Terms & Conditions of hire. 

With each hire, we expect a fair use policy on all equipment and we accept that wear and tear does happen on equipment. We have some simple rules we expect all of our clients to abide by, to ensure safe, responsible, and careful use of our equipment. 

1) Contract: We will provide a contract by PDF form or PAPER form. By PDF form we accept that by making payment for your hire you accept the terms and conditions set out in the contract. If you do not agree with the terms and conditions, you must inform us before your equipment hire is delivered. Failure to inform us will ultimately mean you agree to the terms and conditions. 

2) Age: We can only submit hire equipment to a person of 18+ years old. You must provide 2 forms I.D with one form being a photographic ID (E.g. Driving license, or Passport, PASS card)

3) Acceptance of equipment must also be from a responsible person over the age of 18, and if they are not the direct hirer, will need to provide their I.D. and registration for security reasons. 

4) Deposit: 

Your damage deposit will secure your booking so no other deposit would be required to hold your date. If cancellation of hire occurs or payment for your event is not made within the agreed timeframe, we reserve the right to with hold your deposit. 

We request a damage deposit on all hire equipment and this can vary based on the amount and value the equipment is worth. On average we usually request a 50% deposit. IF items are discovered to be damaged during your hire, we may withhold up to 100% of your damage deposit for repair, or a replacement charge will be issued, where you have 14 days to make payment to replace the item at current retail price. 

Your deposit is refunded to you once items have been returned/collected and an inspection has been completed to determine working order. Please note, return of damage deposits can take up-to 10 days based on workloads but we aim to complete these in a timely manner. Any damage to items will be photographed and sent to you for evidence. 

5) Use of equipment:

The Hirer will use the Equipment in a good and careful manner and will comply with all of the manufacturer’s requirements and recommendations respecting the Equipment and with any applicable law, whether local, state or federal respecting the use of the Equipment, including, but not limited to, environmental and copyright law. 

The Hirer will use the Equipment for the purpose for which it was designed and not for any other purpose. 

Unless the Hirer obtains the prior written consent of the Owner, the Hirer will not alter, modify or attach anything to the Equipment unless the alteration, modification or attachment is easily removable without damaging the functional capabilities or economic value of the Equipment. 

a) We authorise the use of equipment to the hirer only and do not authorise third-party leasing of equipment. 

b) We expect equipment to be used as it should be with correct power cables provided

c) We expect items to be stored safely. Do not leave equipment outside unless written authorisation has been given by Nextwave Media Group LTD. If items are discovered to have been left outside where Water/damp damage can occur we will charge a £50 inspection to repair internal damage or require you to pay for the replacement of the items. Audio equipment is electrical and houses delicate internal components. We expect care to be taken to ensure damage does not occur. 

d) When items are in use/not in use, we expect security measured to be taken to ensure equipment is safe from theft or damage. We encourage you to seek your own insurance to cover any loss or damage. If items are stolen or damaged the hirer is solely responsible for replacing or repair of the item to the current market value. 

6) Collection / Drop off: We have different options of hire from which you can choose.

If you wish to DRY HIRE which means we deliver or provide all equipment and cables requested for your hire. These are provided in flight cases, bags, or stand-alone. We require you to pack away all equipment back into cases provided and leave it in a safe, protected environment for our team to collect or if you drop it back to us. If items are not packed away on the collection and require us to PACK AWAY as provided you will be charged a non-refundable fee of £25.

Warranties: The Equipment will be in good working order and good condition upon delivery. The Equipment is of merchantable quality and is fit for the purposes it is ordinarily used. 

Loss and Damage: To the extent permitted by law, the Hirer will be responsible for risk of loss, theft, damage or destruction to the Equipment from any and every cause. If the Equipment is lost or damaged, the Hirer will continue paying Rent, will provide the Owner with prompt written notice of such loss or damage and will, if the Equipment is repairable, put or cause the Equipment to be put in a state of good repair, appearance and condition. In the event of Total Loss of the Equipment, the Hirer will provide the Owner with prompt written notice of such loss and will pay to the Owner all unpaid Rent for the Term plus the Casualty Value of the Equipment, at which point ownership of the Equipment passes to the Hirer. 

All our prices include VAT which will be added on all quotations and invoices once an inquiry has been made. All dry hired equipment must be returned or made available for collection at the time agreed. For each day or part day it remains outstanding the hirer will be charged the daily hire rate for each outstanding item, or the total of consequential losses attributable to its late return. Delays and failing to arrive at the agreed time can result a non-refundable cancellation.

Identification/Proof of Address and Deposits

The full amount of any deposit(s) that are paid are non-refundable if any item is lost, stolen or damaged. Identification and proof of address (no later than 3 months to date) must be provided by the hirer when dry hiring equipment. ID and Proof of address will be retained by us until the return of all equipment. Exceptions may include: -where equipment is delivered to a hirer’s home address, council authorities, company representatives and previous known clients. (If ID is not made available, equipment will not be dry hired). Any or all deposits are taken at our discretion and we reserve the right to ask for a full deposit to the value of the goods. The hirer must have substantial insurance in place to cover the full cost of any loss or damage to the equipment while on hire or whilst being transported.


