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Booking Agreement

Last Reviewed: August 2025

Content

Consideration and Fairness
Confirmation of Booking
Event Details
Venue Access
Supervision of Children and Equipment
Equipment Amendments
Unsafe Set Up Conditions
Damage In Transit
Damage On Hire
Photographs
Amendments to this Agreement
Payment Terms
Initial Deposit Payment
Cancellation Policy
Lateness
Postponement Policy
Data Protection
Governing Law
Intellectual Property Rights
Feedback and Concerns
Incident Reporting

1. Considerations and Fairness

This document constitutes the complete Booking Agreement and the Terms and Conditions of Hire for mobile play equipment from Dancing Cubs Ltd. Along with any other provided information, it forms the foundation that allows us to continually deliver a fantastic and safe play experience for the children, and excellent service to our Hirers while ensuring the sustainability of our business.

We understand that unforeseen circumstances can arise. Should you find yourself in a difficult situation requiring cancellation or postponement (even beyond our standard policies), please don't hesitate to contact us.

We are committed to being as helpful as possible, always striving for a fair resolution that respects both your needs as a consumer and our business interests, with minimal hassle.

2. Confirmation of Booking

This agreement confirms your booking for the hire of mobile play equipment from Dancing Cubs Ltd and comprehensively outlines all the terms and conditions governing this hire. This agreement becomes legally binding and your booking is securely confirmed upon both your acknowledgment of having read this Agreement (e.g., by ticking a box) AND our receipt of the initial £50 payment. The full hire, however, remains subject to the balance payment terms outlined in Section 12.

All play equipment is subject to availability and we reserve the right to substitute and replace play equipment where necessary for valid reasons like damage, loss, unavailability or to ensure safety or satisfactory quality.

By proceeding with a booking and making payment, the Hirer acknowledges that they have had the opportunity to review, fully understand, and unconditionally agree to be bound by all terms and conditions outlined in this combined Booking Agreement & Terms and Conditions of Hire, and all other provided information in their entirety.

3. Event Details

You can find detailed information about all our play equipment on our website. Please ensure access details provided, contact information for the day and venue details are all accurate. Any changes should be reported to us immediately via email, before the event date, so we come prepared. Please see email correspondence/online booking form details for the specific details of your event, including:

Access details
Hirer information
Event specifics (date, time, location)
Equipment booked
Amount due

4. Venue Access

Full access details must be provided at the time of booking. This is to include any restrictions to the site / set up space, including any height or width or gate size restrictions, and if there are specific roads and gates we need to use.
If there are restrictions to driving on grass/grassed areas, we must be made aware at time of booking – transporting play equipment takes considerable time if we are not able to drive to the set up area.
Hirer is responsible for providing reasonable measures to ensure our transport vehicle can drive safely on grass, during delivery and collection, if applicable. This means ensuring the ground is firm and free from obstacles, and notifying us of soft or waterlogged areas.
Access to the venue must be available at the agreed-upon time specified in the booking details or correspondence.
Should delays occur at the venue/site that are outside of our control, we reserve the right to leave the site to fulfil other scheduled deliveries or collections if we encounter any delays to access that are outside of our control.
Such delays include but are not limited to - an unavailable or late key holder, locked doors/gates, personnel issues, venue flooding, power outages, or issues with security/gate codes. We will not leave play equipment at unopened or unattended sites/venues.
No refunds will be issued if we are unable to set up the equipment due to these access delays that are outside of our reasonable control. This applies whether the issues are resolved while we are still on site (and time constraints prevent full setup) or if they remain unresolved, forcing us to leave the site to continue with our schedule.
Should access issues be resolved after we have left the site, we will do our best to return; however, we cannot guarantee our ability to do so due to our tight schedule. If we do return and cannot complete the full setup due to time limitations, any uninstalled items will be taken away, and no refund will be issued for any equipment that could not be set up due to access delays outside of our control.
The Hirer acknowledges that only Dancing Cubs Ltd personnel are authorized and trained to install our play equipment to ensure safety and compliance.
It is the Hirer's responsibility to obtain the land/premises owner’s permission for any play equipment to be installed prior to the set-up date.
All on-site requirements must be in place before our arrival to set up e.g. power source.
Any necessary changes to access arrangements must be communicated by email at least 3 days prior to the event date. Additional charges may apply.
We cannot accept responsibility for damage that may occur on Site if there is not sufficient space to safely carry out delivery and collections.

