Booking Agreement
1. Considerations and Fairness

This Booking Agreement, along with provided documentation, forms the foundation that allows us to continually deliver a fantastic and safe play experience for 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 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. Your booking is securely held for the event date, with a transport vehicle scheduled for delivery and collection, on the day this Booking Agreement is sent to you, subject to the payment terms below.

Where inconsistencies arise between this Agreement and our website, information in this Agreement is to be prioritized.

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 Agreement, and all other provided documentation in their entirety.

The confirmation of a booking is subject to receipt of full payment by the due date as outlined in this document, and the agreement becomes effective upon payment.

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. Please see email correspondence/online booking form details for the specific details of your event, including:

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

4. Venue Access & Site Requirements

  • 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. Such delays include but are not limited to - an unavailable or late key holder, locked doors/gates, 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. 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. If it is safe and practical, and the play equipment hired requires no specific training or knowledge for safety, the Hirer may complete the setup of remaining items. We accept no responsibility for injuries or damage that may occur because of this. Please refer to the Method Statement provided for Safe Manual Handling/Lifting techniques.
  • 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.
  • We require a minimum of 3 meters clear access in either direction through any corridor or doorway we will travel through with play equipment. Trolleys also require 2 meters width clearance to travel through doors and a full turning circle space of at least 3 meters. We reserve the right to refuse delivery if we feel there may be damage while we deliver or collect. We accept no liability for any damage caused in the delivery and collection process of our play equipment if these requirements are not met.
  • Even if site maps are provided, for easier navigation on larger sites (e.g., country/private estates, parks, festival and carnival fields), we will require the Hirer or a Representative to meet the transport vehicle at the site gate/entrance and direct them in person to the set-up area. This applies for delivery and collection.
  • Parking: Please arrange legal parking space for our delivery van before we arrive if parking is limited. Bus Lanes, Double Yellow, Double Red, Single Yellow, and Single Red lines are not acceptable forms of parking as our van(s) may obtain parking tickets. Any parking fines incurred due to inadequate or illegal parking arrangements will be chargeable to the Hirer.
  • Any necessary changes to access arrangements must be communicated by email at least 3 days prior to the event date. Additional charges may apply.
  • Access and space requirements must be met (refer to the Access and Space Requirements Document). 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 will be applied where:
    • Failure to communicate changes to any booking details which may result in delays or inability to set up the equipment.
    • Actual access on the event date differs significantly from what was described at the time of booking, potentially causing delays or requiring additional time and labour for setup or takedown.
    • These charges will be based on the extra time and resources required, ranging from £50 + VAT (for minor delays) to £150 + VAT (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.

5. Provided Documentation

Any requirements for additional information should be made on receipt of this Agreement.

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 (£75+VAT) will be applied 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.
  • 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 (including consideration for Fire Exits), we reserve the right to not set up the equipment.

  • The delivery team will discuss the reasons with Hirer on-site.
  • 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.

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 refund will be made for the hired play item only.
  • 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. 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.

If a Non-Disclosure Agreement (NDA) prevents us from taking photographs, it is the Hirer's responsibility to carefully inspect the equipment upon set up 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 may result in the Hirer being held responsible for any damage noted upon collection.

10. Care of Equipment and Damage on Hire

  • The Hirer is fully responsible for any loss or damage to the hired equipment (beyond reasonable wear and tear) that occurs during the hire period because of 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, rips, tears, significant staining, missing parts, or damage clearly resulting from misuse or failure to follow provided instructions.
  • Examples of excessive dirt include mud, food stains, face paint stains, chewing gum, sticker residues, confetti, or glitter that require professional cleaning beyond a standard wipe-down, or leave permanent marks.
  • A cleaning charge of £100 will be applied if equipment is returned in an excessively dirty state that requires professional cleaning.
  • Any damage must be reported to us immediately by telephone call on 07936 961 025, with a follow-up email of pictures of the damage(s).
  • We reserve the right to charge the Hirer for the full cost of repair or replacement of damaged equipment, and for cleaning costs if equipment is returned in an excessively dirty state.

11. Amendments

  • We may periodically update our Agreement to reflect changes in our services or policies.
  • We aim to inform returning customers of significant changes. However, the current version is always available on our website and by email request.
  • It is the Hirer’s responsibility to consult the latest version prior to each new booking.
  • Continued engagement with our services following any such changes constitutes acceptance of the revised terms.
  • For new bookings, we reserve the right to update or modify this Booking Agreement at any time without prior written notice.

