If plans change

Confirming your booking

Your booking is confirmed once we have received both a signed hire agreement and your deposit. Until both are received, your date is not held and remains available to other clients.

The deposit is 25% of your total booking cost including VAT, payable on signing. The remaining balance is payable no later than 48 hours before your event date.

Payment can be made through your client portal, by payment link or by BACS. A VAT invoice is issued for all payments received.

Cancelling your booking

All cancellations must be made in writing, and can only be made by the person named on the booking. Once your event has been cancelled, your date immediately becomes available for other bookings.

• ● 21 days or more before your event. A refund will be issued for any payments received.
• ● Less than 21 days before your event. No refund of any monies will be issued.

To cancel, email info@momentseventhire.com or message us through your client portal, quoting your event date.

Rescheduling and date changes

Any rescheduling of your event is treated as a cancellation. The rescheduled event is treated as a new booking, subject to current pricing and availability.

The deposit from the cancelled event will not transfer to the new booking, and a new deposit will be required. If you reschedule within 21 days of your original date, all cancellation terms in Section 2 apply.

Changing your booking

Reducing your hire time

If you intend to shorten your booking, we require at least 21 days' written notice. Shortening your hire may be treated as a partial cancellation, subject to the terms in Section 2 and calculated on the reduction in service value. Reductions requested with less than 21 days' notice will not reduce the total fee due.

No refunds are given for reductions in service after the hire agreement has been signed.

Adding hire time

Additional time beyond your contracted hours must be agreed by you, us and your venue. Payment for each additional hour is due before the additional time begins.

Additional guests

If you expect more guests than originally agreed, tell us in writing at least 3 days before your event. An additional fee will apply, calculated on our current pricing. Without that notice, we may be unable to accommodate the additional guests.

Cancellation due to a shutdown or closure

If you cancel because of a city or national shutdown or stay at home order, or a mandatory closure of event venues, and your event cannot legally take place, we will refund any payments received less the deposit.

The deposit remains on file as a credit, and that credit may be transferred to another event, another service or another person. Any additional monies or payments owed are waived in this scenario.

If we cancel

In the unlikely event that we need to cancel your booking for reasons outside our control, such as dangerous weather conditions, we will offer you a full refund or a reschedule, whichever you prefer.

Large events and festivals

Bookings for large festivals or events, including music festivals, public events, stadium events and any event exceeding 500 attendees, require a non-refundable deposit of 25% on booking confirmation.

Because preparations and procurement begin immediately, this deposit is strictly non-refundable on cancellation. Where rescheduling occurs within the terms above, we may at our discretion transfer the deposit to the new date, excluding costs for perishable items or services already arranged. The terms in Section 2 apply to any remaining balance.

This section overrides any conflicting terms for qualifying large events.

Venue changes

If your venue changes and you give us at least 7 days' notice, we will work with you to see whether the services you booked can be accommodated at the new location, provided it is reasonably close to the original venue.

If we are told of a venue change with less than 7 days' notice, we are not obliged to refund. If no suitable arrangement can be found, our standard cancellation terms apply, though a full deposit refund is issued where the cancellation falls more than 21 days before the event.

It is your responsibility to confirm that your venue permits the services you have booked, and to verify venue suitability before booking.

Weather and outdoor events

Our equipment is not designed for use in wet weather. If your event is outdoors, we strongly recommend a sheltered or indoor backup plan.

Where no suitable space is available on the day, or where our team consider the hire location unsafe, we are unable to set up and no refund is issued. Cancellations by you on weather grounds are treated as standard cancellations under Section 2.

Questions about this policy

This page summarises the cancellation terms set out in your hire agreement. Where anything here differs from your signed hire agreement, the hire agreement applies.

If something is unclear, or your situation is not covered here, get in touch before you book rather than after. Email info@momentseventhire.com or call 020 8144 1886 or 07494 275899.