event.
Full payment details will be sent to you via email.
Event Styling/Consultation Services
Services provided, such as Items that require assembling and dressing or venues that will be styled and dressed by the Company, will be quoted for following a full consultation either in person, via phone, or via email. Each part of your event expectations will be discussed and formalised. Our charges for each part of your event will be itemised clearly on an invoice, prior to the acceptance of the booking.
Booking fees for Event Services will vary as dependant on event requirements.
All prices quoted by the Company may be amended when agreed with the Hirer and the Hirer will reasonably consider any errors or omissions or where an increase is caused by a change in the circumstances beyond the reasonable control of the Company.
Any additional expenses or fees resulting from any changes made by the Hirer, that have not been quoted in the agreed proposal but subsequently incurred by the Company, will be invoiced separately after the event
We reserve the right to substitute an item for an alternative design i.e. if breakages, delayed returns, lost items have occurred because of a previous customer order. Any necessary substitutions will be communicated prior to your hired items being dispatched or delivered.
We reserve the right to withdraw our acceptance of your booking if the goods requested are not readily available to us and will refund in full any payment you have made.
All the Items we hire are considered to be decorations or decorative accessories. They are not to be used in any other manner than for which they were intended. The Company is not responsible for any accident or loss arising from any Item being misused or mistreated in any way. Children must be accompanied by an adult at all times whilst in the presence of our hire Items to ensure they are not used in an unsafe way such as climbing on and crawling under.
Please be advised that some sweets may contain or have traces of nuts or nut oils. They also may have been in contact with products or sweets containing nuts or nut oils. The Company cannot be held responsible for any issues resulting from any food allergies.
The Hirer should ensure that children are supervised at all times to avoid the risk of suffocation or choking from sweet wrappers, plastic bags, sweets or any other item. The Company cannot be held responsible for safety issues which occur from the use of our hire Items or consumption of our confectionary.
The Hire Period, Delivery and Collection
Deliveries and collections will be made by our own vehicles and staff or designated supplier.
All Items will be checked for quality and any prior marks will be noted, before they are delivered.
The Hirer or an appointed person will be required to inspect and sign for the goods at the time of delivery/set up and any person, other than the Hirer who signs a delivery/set up note at the venue is deemed to be authorised to do so.
The Hirer accepts full responsibility for the security and safe use of the hired Items until collected by the Company or the designated supplier.
Please be aware that the items remain the Hirers responsibility until they have been collected by the Company or by our designated courier service. The Hirer should therefore make every effort to ensure goods are kept dry and are retained in a secure place until this time.
If hired items are not ready and packaged as per the Company’s instructions the Company will charge a rate or €50.00 per hour for any time spent by the Company gathering and packing the hired items.
The Hire period will commence from the time we release the items to the Hirer or the venue is dressed and continues until the items are returned to the Company.
No refunds or credits will be issued for any items that are returned unused.
As much as we try to eliminate marks and small stains from all our hire products, due to the items not being new, there may be times where there may be marks.
We will try to rectify any obvious marks. Being a rental item, they may have slight scratches and marks, none of these items are new so will have a slight wear and tear.
Dressing of Venues including tables
On the day of set up, the Company will require all linen on the tables ready to be dressed and any chair covers and/or sashes applied. If the Hirer is using the same function room for both the Ceremony and Reception, the Hirer will need to arrange with the venue, setup of the table items after the ceremony, unless otherwise agreed by the Company at the booking stage. If it is not made clear to the Company and agreed at the booking stage the Company will be unable to stay on the day.
Venues must be clean and ready for dressing, the Company will not be responsible for any kind of cleaning such as floors, walls, toilets etc. If you need further clarification on this then please contact us prior to booking.
The Company is unable to un-stack or put out chairs at the venue. This is something the Hirer Needs to arrange with the venue before the Company’s arrival.
Polka Dot Events will work on a best endeavours approach, if the Company is not given the requested amount of time to dress the event. The Company will take no responsibility for unfinished venue dressing should the event start earlier than specified or if access to the venue is not granted at the requested time, although every effort will be made to complete your event.
Return of Hired Items
We reserve the right to collect Rental Items after midnight following your event as products may/could be needed for rehire and will be required for quick ‘turn-around’ cleaning and prompt dispatch – under these circumstances this collection time is non-negotiable. We reserve the right to collect at this time without prior discussion.
Items not available for collection on the agreed date and time will incur an additional collection fee plus 25% of the listed hire price per item per day.
If any items are returned dirty this will incur an additional charge of 20% of the hire value of the items as a cleaning fee. If you are not sure what this covers prior to hire, please contact us for clarification. This charge will be automatically taken from your security deposit.
We will make every effort to collect and deliver your order at the specified times, however, we will not be liable for any loss arising directly or indirectly from any delay in the delivery or collection of goods through other parties.
