Terms & Conditions of Hire
These Terms & Conditions apply to all bookings made with Coachstar Facilities Limited (“the Operator”). By confirming a booking, issuing a purchase order, making payment, or accepting delivery of any vehicle or equipment, the client (“the Hirer”) agrees to be legally bound by these Terms.
This Agreement is governed by the laws of England and Wales and subject to the exclusive jurisdiction of the English courts.
1. Scope
These Terms apply to all hires including, but not limited to, film, television, media production, touring, corporate events, festivals and private engagements.
2. Bookings & Confirmation
2.1 A booking is only confirmed upon receipt of:
• A deposit or full payment; or
• A valid purchase order or written confirmation (as agreed).
2.2 Acceptance of any booking remains subject to satisfactory credit status as determined by the Operator.
2.3 Until confirmation is received, availability remains provisional.
2.4 All hire periods are charged base-to-base, meaning from departure from the Operator’s premises until return to the Operator’s premises unless otherwise agreed in writing.
3. Payments
3.1 Full payment must be received prior to delivery unless otherwise agreed in writing.
3.2 Standard invoice terms are 14 days from invoice date unless agreed otherwise in writing.
3.3 Late payments may incur statutory interest and recovery costs under the Late Payment of Commercial Debts legislation.
3.4 The Operator may refuse delivery or withdraw equipment where payment terms are not met. Withdrawal does not reduce the Hirer’s financial liability.
4. Security Deposit
4.1 A refundable security deposit of £1,000 is required unless otherwise agreed.
4.2 Higher deposits may apply depending on production type or risk profile.
4.3 The deposit will be returned within 72 hours of return, less deductions for:
• Damage
• Missing items
• Excess cleaning
• Blocked systems
• Additional agreed charges
4.4 Where third-party production insurance applies, any uninsured loss remains chargeable to the Hirer.
5. Delivery & Collection
5.1 Delivery is subject to safe and suitable access conditions.
5.2 Standard delivery: from 2:00pm
Standard return: by 10:00am
5.3 Late returns are charged at £300 per hour.
5.4 Additional charges may apply for delayed access, waiting time or unsafe site conditions.
6. Electricity Supply
6.1 The Hirer is responsible for providing a safe, stable and sufficient electricity supply.
6.2 Each unit requires an independent 16A or 32A supply.
6.3 The Operator accepts no liability for power failure, voltage fluctuation, appliance malfunction or system damage resulting from inadequate site supply.
6.4 Damage caused by improper power supply is fully chargeable to the Hirer.
7. Water Supply
7.1 Units are delivered with minimal water for transport safety.
7.2 The Hirer is responsible for providing appropriate water supply and safe connection.
7.3 The Operator accepts no liability for issues arising from inadequate water provision.
8. Cancellations
8.1 Cancellation within 14 days of hire commencement: 100% of the agreed hire fee payable.
8.2 Cancellation more than 14 days prior to hire commencement: deposit non-refundable.
8.3 Early termination after delivery: full contracted hire period remains payable.
8.4 Challenged Bookings
Where a booking is confirmed following a formal challenge to an existing pencil booking, cancellation of that confirmed booking shall incur 100% of the agreed hire fee from the date of confirmation.
8.5 Third-Party Facilities & Services
Where elements of the Hire require third-party suppliers, subcontractors, or hired-in equipment, any cancellation charges imposed by such suppliers shall be fully chargeable to the Hirer.
9. Vehicle Use & Care
9.1 All Vehicle(s), fixtures, fittings and contents remain the sole property of the Operator at all times and no title or ownership shall pass to the Hirer.
9.2 The Hirer shall:
• Treat equipment with due care;
• Report faults immediately;
• Not remove, alter or modify equipment.
9.3 Smoking is strictly prohibited (£500 excess cleaning charge).
9.4 No unauthorised pets permitted.
9.5 Toilets must only be used with approved chemicals and for their intended purpose.
10. Appliance & System Failure
Failure of non-essential systems (including fridge, air conditioning, TV signal, hot water or leisure battery) does not constitute grounds for refund unless caused by proven negligence of the Operator.
