Definitions

In these terms and conditions:

• “We/us/our” means Igloo Garden Getaway.

• “You/your” means the person named on the booking confirmation.

• “Your booking” includes all arrangements, services, and items provided or organised by us.

Acceptance of these Terms & Conditions forms part of the contract between Igloo Garden Getaway and the hirer and applies to all bookings unless otherwise agreed in writing.

We reserve the right to update these terms at any time; the version applying to your booking will be that in place on the date you book. By paying your deposit, you confirm you have read, understood, and agree to be bound by these Terms & Conditions in full.

1. Property & Responsibility

1.1 All hired items — including bespoke or custom‑made pieces — remain the property of Igloo Garden Getaway at all times.

1.2 Any bespoke items are provided for hire only. If you wish to keep them after your event, this must be agreed at booking; an additional charge will apply.

1.3 From delivery and setup until collection and inspection by us, you accept full responsibility for all hired items when our team is not on‑site.

1.4 Items sourced from third‑party suppliers remain their property at all times. You accept full responsibility for these items from delivery until collection, unless we are managing them on‑site.

2. Payment Terms & Security Deposit

2.1 Igloo Hire Packages & Styling Services:

• A non‑refundable deposit of 50% is required upon booking to secure your date.

• Your booking is confirmed only once we receive and accept your deposit.

• The remaining 50% balance is due 14 days before your hire date, unless other arrangements are agreed in writing.

• Full payment instructions can be found clearly stated on your invoice.

2.2 Security Deposit: We reserve the right to request a refundable security deposit prior to installation. This deposit will be returned to you within 7 days of collection, subject to satisfactory inspection of all hired items upon return.

2.3 Replacement Cost Definition: For the purpose of these terms, replacement cost means the full current retail cost of replacing the item, including delivery, sourcing, administration, and any associated losses incurred by us.

2.4 Where changes to suppliers, venue, or styling significantly alter costs, we will issue a revised quote; an additional deposit of up to 30% may be required.

2.5 For bookings involving third‑party suppliers, we will adhere to their required payment schedules and adjust our own timelines accordingly, notifying you in advance.

2.6 Chargebacks & Disputes: By making payment, you acknowledge acceptance of these Terms & Conditions. Any chargeback or payment dispute raised without reasonable grounds may result in recovery action for associated costs, fees, and losses incurred by us.

2.7 Late Payment: If the remaining balance is not received by the due date, we reserve the right to cancel the booking without further notice. Any deposit paid will remain non‑refundable.

3. Standard Hire Period

3.1 Unless otherwise agreed, hires are for one night:

• Day 1: Agreed setup slot.

• Day 2: Morning dismantle and collection (time confirmed at booking, usually at our convenience).

3.2 Hire periods for third‑party items may vary and will be confirmed separately.

4. Relocation of Equipment

4.1 Once installed, the igloo and associated hire items must not be moved, repositioned, altered, or modified without our prior written consent.

5. Capacity Limits

5.1 The maximum recommended occupancy of the igloo must not be exceeded. We accept no liability arising from overcrowding or misuse of the structure.

6. Electrical Supply

6.1 The hirer is responsible for providing a safe, accessible, and suitable electrical supply where required. We accept no liability where equipment cannot be used due to inadequate, unsafe, or unavailable power supply.

7. Failure to Return Hired Items

7.1 If items are not ready for collection at the agreed time, a reasonable daily hire charge, as determined by us (up to 25% of the total booking value per additional day), will apply, plus any losses incurred as a result of cancelled or delayed future bookings. If items remain unreturned after an extended period, you will be liable for their full replacement cost, and we reserve the right to pursue legal recovery.

7.2 Where agreed payment deadlines are missed or damage charges remain unpaid, we may refer the debt to a third‑party collection agency. Additional fees will apply, and you will deal directly with them to settle the balance.

8. Item Condition, Weather & Damage Liability

8.1 By signing our delivery/collection note, you confirm items are in good order and match your booking. No claims regarding condition or quality will be accepted later unless raised at inspection before signing. Please ensure a responsible adult (aged 18+) is present.

8.2 Weather Responsibility: You are responsible for ensuring the igloo remains secured and protected throughout the hire period. Any damage caused by severe weather — including but not limited to wind, storms, flooding, snow, or fallen debris — where you have failed to follow our instructions, will be chargeable at full replacement cost.

8.3 Breakages, missing parts, or damage from any other cause during your hire will be charged at full replacement cost.

8.4 If we cannot provide a booked item due to prior damage or loss, we will endeavour to source a like‑for‑like replacement. If this fails or is unacceptable, we will refund only the cost of that specific item — no further compensation applies.

8.5 Unless agreed otherwise, furnishings and props are for use inside the igloo only. Outdoor use is entirely at your own risk.

8.6 We accept no liability for costs or charges from third‑party suppliers if their items are damaged or lost while in your care.

9. Delivery & Collection

9.1 Items must be available for collection at the same address in a secure location. Please do not attempt dismantling — our team will handle this. Responsibility stays with you until items are signed back to us. If we attend to collect and cannot gain access, an additional collection fee may apply. Where no representative is present during collection, we will document the condition of the items using photographs and videos, which may be relied upon in the event of a dispute.

9.2 Minimum Access Requirement: You must ensure a minimum clear width of 90 cm through all gates, paths, and access points to allow safe delivery and setup.

9.3 Delivery and collection times are estimates only and cannot be guaranteed. We will confirm the approximate schedule 7 days before your booking, but reserve the right to adjust timings to accommodate other commitments or unforeseen delays.

9.4 You are responsible for ensuring legal, accessible parking for our vehicles. We are not liable for failed deliveries or collections due to restricted parking.