Additional charges may be applied where:

Failure to communicate changes to any booking details which may result in significant delays in setting up the equipment.
Actual access on the event date differs significantly from what was described at the time of booking, potentially causing substantial delays or requiring additional time and labour for setup or takedown.

These charges will be based on the extra time and resources reasonably required, ranging from £50 (for minor delays) to £150 (for significant access issues requiring substantial extra time and labour). We will always endeavour to discuss any potential additional charges with you on-site before they are incurred.

Consequence of Non-Delivery due to Access Issues: If, despite our best efforts, we are ultimately unable to deliver or set up the equipment due to access issues or delays attributable to the venue/hirer, as outlined above, no refund will be issued.

5. Supervision of Children and Equipment

To ensure the safety of all participants and the proper use of the equipment, active and continuous supervision by a responsible adult (over the age of 18) is required at all times while the play equipment is in use.

The Hirer is responsible for ensuring that adequate supervision is in place for the entire duration of the hire period. Our staff are responsible for setting up and collecting the equipment safely; they do not provide supervision of children or the equipment during the hire.

Hirer's Responsibility for Children

Hirers are advised to hold a Home and Public Liability Insurance Policy to cover risks beyond Dancing Cubs' direct activities.

The Hirer acknowledges and agrees that all children using the play equipment remain the sole responsibility of their accompanying parents, guardians, or designated responsible adults throughout the entire hire period.

Dancing Cubs Ltd accepts no responsibility for injury, loss, or damage arising from the lack of supervision or the failure of accompanying adults to ensure the safety and appropriate behaviour of children under their care.

Participant Suitability

It is the Hirer's responsibility to ensure that all children using the play equipment are physically fit and capable of participating in such activities without risk to themselves or others. This includes, but is not limited to, ensuring children do not have any medical conditions, injuries, or disabilities that would make participation unsafe.

The Hirer must also ensure that children are dressed appropriately for play, removing any sharp objects, jewellery, or items that could cause injury or damage to the equipment.

Equipment Information

Our website (www.dancingcubs.co.uk) provides detailed information on all play equipment. This includes

Age suitability
Number of users
Dimensions
Minimum space required

These must be adhered to at all times. Number of users is a guideline, not a target. Number of users must be reduced on play areas where there is concern for children's safety (e.g. boisterous users). Refer to our Safe Play Guidelines for further information.

6. Equipment Amendments

Requests to change the booked play equipment can be made via email up to 3 days prior to your event date. Any changes are subject to availability.
An administration charge (£50) may be applied in addition to the hire total if changes to your booked equipment drastically reduce the overall quantity and value of the hire within 3 days of your event.
A drastic reduction typically involves a decrease of more than 30% in the original total booking value (or a reduction exceeding £250).
We will inform you of any applicable charges before finalizing the amendments.

7. Unsafe Setup Conditions

We prioritize safety above all else. If, upon arrival, we determine that there isn't sufficient space to safely set up the play equipment, or if fixtures, fittings, or the surrounding area pose a severe risk to children's safety, we reserve the right to not set up the equipment.

The delivery team will discuss the reasons with the Hirer on-site.
Unsafe set ups also extends to weather conditions such as heavy rain, thunder, storms, lightning and extreme heat.
No refunds will be issued if the play equipment cannot be safely set up due to space constraints or safety risks in the provided area which were not disclosed to us or were beyond our reasonable expectation.

8. Damage in Transit

All due care is taken; however, if any damage occurs during transport that compromises safety, the equipment will not be set up. We apologise for any inconvenience this may cause.
A proportional refund will be offered for the damaged play item, based on its hire value.
While we strive to provide equipment in perfect condition, minor cosmetic damage that does not affect the safety or usability of the equipment may occasionally occur during transit.
In such instances, we will consult with you. If you choose to proceed with the hire of the slightly damaged equipment, no refunds will be issued for that specific item.

