Equipment Hire Agreement

Dialtone Events Ltd – Equipment Hire Agreement

Last updated: 21/01/2026

This Equipment Hire Agreement (“Agreement”) is between:

Dialtone Events Ltd (the “Owner”, “Dialtone”, “we”, “us”, “our”)
Registered address: 44 Lavender Way, Easingwold, North Yorkshire, YO61 3GU
Email: [email protected]

and

You (the “Hirer”, “Customer”, “you”, “your”)

By placing a booking and paying any deposit or invoice, you agree to be bound by this Agreement.

Unless stated otherwise, “you” includes (where applicable) your employees, agents, contractors, event staff, venue staff, and any other person under your control who handles the equipment during the Hire Period.

1) Definitions

These definitions apply unless the context requires otherwise:

Charges – the total cost of hire, including delivery/collection, optional extras, and any charges arising under this Agreement.

Equipment – the items provided by Dialtone as detailed in your booking confirmation and/or invoice (including the audio guestbook phone, cables, signage, instructions, and any accessories supplied).

Hire Period – the time period during which you have possession of the Equipment, as specified in your invoice/booking confirmation.

Invoice – the statement provided to you outlining Charges, Equipment, and the Hire Period.

Services – the hire of the Equipment and any related services provided by Dialtone (including support and delivery of recordings).

Total Loss – any loss or damage that cannot be repaired, or where repair would cost more than replacing the Equipment at current market value.

2) General Terms

2.1 Time is of the essence in this Agreement, particularly regarding delivery, return deadlines, and communication relating to faults or issues.

2.2 This Agreement applies to all bookings unless replaced by a written agreement signed by both parties.

3) Hire / Lease of Equipment

3.1 We agree to hire the Equipment to you, and you agree to hire the Equipment from us, in accordance with this Agreement.

3.2 This is a hire agreement only. You are not purchasing the Equipment.

4) Hire Period

4.1 The Hire Period start date and end date will be shown on your Invoice / booking confirmation.

4.2 You must not keep the Equipment beyond the agreed Hire Period unless we have confirmed an extension in writing. Additional charges may apply.

5) Charges & Payment

5.1 Charges (including VAT if applicable) will be stated on your Invoice.

5.2 All payments are to be made in GBP using the payment method stated on your Invoice or checkout.

5.3 A 50% deposit is required to secure your booking.

5.4 The remaining balance must be paid by the date shown on your Invoice. If the final balance is not paid on time, we may cancel the booking and retain the deposit.

5.5 If additional charges apply (including but not limited to loss, theft, damage, late return, or missing parts), we will notify you with the reason and the amount payable.

6) Delivery of Equipment

6.1 Delivery will be made to the address agreed at booking, typically 1–3 days before your event (unless otherwise agreed).

6.2 You must ensure someone is available to accept delivery. We are not responsible for delays, failed deliveries, or additional costs caused by nobody being available to receive the Equipment.

6.3 If you are not present, you authorise another person at the delivery address to accept delivery on your behalf.

6.4 Inspection on arrival: As soon as you receive the Equipment, you must check that:

it matches the items on the Invoice
it is in clean and working condition
all parts/accessories are included

6.5 You must notify us of any issue within 24 hours of delivery (or before the event begins, whichever is sooner). Where possible, provide photos/video evidence.

6.6 Risk transfers to you as soon as the Equipment is delivered into your possession (or the possession of someone accepting delivery on your behalf).

7) Use of Equipment

7.1 You must use the Equipment responsibly and in accordance with any instructions we provide.

7.2 The Equipment must only be used for its intended purpose: recording audio guest messages for your event.

7.3 You must keep the Equipment safe and protected from damage, including:

liquids and spillages
extreme heat/cold
outdoor weather exposure
impacts, drops, or crushing
tampering or disassembly

7.4 The Equipment must not be used for any unlawful purpose.

7.5 The Equipment must not be taken outside the UK or to any unapproved location without our written permission.

7.6 Throughout the Hire Period (and any additional time the Equipment remains in your possession), the risk of loss, theft, damage, or destruction remains with you until the Equipment is returned to us.

8) Loss, Theft, or Damage

8.1 To the extent permitted by law, you are responsible for loss, theft, damage, or destruction of the Equipment from any cause (including accidental damage).

8.2 If the Equipment is stolen, you must:

notify us immediately
report it to the Police as soon as possible
cooperate with any investigation

8.3 If the Equipment is damaged, you must notify us immediately and stop using it if continuing could cause further damage.

8.4 If Equipment is deemed a Total Loss, you agree to pay the replacement cost of the Equipment (and any associated costs such as missing accessories, delivery, and administration).

9) Breakdown, Faults & Support

9.1 If the Equipment malfunctions, you must contact us immediately.

9.2 We will provide reasonable support to help troubleshoot issues.

9.3 If we determine that the Equipment was faulty prior to delivery (and not due to misuse), you may be entitled to a partial or full refund at our discretion, depending on the circumstances.

