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Film & TV hire Terms & Conditions

Coachstar RV – Terms & Conditions of Hire

These Terms and Conditions of Hire apply to all bookings with Coachstar RV (“the Operator”). By accepting delivery of a vehicle, confirming a booking, or making payment, you (“the Hirer”) agree to these terms in full. This agreement is legally binding and governed by the laws of England and Wales. Any disputes will be settled in the UK courts.

1. Scope

These terms apply to all hires, whether for events, film, television, or other purposes.

2. Booking & Reservations

  • Reservations are only confirmed once a deposit, full payment, or agreed purchase order/email confirmation is received.

  • Until then, dates remain available to others.

  • All bookings are chargeable from base-to-base (departure from and return to our premises).

3. Payments

  • Hire fees must be paid in full before delivery unless otherwise agreed in writing.

  • Late payments may be subject to interest.

  • No cash payments are accepted.

4. Damage Security Deposit

  • A refundable damage deposit of £1,000 may be required before delivery (higher for certain events, e.g. festivals).

  • The deposit will be returned within 72 hours of return, less any deductions for damage, missing items, excessive cleaning, or additional charges.

  • Where hire is covered by a production company’s insurance, any uninsured loss or damage remains chargeable in full.

5. Delivery & Collection

  • Delivery is at the Operator’s discretion and only to suitable locations where the vehicle can be manoeuvred, parked safely, and later collected without obstruction.

  • Standard delivery times are from 2pm; return by 10am on the final day unless otherwise agreed.

  • Late return is chargeable at £300 per hour.

6. Electricity Supply

  • It is the Hirer’s sole responsibility to ensure that a safe, stable, and sufficient electricity supply is provided for the duration of the hire.

  • Each trailer requires an independent 16A or 32A feed (Distribution box)

  • The Operator accepts no liability for issues caused by inadequate or unstable site power, including tripping or damage to appliances.

  • Any appliance or system damage caused by unsuitable site power will be recharged to the Hirer.

7. Water Supply & Use

  • The Operator does not deliver trailers with full water tanks; only minimal water is carried for testing purposes due to weight and transport safety.

  • It is the Hirer’s responsibility to provide a sufficient on-site water supply (e.g. bowser or mains feed) and to fill the trailer’s water system as required.

  • The Operator accepts no liability for water supply issues caused by the Hirer’s failure to provide or connect a suitable on-site water source.

8. Cancellations

  • Cancellations within 14 days of hire start = 100% of hire fee payable.

  • Cancellations more than 14 days before hire start = loss of deposit.

  • Early termination or release after delivery = full agreed hire period chargeable.

9. Vehicle Contents & Use

  • All contents remain the property of Coachstar RV and must not be removed.

  • Treat all fixtures, fittings, and appliances respectfully and report any faults or breakages immediately.

  • Smoking inside the vehicle is strictly prohibited (£500 fine).

  • No unauthorised pets are permitted.

  • Toilets must only be used with appropriate chemicals and human waste/toilet paper.

10. Appliance & System Failure

  • Appliance or feature failure (e.g. fridge, air conditioning, leisure battery, hot water, TV signal) is not grounds for refund unless caused by proven negligence of the Operator.

  • The Operator will assist remotely or on site where possible to resolve issues.

11. Additional Charges

The following may incur additional charges:

  • Excess cleaning (£75/hour).

  • Blocked toilets.

  • Stained upholstery/spills.

  • Missing/damaged equipment.

  • Generator use (£9/hour).

  • Travel costs, tolls, congestion/ULEZ charges, ferries, and waste disposal (where applicable).

12. Liability & Insurance

  • The Hirer is liable for all loss or damage to the vehicle and contents during the hire period, regardless of cause.

  • For the avoidance of doubt, the Hirer is liable for all damage to appliances and electrical systems caused by improper, insufficient, or unstable site power provision.

  • The Operator accepts no liability for loss of the Hirer’s personal possessions or for delays caused by traffic, weather, access restrictions, or site power issues.

  • Hirers are advised to arrange their own insurance for personal items.

13. Termination of Hire

  • The Operator reserves the right to withdraw and collect the vehicle if the Hirer fails to provide a suitable and safe operating environment (including a safe and sufficient electricity supply), misuses the equipment, or otherwise breaches these terms.

  • If the Operator cancels or terminates a hire due to unsuitable or unsafe conditions, the full agreed hire period remains chargeable in full, with no refund or reduction of hire fees.

  • Any damage arising from misuse or inadequate site power will be invoiced separately to the Hirer.

14. Governing Law

This agreement is governed by the laws of England and Wales.