9. Damage on Hire

The Hirer is responsible for any loss or damage to the hired equipment (beyond reasonable wear and tear) that occurs during the hire period due to misuse, negligence, or failure to follow provided instructions.
For clarity, "reasonable wear and tear" typically includes minor scuffs or slight fading that occurs with normal use and does not affect the functionality of the equipment.
For the purposes of this agreement, "beyond reasonable wear and tear" includes, but is not limited to, marks, rips, tears, significant staining, missing parts, or damage clearly resulting from misuse or failure to follow provided instructions.
Examples of excessive dirt includes mud, food stains, henna and face paint stains, chewing gum, sticker residues, confetti, or glitter that require professional cleaning beyond a standard wipe-down, or leave permanent marks.
Any significant damage or excessive dirt must be reported to us immediately by telephone call on 07936 961 025, with a follow up email of pictures of the damage(s). This is to allow us to address the issue as quickly as possible and provide guidance.
We reserve the right to charge the Hirer for the reasonable cost of repair or replacement of damaged equipment, and for cleaning costs if equipment is returned in an excessively dirty state.

10. Photographs

We make every effort to ensure our play equipment is in excellent condition before each hire. For our internal records, advertising purposes and to help prevent potential disputes, we typically take photographs of the equipment following setup.

It is the Hirer's responsibility to carefully inspect the equipment upon set up and before our staff leave and immediately report any concerns or pre-existing damage to our team before use commences. Hirers are advised to take photos upon setup for your own protection in case of disputes.

Failure to report any issues promptly within 30 minutes of set up may result in the Hirer being held responsible for any damage noted upon collection.

11. Amendments to Terms and Conditions

We may periodically update this Agreement to reflect changes in our services or policies.

12. Payment Terms

The total amount due, as stated on the invoice, is payable in full 14 days before delivery date. Payment can be made via bank transfer. Our bank details for payment are provided on the invoice.

If full payment is not received by the due date, we reserve the right to cancel the scheduling of staff and loading of equipment, and will, at our discretion and without notice or communication, treat the booking as cancelled.

Payment Dispute and Chargeback Policy

All payments made are non-refundable except where explicitly provided for within our Cancellation and Postponement Policies. Should a Hirer have any concerns or disputes regarding their booking or charges, they must first contact us directly via email at hire@dancingcubs.co.uk to seek resolution.

Initiating a card payment chargeback without engaging in this direct dispute resolution process, or for reasons not covered by our stated refund policies, may be considered a breach of this Agreement.

An unwarranted chargeback includes, but is not limited to, instances where the Hirer disputes charges for services that were delivered as per the booking agreement, claims non-receipt of services despite evidence of delivery, disputes charges due to personal change of mind, or seeks a refund for reasons explicitly excluded by our policies (e.g., refusal to set up due to undisclosed safety hazards, or cancellations outside the refund window).

In such instances, we reserve the right to:

Vigorously dispute the chargeback, providing all relevant documentation to the issuing bank.
Charge a reasonable administrative fee of £75 to cover the direct costs associated with responding to and processing an unwarranted chargeback. This is higher than our standard £50 admin fee due to extra bank and card issuer processing time).
Pursue recovery of any outstanding amounts, including the original hire fee and administrative fees, through appropriate legal channels if necessary.
We are committed to fair and timely resolution of any issues and strongly encourage open communication.

13. Deposit (also booking fee)

A mandatory payment of £50 is required in addition to the hire total. This deposit will be clearly stated on the invoice and is payable with the hire total. The purpose of this deposit is to ensure:

A transport vehicle can be scheduled for the hire at time of booking.
The hired play equipment is returned in a clean and usable condition, free from excessive dirt or damage beyond reasonable wear and tear.
All balls from the ball pond are collected and bagged in the provided nets by our arrival to collect.
Venue access for collection is as described in the booking details, allowing for timely and efficient equipment delivery and collection.
Play equipment is collected without excessive dirt or body fluids (vomit, urine, faeces etc.).