9.5 Wet & Unstable Ground: We reserve the right to refuse installation where ground conditions are unsafe, excessively waterlogged, unstable, or otherwise unsuitable for safe setup.

10. Cancellation Policy

10.1 All deposits are non‑refundable and non‑transferable unless otherwise agreed in writing.

Refund schedule for customer cancellations:

• More than 14 days before hire: Any payments made in excess of the non‑refundable deposit will be refunded.

• 14 days or less before hire: No refund will be available.

11. Pricing & Payment Process

11.1 Payment of your deposit confirms acceptance of the booking and these terms. Additional items/services may be added subject to availability.

11.2 Quotes remain valid for 14 days; price changes do not affect bookings confirmed within this window.

11.3 All payment details, including bank transfer instructions, can be found clearly stated on your invoice. Please notify us by email once payment is made so we can confirm receipt.

12. Safety, Usage Rules & Supervision

12.1 Strictly Prohibited: Smoking, vaping, candles, fireworks, BBQs, fire pits, naked flames, and portable heaters are strictly prohibited inside or within 3 metres of the igloo. Any damage, staining, or odour removal costs resulting from a breach of this rule will be charged to you in full.

12.2 Pets: Pets are permitted only at your own risk. Any damage, staining, chewing, scratching, or soiling caused by pets will be charged at full replacement cost.

12.3 Children: Children must be supervised by a responsible adult at all times. We accept no responsibility for accidents, injuries, or incidents occurring during the hire period.

12.4 Liability: You accept full responsibility for all persons using the equipment during the hire period. We are not liable for injury, loss, or damage to persons, animals, or property arising from use of hired items, nor for indirect or consequential losses or costs.

12.5 After installation, we demonstrate safe use and controls. You are responsible for supervising use and ensuring all electrical items are switched off and unplugged after use.

13. Landlord / Venue Permission

13.1 It is your sole responsibility to obtain any necessary permission from your landlord, property management, or venue before booking. We accept no liability if access or use is refused due to missing permissions.

14. Extreme Circumstances & Force Majeure

14.1 Force Majeure: We shall not be liable for delays or failure to perform our obligations due to circumstances beyond our reasonable control — including severe weather, road closures, accidents, illness, vehicle breakdowns, strikes, or government restrictions.

14.2 In such circumstances, we may reschedule delivery or collection and will not be liable for any costs or losses you incur.

14.3 If we cannot safely attend your venue and alternative arrangements are not feasible, we will provide a full refund only — no further compensation applies.

14.4 We reserve the right to decline or cancel any booking if we believe items are unsuitable or your event risks harming our reputation — at any point up to hire. In such cases, a full refund will be issued, with no further liability.

15. Promotions

15.1 Only one discount or offer applies per booking.

15.2 Promotions are offered at our discretion and agreed at booking. Once your deposit is paid, no further discounts can be applied.

16. Care & Cleaning

16.1 On completion of installation, all lighting and décor will be tested and fully working. We brief your nominated representative on controls and safe use — this person takes responsibility thereafter.

16.2 All electrical items must be used safely per our instructions and switched off/unplugged when not in use.

16.3 Cleaning Responsibility: The igloo and all hire items must be returned in reasonable condition. Excessive cleaning required due to spillages, food waste, mud, makeup, fake tan, confetti, glitter, or similar substances may incur an additional cleaning charge.

17. Photography, Video & Marketing Rights

17.1 We may take photographs and videos of our installations for promotional, marketing, and social media purposes. These images will focus on our work and setup.

17.2 By voluntarily sending us photographs or videos of your event for promotional purposes, you grant Igloo Garden Getaway permission to use such content for marketing, advertising, and social media purposes unless otherwise agreed in writing.

17.3 Any images you publish online, in print, or elsewhere should credit Igloo Garden Getaway where reasonably possible.

18. Complaints Procedure

18.1 Any concerns regarding the setup, equipment, or service provided must be reported to us as soon as reasonably possible during the hire period to allow us the opportunity to investigate and, where appropriate, rectify the issue. Complaints raised after collection may affect our ability to investigate and resolve the matter.

19. GDPR & Privacy

19.1 We process and store your personal details securely in accordance with the UK GDPR and Data Protection Act 2018. We only use your information to manage your booking, communicate with you, and improve our services. We do not share your data with third parties for marketing purposes without your consent. You may request access to, correction, or deletion of your personal data at any time by contacting us directly.

20. Site Requirements

20.1 Wherever possible, we prefer outdoor access (e.g., via gates) to avoid entering your property. If we are unable to complete installation due to insufficient access, unsuitable ground conditions, or obstacles not disclosed at the time of booking, no refund will be due.

20.2 Please reserve space on your driveway or immediately outside your home for safe and easy transport of equipment.

20.3 The setup area must be clean and suitable. If on grass, the lawn should be freshly cut and maintained beforehand.

20.4 Right to Refuse Unsafe Setups: We reserve the right to refuse installation if we believe the location, access route, electrical supply, weather conditions, or any other circumstances present a health and safety risk to our staff, equipment, property, or any third party. In such circumstances, cancellation terms may still apply.

21. Governing Law

21.1 These Terms & Conditions shall be governed by and interpreted in accordance with the laws of England and Wales. Any disputes arising from these Terms & Conditions shall be subject to the exclusive jurisdiction of the courts of England and Wales.

22. Contact During Hire Period

22.1 The hirer must provide a valid contact telephone number and remain reasonably contactable throughout the hire period. If an issue arises regarding the safety, security, collection, or condition of the hired items and we are unable to contact the hirer, we reserve the right to take any reasonable action necessary to protect our equipment and property.