Terms & Conditions of Hire

Effective Date: 9 July 2026
Last Updated: 9 July 2026

  1. Introduction

These Terms & Conditions of Hire (“Terms”) apply to all quotations, bookings, dry hire, delivery, installation and event styling services provided by Vidhi Events (“Vidhi Events”, “we”, “our” or “us”).

By accepting a quotation, paying a booking deposit, confirming a booking or using our services, you agree to be bound by these Terms & Conditions.

These Terms are designed to protect both Vidhi Events and our customers by clearly setting out our respective rights and responsibilities throughout the booking process.

Please read these Terms carefully before confirming your booking. If there is anything you do not understand, please get in touch with us before accepting your quotation.

These Terms should be read alongside our:

  • Privacy Policy
  • Cookie Policy
  • Delivery & Collection Policy

Where there is any conflict between these documents, these Terms & Conditions of Hire shall take precedence in relation to the hire of our products and services.

  1. Definitions

For the purposes of these Terms:

Booking means the confirmed agreement between Vidhi Events and the Customer for the supply of goods and/or services.

Booking Deposit means the initial payment required to secure a booking.

Customer means the individual or organisation making the booking.

Dry Hire means the hire of decor items without installation by Vidhi Events.

Event means the wedding, celebration, corporate function or other occasion for which the services are booked.

Event Date means the agreed date of the Event.

Hire Items means all decor, props, structures, artificial floral arrangements, centrepieces, draping, furniture and accessories supplied by Vidhi Events.

Hire Period means the period from delivery or warehouse collection until the Hire Items are collected by or returned to Vidhi Events.

Quotation means the written proposal issued by Vidhi Events.

Warehouse Collection means the collection of Hire Items directly from the Vidhi Events premises by the Customer or their authorised representative.

  1. Scope of Services

Vidhi Events provides professional decor hire and event styling services, including but not limited to:

  1. Wedding decor
  2. Mandap hire
  3. Reception decor
  4. Mehndi decor
  5. Haldi decor
  6. Sangeet decor
  7. Engagement decor
  8. Stage decor
  9. Floral decor
  10. Artificial floral arrangements
  11. Centrepieces
  12. Chair decor
  13. Table decor
  14. Backdrops
  15. Entrance decor
  16. Aisle decor
  17. Luxury draping
  18. Venue styling
  19. Home ceremony decor
  20. Dry hire
  21. Corporate events
  22. Birthday celebrations
  23. Baby showers
  24. Anniversary celebrations
  25. Religious ceremonies
  26. Bespoke event styling

The exact products and services to be supplied will be those detailed in the accepted quotation.

  1. Quotations

All quotations issued by Vidhi Events are provided without obligation and are subject to availability at the time of booking.

Unless otherwise stated:

  • Quotations remain valid for the period specified on the quotation.
  • Prices may be revised after the quotation expires.
  • Hire Items remain available to other customers until your booking has been confirmed.
  • Acceptance of a quotation does not guarantee availability until the required deposit has been received.

Any changes requested after a quotation has been issued may result in a revised quotation.

  1. Pricing

Our quotations are prepared using the information available at the time they are issued.

Prices may vary where there are changes to:

  • Event dates
  • Venues
  • Delivery locations
  • Access arrangements
  • Installation requirements
  • Hire quantities
  • Bespoke design requirements
  • Customer requests

If additional products or services are requested after your booking has been confirmed, we will advise you of any additional costs before carrying out the work where reasonably possible.

  1. Booking Confirmation

A booking is not confirmed until:

  • Your quotation has been accepted;
  • Any requested booking information has been provided; and
  • The required booking deposit has been received.

Once your booking is confirmed, we will reserve the agreed-upon Hire Items and allocate the necessary resources for your event.

Until your booking is confirmed, Vidhi Events reserves the right to accept other bookings for the same date.

  1. Booking Deposits

A booking deposit is required to secure your event date and reserve the agreed Hire Items.

Unless otherwise agreed in writing:

  • Deposits are non-refundable.
  • Deposits form part of the total booking value.
  • Deposits cannot normally be transferred to another event except at our discretion.

This is because, once a booking is confirmed, we reserve stock, schedule staff and may decline other enquiries for the same date.

  1. Payment Terms

The remaining balance must be paid by the due date stated on your quotation or invoice.

Failure to pay by the agreed date may result in:

  • Suspension of services.
  • Delay in delivery or installation.
  • Cancellation of the booking.
  • Additional recovery costs where permitted by law.

Where payment is made by bank transfer, it will be treated as received only once the funds have cleared into our account.

Ownership of Hire Items remains with Vidhi Events at all times.