12. Payment Terms

  • The total amount due, as stated on the invoice, is payable in full within 7 days of the date this Booking Agreement is sent.
  • Payment can be made via bank transfer. Details for payment are provided on the invoice.
  • For domestic clients, full payment (including the deposit) is typically required upfront. We do not generally offer extended payment terms for domestic hires.
  • If full payment is not received by the due date, we reserve the right to withhold the scheduling of staff and loading of equipment, and will, at our discretion, treat the booking as cancelled.
  • Late payment (payment not received in full before the event date) incurs a late payment fee of £35 + VAT per day. This fee is applied to the outstanding balance. This is capped at £550 + VAT per instance of non-payment over a 1-year period. This is to ensure payment is made promptly and to eliminate further administrative burdens involved in chasing payment for services provided.
  • If no payment is received after 31 days, the total amount + late payment fees will be passed on to debt collector agencies.
  • Please note that payments are non-refundable except as explicitly stated in our Cancellation and Postponement Policies. Where a refund is applicable under these policies, any administrative deductions will not exceed £75 + VAT per hire/booking.

13. Deposit

A refundable deposit of £100 (no VAT applicable) is required in addition to the hire total. This is not optional. This deposit will be clearly stated on the invoice and is payable with the hire total. The purpose of this deposit is to ensure:

  • 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 or part 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 (as per Section 10, a £100 cleaning charge may be applied).
  • The hired play equipment is damaged beyond reasonable wear and tear due to misuse, negligence, or failure to follow provided instructions (as outlined in Sections 10 and 20). The amount withheld will be proportionate to the cost of repair or replacement.
  • Loose play items (e.g., balls) are not collected and bagged as instructed, requiring significant time and effort from our team for collection.
  • Access for equipment collection is significantly different from what was described, causing substantial delays or requiring additional time and labour for our team.

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 £100.00 deposit will be refunded to the Hirer within 3 days of the equipment collection.
  • Refunds will typically be processed via bank transfer, with remittance notice provided.
  • Please allow 14 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 the potential loss of other bookings upon confirmation, our cancellation policy is as follows:

  • Cancellation by the Hirer more than 30 days before the event: Full refund minus an administrative fee of £75 + VAT to cover initial booking and processing costs.
  • Cancellation by the Hirer between 15 and 30 days before the event: 50% refund of the total hire fee, or a credit note for the full hire amount (minus a £75 + VAT administrative fee) valid for 12 months from the date of cancellation.
  • Cancellation by the Hirer within 14 days of the event: No refunds or credits will be issued.
  • 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 £75 + VAT) or a full refund of the hire fee.

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)
  • Natural disasters (e.g., earthquakes, floods)
  • Government imposed restrictions on gatherings or travel
  • 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).

15. Late Arrivals & Non-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, 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 protest, parade, sports event, an officially declared and unscheduled road closure, or a severe traffic incident causing significant route obstruction), 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. We are committed to fair resolution where possible. The Hirer remains responsible for the equipment until it is safely collected by our team.

If our collection is delayed by more than 2 hours beyond the agreed-upon collection time, we will offer a £50 credit towards your next booking with Dancing Cubs Ltd as a goodwill gesture to acknowledge the extended waiting period. This gesture is distinct from any direct costs incurred by the hirer.

16. Postponement Policy

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

  • All postponement requests must be submitted via email at least 14 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 £75 + VAT 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 £75 + VAT 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.

19. 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.

20. Your Responsibilities During Hire

To ensure the safety of all users and the proper care of our equipment, the Hirer agrees to the following:

  • Supervision: Responsible adult supervision is required at all times while the equipment is in use.
  • Footwear: No shoes are to be worn on any of our soft play equipment, ball ponds, or bouncy castles at any time.
  • Food and Drink: No food and drinks are to be consumed on or near our play equipment at any time.
  • Hygiene: Nappies are not to be changed on any of our play equipment or play mats at any time.
  • Prohibited Items: No henna, party poppers, coloured streamers, or silly string is to be used on or near our equipment, as these can cause permanent staining.
  • Theft and Vandalism: All efforts must be made to prevent theft and vandalisation of all play equipment left in your care. Please ensure that all play equipment is covered with any sheets we provide; this includes covering all electrical accessories. If no sheets are provided, please bring all electrical accessories indoors at night.
  • General Care: Ensure the safety and well-being of the children playing, prevent accidents from happening, and generally take reasonable care of the play equipment.

This section concludes this Agreement.


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