Booking terms and conditions
Meraki Marquees Ltd. Booking Terms and Conditions
Updated 5 November 2026
1. The agreement
1A. Words used in these terms
Company means Meraki Marquees Ltd, its sub-contractors and its agents.
Hirer means the other party to the contract. Where the Hirer is more than one person, it means all of them.
Period of Hire means the period for which the Equipment is available for the Hirer’s use.
Installation Period means the period from the installation of the Equipment to its removal.
Equipment means any property owned by the Company.
Technical Installation means an installation for which the Company must provide additional anchoring equipment.
Initial Request means the request submitted through the Company’s website, or made by phone, email, social media or in person.
Booking Acknowledgement means the Company’s first response to the Initial Request.
Upon Booking means the moment the Company confirms the booking to the Hirer.
1B. Venue requirements
Every quote the Company provides assumes that the site has level, firm ground with good vehicular access, and that there are no obstacles above or below the ground that will interfere with the installation of the Equipment.
If the Equipment has to be carried 25 metres or more from where the vehicle can park, there is an additional charge to cover the extra staff and carrying aids. The Hirer must tell the Company about this before the delivery date.
Before installation the Hirer must sign the Company’s Underground and Overhead Obstructions disclaimer.
The Hirer must declare any Technical Installation in the final stages of submitting their booking request, so that the correct charges can be applied.
1C. Damage to the Equipment
The Hirer is responsible for the safe custody of the Equipment during the Period of Hire, and for all damage caused to it during that time.
Damage is charged to the Hirer. The Company records any damage when it collects the Equipment and agrees the record with the Hirer before leaving the site. Once the Company has calculated the cost, it sends the Hirer an invoice with an itemised list of the damaged Equipment and the payment details.
1D. Circumstances beyond the Company’s control
The Company accepts no responsibility for being unable to install the Equipment because of circumstances beyond its control, including adverse weather and delays caused by a previous hire.
Adverse weather may require the Company to order an emergency evacuation of any temporary structure on the site during the Period of Hire. The Company accepts no responsibility for any additional expense this causes. The Hirer is advised to take out event insurance to cover such circumstances.
1E. How a booking is made
1. The Company replies to the Hirer’s Initial Request with a booking request notification.
2. Once the Company has checked that the Equipment requested is available, it emails the Hirer a confirmation, together with any changes it suggests to the request.
3. Once the Hirer has confirmed any changes, the Company sends an invoice and a Booking Acknowledgement for the items requested.
4. The Hirer then has 7 days to make the booking live. A booking is live only once the Company has received the 40% deposit and confirmed receipt.
5. The Company does not reserve Equipment for longer than those 7 days. When the 7 days expire the Equipment becomes available to other Hirers immediately.
The Company reserves the right to substitute Equipment of similar quality, and will make sure the Hirer knows before the Period of Hire.
2. The site and payment
2A. Damage to the site
The Company is not responsible for damage to the site during the installation or removal of the Equipment, nor for damage to any property of the Hirer or of the venue that the Company moves during installation or removal.
The Company’s matting and flooring need underlay sheeting, which discolours grass over three days. Hire periods of more than three days may damage the grass. The Company does not take responsibility for this.
Unless the venue or the Hirer has set out specific installation requirements, the Company installs all Equipment in the normal way.
2B. Payment plan
Payment is due in three stages:
| Stage | When |
| 40% of the hire cost | Upon Booking. Quotes are held for 7 days; if this payment is not made in that time the Company does not hold the Equipment for the Hirer. |
| 30% of the hire cost | 12 weeks before the Period of Hire. |
| 30% of the hire cost | 6 weeks before the Period of Hire |
A Hirer who pays in full Upon Booking may be offered a discount.
2C. Late payment
A payment is late if the Hirer has not paid the invoiced amount on or before its due date.
If a payment is late, the Company reserves the right to cancel the booking and offer the Equipment to another enquiry for the same dates. Non-payment is treated under the cancellation terms below.
2D. Cancellation
The 40% booking deposit is not refundable.
| Cancellation received | Refund |
| 24 weeks or more before the Period of Hire | 60% of the hire cost. Applies only to Hirers who paid in full Upon Booking and received a gift or discounted offer. For example, on a hire cost of £1,000.00 the refund is £600.00. |
| Less than 24 weeks and more than 12 weeks before | 40% of the hire cost. Applies only to Hirers who paid in full Upon Booking. |
| Less than 12 weeks and more than 6 weeks before | 20% of the hire cost. |
| Less than 6 weeks before | No refund. |
To cancel, the Hirer must email info@merakimarquees.co.uk confirming that they wish to cancel. The cancellation takes effect only once the Company has confirmed receipt.
Refunds are made by BACS only, and the Company needs the Hirer’s bank details before it can send the money. A credit note is available instead of a refund.
3. Collection, Pitch In and delivery
3A. Collection
Before the Company collects the Equipment, the Hirer must make sure that it is clean and that nothing which does not belong to the Company has been left inside the marquees.
3B. Delivery charge
The delivery charge assumes that the site is within 25 metres of where the vehicle can park, and that any Technical Installation has been declared and assessed.
The charge is set by the number of road miles that Google Maps gives between the Company’s storage and workshop address and the venue address. That mileage places the booking in one of the following zones:
| Road miles from the Company’s premises | Estimated charge in GBP (£) – exc VAT |
| Up to 15 miles | Free |
| 15 to 50 miles | £50.00 |
| 50 to 100 miles | £150.00 |
Anything over 100 miles the Company quotes individually.
The Company reserves the right to add a haulage charge for very large orders that need extra logistical help.