  1. Late Payments

If payment is not received by the agreed due date, Vidhi Events reserves the right to:

  • Delay delivery or installation.
  • Refuse release of Hire Items.
  • Suspend further work.
  • Cancel the booking where appropriate.

Where additional costs are incurred as a result of late payment, these may be charged to the Customer where permitted by applicable law.

  1. Booking Amendments

We understand that event plans sometimes change.

Requests to amend a booking should be made in writing as soon as possible.

We will make every reasonable effort to accommodate changes, but this cannot be guaranteed.

Examples of amendments include:

  • Event date
  • Venue
  • Delivery location
  • Colour scheme
  • Decor selection
  • Guest numbers
  • Installation requirements

Changes may affect availability and pricing.

Where significant amendments are requested, a revised quotation may be issued.

  1. Customer Cancellations

If you need to cancel your booking, you must notify Vidhi Events in writing.

The effective cancellation date will be the date your written notification is received.

Cancellation charges may apply depending upon:

  • The amount of notice provided.
  • Work already completed.
  • Goods already purchased.
  • Bespoke items already produced.
  • Costs already incurred.
  • The ability to reallocate reserved Hire Items.

Any applicable cancellation charges will be communicated to you following receipt of your cancellation request.

  1. Booking Deposits and Refunds

Booking deposits are generally non-refundable because they secure your event date and reserve equipment and resources specifically for your booking.

Where a refund is agreed, it will normally be processed using the original payment method within a reasonable period after agreement.

Refunds will not normally include costs already incurred by Vidhi Events, such as bespoke products, special orders, or third-party expenses that cannot be recovered.

  1. Postponements

If you wish to postpone your event rather than cancel it, please get in touch with us as soon as possible.

Where availability allows, we will make reasonable efforts to transfer your booking to a new date.

Any postponed booking will remain subject to:

  • Availability.
  • Updated pricing where applicable.
  • Revised delivery costs where applicable.
  • Any additional costs arising from changes requested by the Customer.

While we will always try to accommodate postponement requests, we cannot guarantee that the same Hire Items or event date will be available.

  1. Delivery

Where delivery has been agreed, Vidhi Events will deliver the Hire Items to the venue or location specified in your booking confirmation.

Delivery times are estimated and agreed in advance wherever possible. While every effort is made to deliver within the agreed timeframe, delays may occasionally occur due to circumstances beyond our reasonable control, including traffic congestion, road closures, severe weather, vehicle breakdowns or unexpected venue restrictions.

Customers are responsible for ensuring that:

  • The delivery address is accurate.
  • Venue access has been arranged.
  • Parking or loading facilities are available where required.
  • A responsible person aged 18 or over is available to accept delivery if requested.
  • Any venue-specific requirements have been communicated to us before the event.

If delivery cannot be completed due to incorrect information or lack of access, additional charges may apply.

  1. Installation

Where installation is included within your booking, our team will install the agreed decor in accordance with the accepted quotation.

Installation will be carried out within the venue access times provided by the Customer or the venue.

Customers are responsible for ensuring:

  • The installation area is available.
  • Other suppliers do not prevent installation.
  • Venue access is available for the agreed installation period.

If installation is delayed due to unavailable access, additional labour or waiting charges may apply.

Vidhi Events cannot be held responsible for reduced installation time due to late venue access or other delays beyond our control.

  1. Warehouse Collection

Certain Hire Items may be collected directly from the Vidhi Events warehouse, where agreed in advance.

Warehouse collections are available by appointment only.

Customers collecting Hire Items are responsible for:

  • Arriving at the agreed collection time.
  • Bringing a suitable vehicle.
  • Ensuring Hire Items are transported safely.
  • Providing suitable protection during transport.
  • Returning all Hire Items on the agreed return date.

Vidhi Events reserves the right to refuse warehouse collection where we believe the Hire Items require specialist transport or installation.

  1. Inspection of Hire Items

Customers should inspect Hire Items upon delivery or at warehouse collection.

Any concerns regarding the condition or quantity of Hire Items should be reported immediately.

Once the Customer has accepted Hire Items, they will be considered satisfactory unless previously recorded.

Minor variations in colour, finish or appearance resulting from normal commercial manufacturing processes shall not be regarded as defects.

  1. Dry Hire

Where Hire Items are supplied on a dry hire basis:

  • Installation is not included unless specifically agreed.
  • Customers are responsible for assembly where appropriate.
  • Customers must ensure Hire Items are used safely and appropriately.
  • Customers are responsible for protecting Hire Items throughout the Hire Period.

