Understanding Your Booking

At Cotswold Silent Discos Ltd, we strive to provide a clear and transparent outline of our booking terms and conditions. This section is essential for ensuring that our clients are fully informed of their responsibilities and rights when making a booking for our silent disco services. We encourage you to read through this information carefully to facilitate a smooth and enjoyable event planning experience.

Booking Terms & Conditions

BOOKING TERMS

Cotswold Silent Discos — Equipment Hire

We aim to keep everything clear, fair and straightforward. These terms are designed to protect both you and us and to ensure your hire runs smoothly.

1 Booking & Confirmation

A booking is confirmed upon receipt of a 50% non-refundable deposit.
By paying the deposit, the Client agrees to these Terms & Conditions.
The remaining balance must be paid no later than two (2) weeks prior to the event date.
Failure to make full payment by the due date may result in cancellation of the booking and forfeiture of the deposit.

2 Delivery & Collection

The Client must be present at the agreed delivery and collection location on the confirmed dates and times.
If delivery or collection cannot be completed as arranged (for example, if no one is present), the Client will be responsible for any additional costs incurred, including re-delivery charges, additional courier fees, storage costs, and failed col lection charges.
Deliveries may be made by: Nationwide next-day courier service, Private courier, or Direct delivery by CSD.
Risk and responsibility for the equipment passes to the Client upon delivery and remains with the Client until collection has been completed.
If collection cannot be completed due to Client unavailability, extended hire charges may apply at the agreed daily hire rate.

3 Equipment Use & Care

All equipment must be used appropriately and in accordance with any instructions provided.
The Client is fully responsible for the equipment from delivery until collection — including for loss, theft, accidental damage, misuse, and third-party interference.
Equipment must be kept safe, secure and protected from weather or environmental damage at all times.
The Client must not tamper with, modify or attempt to repair the equipment.

4 Equipment Inspection & Fault Reporting

All equipment must be checked immediately upon delivery.
Any missing items, damage or faults must be reported within 24 hours of delivery or prior to the event start time (whichever is sooner).
We cannot accept responsibility for issues reported after this period.
Failure to report an issue within this timeframe will be deemed acceptance that the equipment was supplied in good working order.

5 Late Returns

Equipment must be available for collection at the agreed time and date.
If equipment is not available for collection as agreed, additional hire charges may apply at the daily hire rate until recovery is completed.
The Client will also be responsible for any additional courier or recovery costs incurred.

6 Lost, Damaged or Unreturned Equipment

The Client is responsible for the full replacement cost of any equipment that is lost, stolen or damaged beyond economical repair.
Replacement charges: Headsets – £42 each | Transmitters – £75 each | Power leads – £20 each | Transmitter-to-device connector leads – £20 each | 16-way charging lead – £40.
Where damage is repairable, we reserve the right to charge the full cost of repair, including labour.
If equipment is returned excessively dirty or requiring specialist cleaning, a reasonable cleaning charge may be applied.

7 Cancellation Policy

Four (4) weeks or more before the delivery date – 50% of the total booking value is non-refundable.
Less than four (4) weeks before the delivery date – 100% of the total booking value is non-refundable.
One alternative transfer date may be offered (subject to availability). The new date must fall within 12 months of the original booking unless otherwise agreed.

8 Government Restrictions / Force Majeure

If your event is cancelled due to Government restrictions or circumstances beyond your reasonable control, we will issue a credit note for the value of payments received at the time of cancellation.
Credit notes are valid for 18 months from the original booking date and remain subject to availability.

9 Limitation of Liability

Whilst we take every care to ensure equipment is supplied in excellent working condition, CSD shall not be liable for indirect or consequential losses, loss of profits, revenue or business, or event disruption arising from misuse, third-party interference or circumstances beyond our reasonable control.
Our total liability shall not exceed the total hire value paid.
Nothing in these terms limits liability where it would be unlawful to do so.

10 Payment Methods

We prefer payment by BACS where possible.
We also accept: Mastercard, Maestro, Visa, American Express, and PayPal (via our website or the secure payment link provided on your invoice).
Please note: Payment links expire 45 days from the invoice date.

11 Data Protection

We do not store credit card details and we do not share customer information with third parties.

12 Governing Law

These Terms & Conditions are governed by the laws of England and Wales.

Deposits and Payment Terms

To secure your booking with Cotswold Silent Discos, a non-refundable deposit is required at the time of booking. This deposit confirms your reservation and is deducted from the total cost of your event. Full payment must be received no later than fourteen days prior to the scheduled event date. Please note that bookings made within fourteen days of the event require full payment upon reservation.