Withholding the Deposit: We reserve the right to withhold all of the refundable deposit in the following circumstances:

The hired play equipment is returned excessively dirty, requiring excess or professional cleaning beyond a reasonable level.
The hired play equipment is damaged beyond reasonable wear and tear due to misuse, negligence, or failure to follow provided instructions.
Balls are not collected and bagged as instructed, requiring significant time and effort from our team for collection.
Access for equipment delivery and collection is significantly different from what was described, causing substantial delays or requiring additional time and labour for our team.
Access times to sites/venues is not possible, leading to a reschedule of collection of our play equipment, which understandably carries an additional cost.

We will notify the Hirer via email within 3 days of equipment collection if any deductions are to be made from the deposit, providing a clear explanation for the withholding and, where applicable, photographic evidence or invoices for cleaning or repairs.

Deposit Refund

Provided the equipment is returned clean, undamaged (beyond reasonable wear and tear), balls are collected and bagged, and access is as described, the full £50 deposit will be refunded to the Hirer within 3 days of the equipment collection.

Refunds will typically be processed via bank transfer or directly refunded to the payment card.
Please allow up to 14 working days for the funds to appear in your account after processing, depending on your bank.

14. Cancellation Policy

Given the nature of our play equipment bookings, including seasonal demand, equipment popularity, administrative costs, pre-hire logistical arrangements (such as driver scheduling and vehicle organisation), unpredictability of the weather and and the high likelihood of lost revenue at short notice, our cancellation policy is as follows:

Cancellation by the Hirer:

More than 14 days before the event: A full refund of the total hire fee will be provided, minus an administrative fee of £50 to cover initial booking and processing costs.

14 to 7 days before the event: 50 % of the total hire fee will be refunded, which covers all administrative fee's.

7 days before up to the event date: No refund of the total hire fee will be provided. Additional £50 deposit will be refunded.

No refunds will be provided for booked and delivered equipment that are not fully utilized on the event date.

In the event that the booking needs to be cancelled due to circumstances beyond the reasonable control of either party (Force Majeure), such as severe weather warnings issued by relevant authorities making travel unsafe, or government-imposed restrictions preventing the event from taking place, we will offer the Hirer the option to postpone the booking to an alternative date within 12 months (subject to availability and an administrative fee of £35) or a full refund of the deposit or any payment.

In this Cancellation Policy, 'Force Majeure' refers to extraordinary events or circumstances beyond the reasonable control of either Dancing Cubs Ltd or the Hirer, making it impossible, illegal, or significantly unsafe to proceed with the booking. Such events include but are not limited to:

Severe weather warnings from official sources (like amber or red alerts issued by the Met Office or similar national body)
Natural disasters (e.g., earthquakes, floods)
Government-imposed restrictions on gatherings or travel (e.g., mandatory lockdowns)
Acts of terrorism
Widespread public health emergencies, including but not limited to pandemics, epidemics, or outbreaks, where such conditions result in official declarations or restrictions by relevant governmental or public health authorities (e.g., mandatory lockdowns, travel bans, prohibition of gatherings, or official health advisories rendering the event impossible or significantly unsafe).

Weather Specific Cancellation Allowance

In addition to our standard cancellation policy, we offer specific allowances for cancellations directly necessitated by severe and unsafe weather conditions. Our priority is always the safety of the children and the secure setup of our equipment.

Conditions for Weather-Related Cancellation for Refund (minus £50 admin fee):

Official Severe Weather Warning: A valid and current "Amber" or "Red" weather warning (or equivalent severe warning from the Met Office or a similar official national meteorological service) must be in effect for the event's location and duration. This warning must specifically advise against travel or outdoor activities due to conditions such as:

High Winds: Warnings for dangerously high winds that could compromise the safety of inflatable equipment.
Torrential Rain/Flooding: Warnings for heavy rainfall leading to potential flooding that makes the venue unsafe or inaccessible.
Thunderstorms/Lightning: Warnings indicating severe thunderstorms with a high risk of lightning during the event time.
Extreme Cold/Snow/Ice: Warnings for conditions that make travel unsafe or outdoor equipment use hazardous (e.g., icy surfaces, heavy snow).