Dry hire customers must not:

  • Modify Hire Items.
  • Paint or decorate Hire Items.
  • Remove labels.
  • Attempt repairs.
  • Lend or sub-hire Hire Items.
  • Use Hire Items for unlawful purposes.
  1. Hire Period

The Hire Period begins when:

  • Vidhi Events delivers the Hire Items, or
  • The Customer collects the Hire Items from our warehouse.

The Hire Period ends only when:

  • Vidhi Events has collected the Hire Items, or
  • The Customer has returned the Hire Items to our warehouse, and they have been inspected.

Customers remain responsible for the Hire Items throughout the entire Hire Period.

  1. Collection and Returns

Where Vidhi Events has delivered the Hire Items, we will collect them at the agreed location and time.

Where warehouse collection has been selected, Customers must return all Hire Items to the Vidhi Events warehouse on the agreed return date.

Customers should ensure:

  • All Hire Items are returned together.
  • Accessories and components are included.
  • Items are reasonably clean.
  • Nothing has been removed or altered.

Late returns may affect future bookings and may result in additional hire charges.

  1. Customer Responsibilities

Customers agree to:

  • Use Hire Items with reasonable care.
  • Prevent unnecessary damage.
  • Keep Hire Items secure.
  • Protect Hire Items from theft.
  • Supervise children where Hire Items are accessible.
  • Inform Vidhi Events immediately of any damage or loss.
  • Follow any reasonable instructions regarding the safe use of Hire Items.

Customers are responsible for the actions of:

  • Guests.
  • Contractors.
  • Venue staff.
  • Suppliers.
  • Anyone else given access to the Hire Items during the Hire Period.
  1. Venue Responsibilities

Customers are responsible for ensuring that the venue permits the installation of the agreed decor.

This includes obtaining permission for:

  • Draping.
  • Backdrops.
  • Floral installations.
  • Freestanding structures.
  • Decorative displays.

Customers should also advise Vidhi Events of any:

  • Height restrictions.
  • Access restrictions.
  • Loading restrictions.
  • Security procedures.
  • Venue health and safety requirements.

Failure to provide accurate venue information may result in additional charges or prevent installation.

  1. Damage, Loss and Theft

Customers are responsible for all Hire Items from the start of the Hire Period until the items have been returned to and inspected by Vidhi Events.

Customers may be charged for:

  • Lost items.
  • Missing accessories.
  • Broken items.
  • Damaged items.
  • Excessive wear beyond normal use.
  • Theft occurring during the Hire Period.

Replacement or repair charges will reflect the reasonable cost of restoring or replacing the affected Hire Items.

  1. Cleaning

Normal cleaning is included within the hire charge.

However, additional cleaning charges may apply where Hire Items are returned:

  • Excessively dirty.
  • Stained.
  • Contaminated.
  • Covered in wax.
  • Damaged by food, drink or other substances.
  • Requiring specialist cleaning due to misuse.

Customers should not attempt to clean delicate Hire Items using unsuitable products or methods.

  1. Outdoor Events

Outdoor events are subject to weather conditions.

Customers are responsible for ensuring that suitable arrangements are in place to protect Hire Items from:

  • Heavy rain.
  • Strong winds.
  • Flooding.
  • Excessive heat.
  • Other adverse weather conditions.

Where weather conditions pose a safety risk or may damage Hire Items, Vidhi Events reserves the right to recommend alternative arrangements or refuse installation where necessary for safety reasons.

  1. Product Variations and Substitutions

Many of our decorative products are handcrafted or incorporate natural materials.

As a result:

  • Fresh flowers may vary according to seasonal availability.
  • Artificial floral collections may differ slightly due to manufacturer updates.
  • Decorative materials may vary slightly in colour or finish.
  • Photographs are intended as examples and may not exactly represent every installation.

Where a product becomes unavailable for reasons beyond our control, Vidhi Events reserves the right to substitute an item of similar style, colour and quality.

Any substitutions will be made with the intention of maintaining the overall design and appearance of your event wherever reasonably possible.

  1. Photography and Marketing

Vidhi Events takes great pride in the events we create and may photograph or video completed decor installations for use in our portfolio and marketing materials.

These images may be used on:

  • Our website
  • Social media platforms
  • Printed brochures
  • Advertising materials
  • Promotional campaigns

Our primary focus is always on the decor and styling provided by Vidhi Events, rather than on the individuals attending the event.

Where photographs clearly identify individuals, we will use only those images for which we have an appropriate lawful basis under applicable data protection legislation.

If you do not wish your event decor to be photographed for promotional purposes, please let us know in writing before your event, and we will respect your wishes wherever reasonably possible.