Cover Loss or Damage of Hired Equipment
The Hirer assumes complete responsibility for loss of or damage to the hired Items (other than fair wear and tear) from the time the equipment is delivered/set up at the venue, until it is collected. Damages to or loss of hired Items will incur fees equivalent to the cost of replacing the equipment with new stock or repairing the items if possible. If you require a replacement cost prior to hire, please contact us.
Payment for damaged or missing Items in all cases will require a payment card authorisation form to be completed, prior to items being delivered/collected. By accepting these Terms and Conditions you are agreeing for the Company to take payment from the authorised card for any missing/damaged items at replacement cost. If the Company does take payment a description of the missing or damaged Items and the fee charged will be sent to the Hirer. If any of the missing items are found and returned back to the Company at a later date we will refund you any charge taken for said item as long as this is within 48 hours from the end of the Hire term
A security deposit must also be provided with the balance payment 2 weeks prior to the dispatch of the Rental items. The sum of money is dependent upon the value of the goods being supplied and is held as a deposit against the safe and prompt return of the Rental Items under hire.
A member of our Team will contact you the week leading up to your Event to take the Pre-Authorised Payment via Credit/Debit Card. Please ensure sufficient funds are available.
Pre Authorisations are all done through Polka Dot Events and invoices, if made, will be made out from Polka Dot Events who take charges for missing/damaged items.
The replacement cost of all losses and damages will be taken from the credit/debit card details held on file. This action will not be taken without prior discussion with the client.
Substitute items will not be accepted and all damaged items remain the property of Polka Dot Events and should therefore be returned.
*We strongly recommend that you check all the hired items when we come to collect, as after this our decision is final. We also recommend taking wedding insurance out to cover any charges made.
Cancellation and Charges
If, for any reason, you wish to cancel your booking you should telephone; 0866065753 or email us at firstname.lastname@example.org in the first instance.
All cancellations or reductions in numbers of items to be hired must then be confirmed in writing and will only become effective on receipt of your cancellation email or letter.
We will write to you confirming the cancellation so please do contact us if you haven’t heard from us as we may not have received your request.
You will incur a cancellation charge based upon the value of the balance owing. This amount is dependent upon the length of notice we receive from you.
Cancellations made from 5-6 weeks prior to the date of delivery will be exempt from a cancellation charge. Note your €100 per item booking fee is non-refundable but no charge will be levied against the balance owing.
Cancellations made less than 3-4 weeks prior to the date of delivery will be charged at 75% of the balance owing on the total contract price.
Cancellations made within 2 weeks of the delivery date will be charged at 100% of the balance owing on the contract price.
Cancellation charges will automatically be deducted from your credit/debit card or added to your invoice.
Cancellations fees for Event Services or Consultations will vary as dependant on event requirements and will be calculated on a pro rata basis.
Cancellation Due to Adverse Weather
In adverse weather conditions such as Snow & Ice, it is the Company’s decision whether to deliver and/or set up hired items if it jeopardises the safety of us or our staff. The Company will make every effort to get the hired items to the venue and exhaust every option that is available before cancellation of the booking. It is the responsibility of the Hirer to make sure the hired goods are insured for such incidences.
In case of bad weather conditions on the day of your event storm, snow, heavy rain etc. there may be a possibility that we can not set up decorations outside due to safety reasons. In that case all decoration will be placed inside the Church or Venue.
Polka Dot Events is not liable should an injury occur during the hire of any of our items. Once the items have been delivered and set up at the venue(s) the items become the responsibility of the client. They should ensure any hired items are not tampered with or moved as previously arranged.
In no circumstances shall our liability to you exceed the invoice value of the contract.
Polka Dot Events or any of their employees shall not be liable in respect of damages/injury/loss or any other damage incurred in respect of this hire, as a result of any defect or damage to the item and the customer shall satisfy himself/herself of the suitability/condition/placement of the equipment upon receipt.
Caution should be exercised in particular with the use of candles; we shall not be liable for any damage/injury/loss caused as a result of using candles. Permission should be sought from the venue as to the suitability of all items hired.
Events outside our control
We will not be liable or responsible for any failure to perform, or delay in performance of, any of our obligations under a contract that is caused by events outside our reasonable control (Force Majeure Event).
A Force Majeure Event includes any act, event, non-happening, omission or accident beyond our reasonable control and includes in particular (without limitation) the following:
Strikes, lock-outs or other industrial action.
Civil commotion, riot, invasion, terrorist attack or threat of terrorist attack, war (whether declared or not) or threat or preparation for war.
Fire, explosion, storm, flood, earthquake, subsidence, epidemic or other natural disaster.
Impossibility of the use of railways, shipping, aircraft, motor transport or other means of public or private transport.
Impossibility of the use of public or private telecommunications networks.
The acts, decrees, legislation, regulations or restrictions of any government.
Our performance under any contract between us is deemed to be suspended for the period that the Force Majeure Event continues, and we will have an extension of time for performance for the duration of that period. We will use our reasonable endeavours to bring the Force Majeure Event to a close or to find a solution by which our obligations under the contract may be performed despite the Force Majeure Event.