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Coachstar RV – Terms & Conditions of Hire

Please read these Terms and Conditions of Hire carefully. By completing a rental agreement with Coachstar RV (“the Operator”), you (“the Hirer”) agree to these terms in full. This agreement is legally binding and governed by the laws of the country in which it is signed. Any disputes will be settled in the law courts of that country. If you have any concerns about these terms, please contact a Coachstar RV representative before accepting.

1. Scope

These terms apply to all hires, whether for Event Hire or Film & TV Hire.
Where conditions differ, they are listed under the relevant heading.

2. Booking & Reservations

All Hires:

  • Reservations are only confirmed once a deposit or agreed purchase order is received. Until then, dates remain available to others.

Event Hire:

  • Non-refundable deposit: £1,000.

  • Balance due in full no later than 30 days before hire start.

Film & TV Hire:

  • Booking confirmed upon receipt of purchase order/email confirmation.

  • Payment terms as agreed in writing.

3. Damage Security Deposit

Event Hire:

  • Refundable damage deposit: £1,000 (higher if attending certain events, e.g. festivals).

  • Returned within 72 hours of return, less deductions for damage, missing items, or cleaning.

Film & TV Hire:

  • Covered under production company’s insurance.

  • No cash deposit taken, but any uninsured loss or damage will be charged in full.

4. Suitable Delivery Locations

Delivery is at the driver’s discretion and only to a “suitable location”, meaning:

  • Vehicle can be manoeuvred easily.

  • Ground is stable and safe.

  • No damage risk to vehicle.

  • Access for removal is clear.

If delivery location is unsuitable and no alternative can be found, the hire will be cancelled without refund.

5. Delivery & Collection Times

Event Hire:

  • Delivery from 2pm, return by 10am final day.

  • Early delivery may require booking from the previous day.

  • Late return fee: £300 per hour.

Film & TV Hire:

  • Base-to-base, 10-hour working day unless otherwise agreed.

  • Charged from departure from base to return.

  • Travel time between locations is included in hire hours.

6. Availability & Substitution

If, due to circumstances beyond our control, the booked vehicle is unavailable, we may substitute with a similar model or refund all monies paid. No liability is accepted for replacement costs, travel, accommodation, or consequential loss.

Circumstances beyond our control include:

  • Breakdown or mechanical failure

  • Accident damage

  • Late return from prior hire

  • Excessive cleaning requirements

7. Cancellations

All Hires (Event, Film & TV):

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

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

Film & TV Additional Clause:

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

  • Any additional written cancellation terms with the production company will also apply.

8. Vehicle Contents & Use

All contents remain property of Coachstar RV and must not be removed without consent. Treat all items respectfully and report any breakages immediately.

9. Appliance/Feature Failure

Failure of appliances (e.g. generator, leisure battery, hot water, TV signal) is not grounds for refund unless caused by negligence on our part. We will assist where possible.

10. Additional Charges

Charges may apply for:

  • Excess cleaning (£75/hour)

  • Smoking inside vehicle (£500 fine)

  • Blocked toilets

  • Stained upholstery or spills

  • Missing/damaged equipment

  • Generator use (£9/hour)

  • For Film & TV: staff travel costs, tolls, congestion/ULEZ charges, ferries, waste disposal.

11. Responsibilities During Hire

All Hires:

  • No smoking inside

  • No unauthorised pets

  • Secure vehicle when unattended

  • Return in clean/tidy condition

  • Use toilets correctly (human waste and toilet paper only)

Film & TV Additional:

  • No self-drive – only company-appointed drivers

  • Production company must insure vehicle for full hire period

  • No unauthorised attachment of signs, stacking of equipment, misuse of sockets, or removal of property

  • Restrictions on alcohol, drugs, and prohibited items

  • No passengers or equipment carried except by prior agreement

12. Liability & Insurance

Hirer is liable for any damage or loss during hire. Hirer’s personal possessions are not covered and separate personal insurance is advised.

13. Miscellaneous

  • VAT applies unless exemption confirmed.

  • Payment must be made before delivery unless agreed in writing.

  • Interest may be charged on late payments.

  • No cash transactions accepted.

  • We are not responsible for delays caused by traffic, weather, access restrictions, or unforeseen events.

By proceeding with your booking, you confirm that you have read, understood, and agreed to these Terms & Conditions.