  1. Intellectual Property

All designs, concepts, layouts, styling ideas, quotations, mood boards, photographs, graphics, logos, written content and other materials created by Vidhi Events remain our intellectual property unless otherwise agreed in writing.

Customers may not:

  • Copy our designs for commercial use.
  • Reproduce our marketing materials.
  • Use our photographs without permission.
  • Remove branding from hired items.
  • Claim our work as their own.

Nothing in these Terms transfers ownership of our intellectual property to the Customer.

  1. Customer Property

Where customers provide their own items for inclusion within an event, such as signage, photographs, decorative accessories or personal keepsakes, every reasonable care will be taken whilst those items are in our possession.

However, unless caused by our negligence, Vidhi Events accepts no responsibility for loss of or damage to customer-owned items.

Customers should ensure that valuable or sentimental items are appropriately insured.

  1. Force Majeure

Vidhi Events shall not be liable for any delay or failure to perform our obligations where such delay or failure results from circumstances beyond our reasonable control.

Examples include, but are not limited to:

  • Severe weather
  • Flooding
  • Fire
  • Road closures
  • Traffic accidents
  • Vehicle breakdowns
  • Industrial action
  • Government restrictions
  • Public emergencies
  • Acts of terrorism
  • Pandemic or epidemic restrictions
  • Venue closure
  • Utility failures
  • Natural disasters

Where possible, we will make every reasonable effort to agree an alternative solution, including rescheduling the booking where practical.

  1. Limitation of Liability

Vidhi Events will exercise reasonable skill, care and diligence in providing our services.

To the fullest extent permitted by law:

  • Our total liability shall not exceed the total amount paid by the Customer for the affected services.
  • We shall not be liable for indirect, consequential or economic losses, including loss of enjoyment, loss of profits or loss of opportunity, except where such liability cannot lawfully be excluded.
  • We are not responsible for delays or failures caused by third parties, venues or circumstances beyond our reasonable control.

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or any liability that cannot legally be excluded.

  1. Insurance

Vidhi Events maintains appropriate business insurance for our operations.

Customers are responsible for ensuring that their own event insurance, where arranged, provides adequate cover for their event, guests and any customer-owned property.

Where appropriate, we recommend that customers consider obtaining event insurance to protect against unforeseen circumstances.

  1. Privacy

Vidhi Events is committed to protecting your personal information.

Any personal data collected in connection with your booking will be processed in accordance with our Privacy Policy and applicable UK data protection legislation.

Our Privacy Policy explains:

  • What information we collect.
  • Why we collect it.
  • How we use it.
  • How long we retain it.
  • Your legal rights.

A copy of our Privacy Policy is available on our website.

  1. Complaints

We aim to provide a professional service at all times.

If you are dissatisfied with any aspect of our services, please notify us as soon as reasonably possible.

We will investigate your concerns promptly and work with you to achieve a fair resolution.

Where appropriate, we may request supporting information, including photographs or other evidence, to assist our investigation.

  1. Governing Law

These Terms & Conditions shall be governed by and interpreted in accordance with the laws of England and Wales.

Any dispute arising from or relating to these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales unless applicable law provides otherwise.

  1. Severability

If any provision of these Terms is found to be unlawful, invalid or unenforceable by a court of competent jurisdiction, that provision shall be deemed severed from the remaining Terms.

The remainder of these Terms shall continue in full force and effect.

  1. Entire Agreement

These Terms & Conditions, together with any accepted quotation and any documents specifically referred to within them, constitute the entire agreement between Vidhi Events and the Customer in relation to the services provided.

No verbal statement or representation shall form part of the agreement unless confirmed in writing by Vidhi Events.

  1. Changes to These Terms

Vidhi Events reserves the right to update these Terms from time to time to reflect changes in our business, services or legal obligations.

The version of the Terms applicable to your booking will normally be the version in force on the date your booking is confirmed.

The latest version will always be available on our website.

  1. Contact Details

If you have any questions regarding these Terms & Conditions of Hire, your booking, or any of our services, please contact Vidhi Events using the contact details published on our website.

We encourage customers to contact us before confirming a booking if they require clarification regarding any part of these Terms.

  1. Acceptance of These Terms

By accepting a quotation, paying a booking deposit, making payment towards your booking, collecting hired items from our warehouse, or allowing Vidhi Events to deliver or install hired items, you confirm that you have read, understood and agreed to these Terms & Conditions of Hire.

These Terms are intended to ensure that expectations are clear, bookings are managed efficiently, and both Vidhi Events and our customers enjoy a professional, transparent and positive experience from the initial enquiry through to the successful completion of every event.