11. Additional Charges
Additional charges may apply for:
• Excess cleaning (£75 per hour)
• Upholstery staining
• Missing or damaged equipment
• Generator usage (£9 per hour)
• Travel costs
• Tolls / ULEZ / congestion charges
• Ferry costs
• Waste disposal
• Site waiting time
12. Liability & Insurance
12.1 The Hirer is responsible for ensuring that the site is safe, suitable and compliant with applicable health and safety legislation.
12.2 The Hirer shall be responsible for all third-party liability arising during the Hire Period in connection with the siting, operation or occupation of the Vehicle(s), except where directly caused by the proven negligence of the Operator.
12.3 The Hirer shall indemnify and hold harmless the Operator, its directors, employees, agents and subcontractors against all claims, losses, damages and liabilities arising from:
• Site conditions;
• Electrical or water supply;
• Acts or omissions of cast, crew or third parties;
• Use or occupation of the Vehicle(s).
12.4 The Hirer confirms it maintains adequate Public Liability and hired-in plant/equipment insurance for the duration of the Hire Period.
12.5 The Operator’s total aggregate liability under or in connection with the Hire shall be limited to the total Hire Fees paid for the relevant booking.
12.6 The Operator shall not be liable for indirect or consequential loss including production delay, loss of profit or business interruption.
12.7 Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence where such exclusion is prohibited by law.
13. Custody, Control & Indemnity
13.1 From the time of delivery until collection, the Vehicle(s) shall be deemed to be under the Hirer’s custody and control.
13.2 The Hirer shall be fully responsible for any loss, theft, damage, destruction or deterioration of the Vehicle(s) and associated equipment occurring during the Hire Period, regardless of cause (except where directly caused by the proven negligence of the Operator).
13.3 The Hirer shall indemnify and hold harmless the Operator against:
• All repair or replacement costs;
• Loss of hire income at the contracted daily rate for any period the Vehicle(s) are unavailable due to damage;
• Recovery, inspection and associated administrative costs;
• Third-party claims arising from the use or occupation of the Vehicle(s) during the Hire Period.
13.4 Such costs shall be recoverable from the Hirer or the Hirer’s production insurance.
14. Operational & Personnel Availability
14.1 The Operator shall use reasonable endeavours to provide suitably qualified personnel for delivery, positioning and collection.
14.2 Delivery and operational services are dependent upon personnel availability.
14.3 In the event personnel become unavailable due to illness, accident, breakdown, emergency, subcontractor non-attendance or circumstances beyond reasonable control, the Operator shall use reasonable endeavours to secure a replacement.
14.4 Where replacement personnel cannot reasonably be secured, the Operator’s liability shall be limited to a refund of Hire Fees relating to the affected period.
14.5 The Operator shall not be liable for any consequential, production-related, talent, crew, delay, rescheduling or business interruption losses arising from such unavailability.
15. Subcontracting
15.1 The Operator may subcontract delivery, positioning or associated services.
15.2 Subcontractors may operate under their own insurance policies while performing services.
16. Termination
The Operator may withdraw equipment if:
• A safe operating environment is not provided;
• Adequate electricity is unavailable;
• Equipment is misused;
• These Terms are breached.
Full hire fees remain payable.
17. Pencil Bookings & Confirmation
17.1 A pencil booking secures provisional availability only and does not constitute a confirmed hire.
17.2 The Operator may request confirmation at any time.
17.3 If not formally confirmed no later than 10 days prior to hire commencement, the Operator may release the booking without notice.
17.4 The Operator may release any unconfirmed pencil booking immediately where a confirmed booking request is received from another party.
17.5 Confirmation remains subject to personnel and operational availability.
18. Rate Card
All hires are subject to the current Artist Trailer Hire Rate Card:
https://rv-hire.co.uk/rate-card
19. Force Majeure
The Operator shall not be liable for any delay or failure in performance resulting from events beyond its reasonable control, including but not limited to acts of God, severe weather, road closures, fire, flood, war, terrorism, civil disturbance, industrial action, fuel shortage, governmental action or restrictions, or any other cause beyond the Operator’s reasonable control.
In such circumstances, the Operator shall use reasonable endeavours to mitigate delay but shall not be liable for any consequential or production-related losses arising from such events.