Timing of Cancellation: The decision to cancel due to such a warning must be communicated by the Hirer via email at least 72 hours (3 days) prior to the scheduled event date. Cancellations due to weather warnings made less than 72 hours before the event will be subject to our standard cancellation policy (as outlined above).

Refund Amount: If these conditions are met, a full refund of the total hire fee will be provided, minus an administrative fee of £50. This fee covers initial booking, administrative, and pre-logistical costs.

Please Note:

This allowance applies only when official, severe weather warnings directly impact the safety and feasibility of the event. General forecasts for light rain or moderate winds do not qualify.
We reserve the right to verify all official weather warnings.
In all other weather scenarios, our standard cancellation policy (Section 14) applies. We recommend considering suitable shelter for unforeseen circumstances not covered by our policies.

15. Lateness

Late Arrival for Delivery by Dancing Cubs

We strive to arrive promptly at the agreed-upon times for both delivery and collection. However, unforeseen circumstances such as traffic, accidents and incidents, roadside police inspections, vehicle breakdown, or access issues at previous venues may occasionally cause delays.

Should we anticipate being more than 15 minutes late for delivery, we will endeavour to notify the Hirer by phone call or text message as soon as possible, providing an updated estimated arrival time. We apologise in advance for any inconvenience this may cause.

Late Delivery Refunds

If we are more than 1 - 2 hours late after your event start time as provided at the time of booking (not the scheduled delivery time), we will offer a 30% refund of the total hire fee.
If lateness extends to a duration equivalent to or exceeding half of the total provided event time (i.e., party start to party finish time), we will offer a 50% refund of the total hire fee.
In no circumstances will a refund exceed 50% of the total hire fee if the equipment is still successfully set up.
If delays are caused by events impacting broader public travel and not reasonably foreseeable by Dancing Cubs Ltd at the time of dispatch (e.g., a major protest, parade, sports event causing significant route obstruction, or an officially declared and unscheduled road closure across a wide area), no refunds will be issued.

Non-Delivery by Dancing Cubs

In rare instances, circumstances entirely beyond our control may prevent us from delivering the equipment at all. These circumstances include, but are not limited to:

Significant Accidents or Travel Incidents: Major road accidents or travel incidents that completely block routes or render our vehicles unusable.
Theft of Vehicle: The theft of our delivery vehicle preventing us from reaching your venue.
Critical Vehicle Breakdown: A severe and unresolvable vehicle breakdown enroute or prior to departure, where no alternative transport is immediately available.
Staff Illness or Incidents at Warehouse: Unforeseen critical staff illness or an incident at our warehouse that makes it impossible or unsafe to dispatch the equipment.

Should a non-delivery occur due to any of the above reasons, Dancing Cubs Ltd will:

Notify the Hirer immediately upon becoming aware that delivery will not be possible.
Offer a full refund of the total hire fee paid, including any deposit.
While we cannot be held liable for indirect or consequential costs incurred by the Hirer due to non-delivery, we will endeavour to communicate promptly and transparently regarding the situation.

Late Arrival for Collection

If our late arrival for collection means the Hirer or their designated contact must remain at the venue beyond their intended departure time, we sincerely apologize for any inconvenience caused and will make every effort to speed up the dismantling and collection process.

While Dancing Cubs Ltd cannot be held liable for indirect or consequential costs or personal commitments missed due to our late arrival for collection, we encourage hirers to communicate any direct, unavoidable costs (such as extended venue hire fees that are demonstrably incurred solely due to our significant delay) to us for review, and we commit to fair resolution where such costs are clearly proven to our reasonable satisfaction. The Hirer remains responsible for the equipment until it is safely collected by our team.