Cancellations and Refund Policy

In the unfortunate event that you need to cancel your booking, please inform us as soon as possible. Cancellations made more than fourteen days before the event will result in the loss of the deposit, while cancellations made less than fourteen days prior to the event will result in the loss of the entire booking amount. We advise all clients to consider event insurance for additional protection.

Booking Terms & Conditions

BOOKING TERMS

Cotswold Silent Discos — Equipment Hire

We aim to keep everything clear, fair and straightforward. These terms are designed to protect both you and us and to ensure your hire runs smoothly.

1Booking & Confirmation

A booking is confirmed upon receipt of a 50% non-refundable deposit.
By paying the deposit, the Client agrees to these Terms & Conditions.
The remaining balance must be paid no later than two (2) weeks prior to the event date.
Failure to make full payment by the due date may result in cancellation of the booking and forfeiture of the deposit.

2Delivery & Collection

The Client must be present at the agreed delivery and collection location on the confirmed dates and times.
If delivery or collection cannot be completed as arranged (for example, if no one is present), the Client will be responsible for any additional costs incurred, including re-delivery charges, additional courier fees, storage costs, and failed collection charges.
Deliveries may be made by: Nationwide next-day courier service, Private courier, or Direct delivery by CSD.
Risk and responsibility for the equipment passes to the Client upon delivery and remains with the Client until collection has been completed.
If collection cannot be completed due to Client unavailability, extended hire charges may apply at the agreed daily hire rate.

3Equipment Use & Care

All equipment must be used appropriately and in accordance with any instructions provided.
The Client is fully responsible for the equipment from delivery until collection — including for loss, theft, accidental damage, misuse, and third-party interference.
Equipment must be kept safe, secure and protected from weather or environmental damage at all times.
The Client must not tamper with, modify or attempt to repair the equipment.

4Equipment Inspection & Fault Reporting

All equipment must be checked immediately upon delivery.
Any missing items, damage or faults must be reported within 24 hours of delivery or prior to the event start time (whichever is sooner).
We cannot accept responsibility for issues reported after this period.
Failure to report an issue within this timeframe will be deemed acceptance that the equipment was supplied in good working order.

5Late Returns

Equipment must be available for collection at the agreed time and date.
If equipment is not available for collection as agreed, additional hire charges may apply at the daily hire rate until recovery is completed.
The Client will also be responsible for any additional courier or recovery costs incurred.

6Lost, Damaged or Unreturned Equipment

The Client is responsible for the full replacement cost of any equipment that is lost, stolen or damaged beyond economical repair.
Replacement charges: Headsets – £42 each | Transmitters – £75 each | Power leads – £20 each | Transmitter-to-device connector leads – £20 each | 16-way charging lead – £40.
Where damage is repairable, we reserve the right to charge the full cost of repair, including labour.
If equipment is returned excessively dirty or requiring specialist cleaning, a reasonable cleaning charge may be applied.

7Cancellation Policy

Four (4) weeks or more before the delivery date – 50% of the total booking value is non-refundable.
Less than four (4) weeks before the delivery date – 100% of the total booking value is non-refundable.
One alternative transfer date may be offered (subject to availability). The new date must fall within 12 months of the original booking unless otherwise agreed.

8Government Restrictions / Force Majeure

If your event is cancelled due to Government restrictions or circumstances beyond your reasonable control, we will issue a credit note for the value of payments received at the time of cancellation.
Credit notes are valid for 18 months from the original booking date and remain subject to availability.

9Limitation of Liability

Whilst we take every care to ensure equipment is supplied in excellent working condition, CSD shall not be liable for indirect or consequential losses, loss of profits, revenue or business, or event disruption arising from misuse, third-party interference or circumstances beyond our reasonable control.
Our total liability shall not exceed the total hire value paid.
Nothing in these terms limits liability where it would be unlawful to do so.

10Payment Methods

We prefer payment by BACS where possible.
We also accept: Mastercard, Maestro, Visa, American Express, and PayPal (via our website or the secure payment link provided on your invoice).
Please note: Payment links expire 45 days from the invoice date.

11Data Protection

We do not store credit card details and we do not share customer information with third parties.

12Governing Law

These Terms & Conditions are governed by the laws of England and Wales.

Event Changes and Amendments

We understand that plans can change. Should you wish to make amendments to your booking, please contact us at your earliest convenience. Alterations to the event date, location, or any significant changes may result in additional fees. We will work with you to accommodate your requests whenever possible.

Client Responsibilities

As a client of Cotswold Silent Discos, it is your responsibility to ensure that the venue is suitable for our equipment and that all required permissions are obtained. Additionally, you must provide a safe environment for guests and comply with any venue regulations or restrictions. Any damages incurred to our equipment during the event will be charged to the client.