9.4 We are not responsible for any additional costs you incur (for example venue costs, photographer costs, entertainment costs, or replacement suppliers) due to Equipment malfunction.

9.5 If the malfunction or damage is caused by misuse, negligence, or failure to follow instructions, you will be responsible for repair or replacement costs.

10) Return of Equipment

10.1 Return instructions will be provided with the Equipment.

10.2 You must return the Equipment using the agreed method on the agreed return date.

10.3 The Equipment must be returned:

in the original packaging (where provided)
with all parts and accessories
in the same condition it was supplied (reasonable wear and tear excepted)

10.4 Proof of return: Where the return method includes postage or courier collection, you must retain proof of postage / collection (and provide it to us on request).

10.5 Responsibility until received: You remain responsible for the Equipment until it is received back by Dialtone Events Ltd (as confirmed by delivery tracking or our confirmation of receipt).

10.6 If the Equipment is returned late, incomplete, or damaged, you may be charged for:

replacement parts
repairs
additional delivery costs
loss of earnings due to the Equipment being unavailable for future bookings

11) Termination

11.1 We may terminate this Agreement immediately if:

you fail to make payment when due
you breach any part of this Agreement
we reasonably believe the Equipment is at risk of loss or damage

11.2 Termination does not affect any rights we have to recover costs from you.

12) Cancellation Terms

12.1 You may have rights under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. This does not affect your statutory rights.

12.2 If you cancel your booking, the following cancellation terms apply:

Deposit (50%): non-refundable once paid
Final balance: non-refundable once paid

12.3 Rebooking goodwill: If you cancel and we are able to rebook your date (or hire the Equipment to another customer for the same period), we may refund some or all of the amount you have paid, minus any reasonable administrative costs already incurred. This is at our discretion.

12.4 If we cancel your booking for any reason within our control, we will provide a full refund of all amounts paid.

13) GDPR, Privacy & Audio Recordings

13.1 We will process personal data and recordings in line with our Privacy & Recording Policy, which forms part of this Agreement.

13.2 You confirm you have read and accepted our Privacy & Recording Policy at the time of booking.

13.3 Recording retention: Dialtone Events Ltd retains recordings for a minimum of 90 days after delivery. If our retention period changes, we will email you in advance before recordings are deleted.

13.4 Marketing opt-in: We will only use any recordings for marketing purposes where you have explicitly opted in at checkout (YES/NO).

13.5 You may request deletion of recordings at any time, subject to our ability to identify the specific recordings requested and any legal obligations.

14) Disclaimer & Limitation of Liability

14.1 Dialtone Events Ltd provides Equipment for hire. We do not guarantee a minimum number of messages, a specific audio quality outcome, or that guests will choose to use the phone.

14.2 We are not liable for:

poor audio quality caused by venue noise, guest behaviour, or placement of the phone
guests failing to leave messages
failure to follow setup guidance or instructions
any indirect or consequential losses (including loss of enjoyment, reputation, or event costs)

14.3 Liability cap: To the maximum extent permitted by law, our total liability to you for any claim arising out of or in connection with this Agreement shall not exceed the total Charges paid by you for the hire.

14.4 Nothing in this Agreement limits or excludes liability where it would be unlawful to do so (including for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation).

15) Force Majeure (Events Outside Our Control)

15.1 We will not be liable for any delay or failure to perform our obligations under this Agreement where the delay or failure results from events beyond our reasonable control, including but not limited to:

courier delays or strikes
severe weather
fire, flood, or accident
interruption to power or internet services
theft or damage in transit
government restrictions or emergency measures

15.2 Where possible, we will contact you as soon as reasonably practicable and attempt to offer a reasonable alternative (such as rescheduling or replacement equipment where available).

16) Operational Requirements (Customer Responsibilities)

To get the best results, you agree to the following:

16.1 The phone must be placed securely on a stable surface (recommended minimum size 30cm x 40cm) away from edges.

16.2 The phone must be kept away from liquids, food/drinks, and areas where it may be knocked or dropped.

16.3 For best audio quality, place the phone in a quieter area away from loud music and speakers.

16.4 The Equipment is intended for indoor use. Covered outdoor use may be permitted only with our written approval and suitable protection from weather and moisture.

16.5 The phone must not be placed in an area that blocks emergency routes, entrances, or exits.

17) Hirer Obligations

You agree that you will:

keep the Equipment safe, secure, and protected
not attempt to repair, open, modify, or disassemble the Equipment
not transport the Equipment to any unapproved location
not use the Equipment for unlawful purposes
return the Equipment complete and in good working order
only hire the Equipment for creating an audio guestbook experience for your event

18) Notice to the Hirer

18.1 This is a hire agreement. You are not buying the Equipment.

18.2 Do not proceed with payment unless you have read and understood this Agreement.