If we receive less than 14 days’ notice of cancellation, you are liable to pay the full amount of the agreed hire fee. If 14 days but less than 31 days’ notice of cancellation, you are liable to pay 75% of the agreed hire fee. PLEASE NOTE we do not issue refunds under any circumstances. All payments should be made knowing that these are non-refundable. We have never cancelled or failed to turn up for an event we have been engaged for. In an event that we cannot fulfil an engagement, our liability is limited to the cost of alternative hire, subject to a maximum of the fee we have agreed with you.

We will not be liable for any other direct or consequential losses. Our liability is also limited by giving you notice, in the same proportion and applying the same periods we apply to your liability to us and by force majeure. We will not be liable for any failure to supply a product or service where that failure is wholly caused by an event beyond our control that we could not reasonably anticipate, forestall or prevent. This may include (but is not limited to) Acts Of War, Terrorism, Extreme Weather Conditions, Global Outbreaks or Natural Disasters and where any public authority advises that only essential journeys should be undertaken, any product or service we supply shall not be considered essential.

Equipment Condition and Usage

We check the condition and operation of all equipment before it leaves us. On accepting delivery, you agree that it is in good condition and fully operational. We reserve the right to substitute your hire item(s) & provide you with a like-for-like exchange should your product be faulty or not available. No service or repair is to be attempted with the exception for serviceable fuses and lamps.

User-replaceable parts (fuses or lamps) may be replaced with manufacturer specified parts. The removal of panels or panel screws invalidates manufacturer’s warranty, and the hirer is liable for the full cost of replacing equipment where evidence of such is found.

Generators must not be used to supply electrical power to any item of our equipment without our expressed permission. The unauthorised use of any generator entitles us to its immediate recovery without notice or penalty and will result in further action by us if damage is caused due to the use of a generator that has provided an inadequate power supply.

It is the hirer’s responsibility to ensure equipment is suitable for the purpose intended and is used safely and legally. Anyone appointed to operate or supervise equipment must be competent to do so (and received appropriate training where required).

Equipment may only be used within manufacturer guidelines. Any misuse of equipment entitles us to its immediate recovery without notice or penalty and may result in further action by us if it has been tampered with or damaged. Any instruction to “turn down” or “turn off” given by an authority (i.e. police or local council representative) must be followed immediately and maintained. The hirer will be liable for any consequential losses due as a result of failing to observe such instructions given by appointed authorities.

Damage or Loss of Equipment

Unless it arises from our own actions of negligence, a hirer is liable to us for the whole costs of replacement and any consequential losses, due as a result of damage, theft or loss that occurs during the period of hire (including that resulting from any third party’s use of our equipment). All pre-paid deposits will also be forfeited.

If no pre-paid deposit is paid, we will invoice a 50% charge of the equipment hire in relation to the hire. This will be invoiced to you and must be paid in full within 14 days. 

If no deposit has been made you are agreeing and giving us the full entitled right to debit any debit or credit card which has been used to make payment upon hire. Where hired equipment is returned ”non-working” damaged / faulty or broken in any way we reserve the right to charge debit or credit cards up to 14 days after the date of hire to give time to eliminate whether it was due to malfunction of the equipment or misuse by the hirer.


Payments in full are to be made 4 weeks prior to your hire date. We are able to accept non-refundable admin fee of 20% to hold your hire date. This can only be accepted on hires taking place more than 4 weeks away with a value of over £100. 

Invoiced clients (must be pre-approved by us first) will need to clear outstanding fees within 7 days of the invoice date. Late payments will incur daily late payment penalties of 5% of the outstanding sum for a maximum of 31 days. After 31 days from the invoice date, if it remains unpaid and outstanding beyond Hire fees for dry hire equipment including deposits must be made in full at or before the time any equipment is received by the hirer by bank transfer this time, proceedings to make a court claim against the hirer will be made.

Cheque payments aren’t accepted. Receipts of payment must be received by customer/payee as a confirmation of hire. This receipt is attached in the confirmation email, without receipt the hire is not confirmed.  Payments made on the day of hire may not be accepted unless agreed.

Rights and Ownership

All equipment remains the property of Nextwave Media Group Ltd. A hirer cannot export, sell, lease, lend, sub-hire, modify or dispose of any equipment. Furthermore, the location of all equipment must always be made known to us at Nextwave Media Group Ltd. If you have any queries regarding any of the above, then please contact us before any bookings are made via email Sales@nextwavemediagroup.co.uk or phone us on 01582 292042

*Please Note* Our Terms & Conditions are subject to change. When making payment or accepting delivery of equipment, you are agreeing and entering this contract, you also agree to comply with all of our terms set out above. We do not require your signature only payment or acceptance of equipment. 

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