16. Postponement Policy

We understand that unforeseen circumstances may necessitate the postponement of your event/party. Our policy regarding postponements is as follows:

All postponement requests must be submitted via email at least 7 days prior to the scheduled event date.
The rescheduling of your event is subject to the availability of our equipment and staff on the requested new date. We will make reasonable efforts to accommodate your preferred alternative date.
A single postponement of the original booking is permitted, subject to an administrative fee of £50 to cover rescheduling costs.
We will make reasonable efforts to accommodate your preferred alternative date; however, if we are unable to accommodate the new date for any reason, we will suggest alternative dates we can accommodate.
If an agreement cannot be reached for a new date within 30 days of the initial postponement request, a partial refund of 50% of the hire fee (minus the initial £50 administrative fee) may be offered at the discretion of Dancing Cubs Ltd.
Postponement requests made within 7 days of the scheduled event date will be subject to the cancellation terms outlined above.

17. Data Protection

We are committed to protecting your privacy. Any personal data provided in connection with this booking will be used solely for the purpose of fulfilling this agreement and in accordance with our Privacy Policy, which outlines our data processing practices and your rights. Our Privacy Policy can be viewed on our website or is available upon request.

18. Governing Law

This Booking Agreement and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of England and Wales. As a consumer, your statutory rights under the Consumer Rights Act 2015 are not affected by these terms.

19. Intellectual Property Rights

All intellectual property rights, including copyrights, trademarks, and design rights, in and to the mobile play equipment, our methods of service delivery, soft play, ball pond and play area concepts, custom play area designs, branding (including the "Dancing Cubs" name and logo), and all content on our website and marketing materials are and shall remain the exclusive property of Dancing Cubs Ltd. You agree not to copy, reproduce, or otherwise use any of our intellectual property for any private, commercial or public purpose without our express written permission.

20. Feedback and Concerns

We are committed to providing excellent service. Should you have any feedback or concerns regarding your hire, please contact us initially via email at hire@dancingcubs.co.uk. We will endeavour to address your concerns promptly and fairly.

21. Incident Reporting and Service Improvement

At Dancing Cubs Ltd, we are dedicated to continually enhancing the safety, quality, and enjoyment of our services. Your feedback, particularly regarding any incidents or areas for improvement, is invaluable in helping us achieve this.

Should any incident occur during the hire period involving our equipment or service that causes concern, or if you identify any potential hazards or malfunctions, please report it to us immediately.

For urgent issues impacting safety during the hire: Please contact us via telephone at 07936 961 025 without delay.

For non-urgent incidents, general concerns, or suggestions for improvement: Please submit details via email to hire@dancingcubs.co.uk at your earliest convenience. When reporting, please provide as much detail as possible, including:

Date and time of the incident/observation
Location (venue name)
Specific equipment involved (if applicable)
A clear description of what occurred or what was observed
Any relevant photographic evidence (if appropriate and available)
Your contact details

Our Commitment to Investigation and Resolution

Upon receipt of an incident report or significant concern, Dancing Cubs Ltd commits to:

Prompt Acknowledgment: We will acknowledge your report within 24 hours during business days.
Thorough Investigation: We will conduct a thorough internal investigation into the reported incident or concern to understand its root cause.
Appropriate Action: We will take all necessary and appropriate actions, which may include, but are not limited to, equipment inspection or maintenance, staff training, or adjustments to our operational procedures.
Communication: We will endeavour to communicate the outcome of our investigation and any actions taken to the Hirer who reported the incident, where appropriate and permissible.

Continuous Service Improvement

All feedback, incident reports, and observations are crucial to our continuous service improvement process. We regularly review and analyse this information to:

Identify Trends: Recognise patterns that may indicate areas requiring systemic improvements.
Enhance Safety Protocols: Refine our safety guidelines, equipment maintenance schedules, and operational procedures to mitigate risks.
Optimise Equipment Selection and Design: Inform decisions regarding the acquisition of new equipment or modifications to existing setups.
Improve Staff Training: Develop and implement training programmes to ensure our team provides the highest standard of service.
Update Documentation: Ensure our Booking Agreement, Safe Play Guidelines, and other informational materials are clear, comprehensive, and up-to-date.

By reporting incidents and providing feedback, you play a vital role in helping Dancing Cubs Ltd maintain its high standards and ensure a safe, enjoyable, and continually improving experience for all our customers.

This section concludes this Agreement.