Terms and Conditions of Hire

1. Definitions and contract

1.1 "Company" means Tom Fox, trading as Infinite Aura Events (a sole trader), of Hampshire, England.

1.2 "Client" means the individual, company, or organisation hiring the Equipment from the Company.

1.3 "Equipment" means all items supplied by the Company, including but not limited to 3D LED infinity dance floor tiles, power supplies, cabling, edging, protective underlay, and transport cases.

1.4 "Hire Period" means the duration from the agreed delivery and setup time until the completed pack-down and collection of the Equipment by the Company.

1.5 A legally binding contract is formed once the Client pays the required Deposit and the Company issues a Booking Confirmation.

1.6 The Company's contact address for all notices under this agreement is: hello@infiniteauraevents.co.uk.

2. Booking, deposits and payment terms

2.1 Booking Deposit: A non-refundable deposit of 25% of the total quote must be paid to reserve the event date.

2.2 Balance Payment: The remaining 75% balance must be paid in full no later than fourteen (14) days before the event start date.

2.3 Short-Notice Bookings: Bookings made within 14 days of the event require payment of the full balance immediately upon booking.

2.4 Late Payments: If the final balance is not received by its due date, the Company will give the Client 48 hours' written notice to make payment. If payment is still not received after that notice period, the Company reserves the right to cancel the booking and retain the deposit.

3. Cancellation and refunds

3.1 Cancellations by the Client must be made in writing, by email, to the Company.

3.2 Cancellation Charges (calculated on the total booking cost): more than 30 days before the event, loss of the 25% non-refundable deposit only; 14 to 30 days before the event, 50% of the total booking cost remains payable; less than 14 days before the event, 100% of the total booking cost remains payable.

3.3 Cancellations by the Company: if the Company is unable to fulfil a confirmed booking (for example, due to illness or equipment failure), the Company will refund 100% of all monies paid, including the deposit. This refund is the Client's sole and exclusive remedy; the Company's total liability in these circumstances shall not exceed the total value of the booking, and the Company shall not be liable for any further loss, cost, or damage of any kind, including the cost of alternative entertainment or any consequential loss.

3.4 Because this contract is for a leisure service to be performed on a specific date, the 14-day statutory cancellation right under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 does not apply once a deposit has been paid. The cancellation terms at clause 3.2 apply instead.

4. Venue, access and site requirements

4.1 Surface Requirements: the setup area must have a hard, flat, level, and dry surface. The Equipment cannot be installed on grass, gravel, soil, or any uneven or soft ground, whether indoors or outdoors. Outdoor use (for example, in a marquee) is possible only where a suitable hard subfloor or decking is already in place — please confirm this with the Company in advance of booking.

4.2 Power Supply: the Client or venue must provide a standard, dedicated 230V/13A mains power socket within 5 metres of the setup area.

4.3 Access and Load-In: the Client must ensure clear, step-free access (or a suitable freight lift) from the delivery vehicle to the setup location, with a minimum trolley access width of 1.4m.

4.4 Aborted Setup: if installation cannot proceed because of wet conditions, an unsuitable surface, inadequate power, or access restrictions that were not disclosed before booking, the Company reserves the right to decline to set up. No refund will be issued in these circumstances.

5. Equipment care and client responsibilities

5.1 Liquids and Spillages: no drinks, food, liquids, or chewing gum are permitted on the dance floor. Any spillage must be wiped up immediately to prevent liquid entering the LED electrical components.

5.2 Footwear and Furniture: heels are welcome provided they have intact protective tips; footwear with missing tips or exposed metal points is not permitted on the floor. No furniture or heavy equipment may be placed on the floor without the Company's prior written consent.

5.3 Prohibited Items: foil confetti, glitter, pyrotechnics, smoke or haze fluid applied directly over the panels, and sharp objects are not permitted on or near the floor.

5.4 No Tampering: the Client, venue staff, and guests must not move, adjust, dismantle, or otherwise tamper with the Equipment once it has been installed by the Company.

6. Damage, loss and replacement costs

6.1 Risk in the Equipment passes to the Client on installation and remains with the Client until the Company collects it, fair wear and tear excepted.

6.2 The Client is responsible for the cost of any damage, electrical failure caused by liquid ingress, panel cracking, loss, or theft occurring during the Hire Period, fair wear and tear excepted.

6.3 Any repair or replacement cost will be invoiced to the Client at the Company's cost, payable within 14 days of the invoice date.

7. Safety, insurance and compliance

7.1 The Company holds Public Liability Insurance of up to £10,000,000 and has all Equipment PAT tested annually. Certificates and a Risk Assessment & Method Statement (RAMS) for your event are available on request.

7.2 The Client is responsible for the conduct of their guests. If guest behaviour poses a direct risk to the Company's staff or Equipment, the Company may disconnect power to, or remove, the Equipment early.

8. Force majeure

8.1 Neither party is liable for a failure to perform its obligations caused by events beyond its reasonable control, including extreme weather, natural disasters, pandemic or epidemic, government restrictions, acts of terrorism, civil unrest, or major road closures preventing transport of the Equipment.

9. Data protection

9.1 The Company processes personal data in accordance with its Privacy Policy, available at infiniteauraevents.co.uk, and in line with UK GDPR.

10. Complaints

10.1 If the Client is unhappy with any aspect of the service, they should raise this with the Company in the first instance at hello@infiniteauraevents.co.uk. If a dispute cannot be resolved directly, either party may refer the matter to a relevant Alternative Dispute Resolution provider.

11. General

11.1 Entire Agreement: these Terms, together with the Company's written quotation and Booking Confirmation, form the entire agreement between the parties.

11.2 Variation: no variation of these Terms is valid unless agreed in writing by both parties.

11.3 Severability: if any provision of these Terms is found unenforceable, the remaining provisions will continue in full force.

12. Governing law

12.1 These Terms are governed by the laws of England and Wales, and both parties submit to the exclusive jurisdiction of the English courts.