1. Quotes and Bookings

1. Quotes are valid for 7 days from the date of issue.

2. A booking is confirmed once the required payment (see section 3) is received. After 7 days, items not secured may be offered to other customers, and GK Events Hire is not required to tell you they are no longer available.

3. It is the customer's responsibility to pay on time.

4. Changes can be made up to 14 days before pick-up/delivery, subject to availability. Changes after the final quote is accepted may change the final payment amount.

2. Prices

1. GK Events Hire is not registered for GST. No GST is charged. All prices are in NZD.

2. Prices are based on a 3-day hire period, including transport time, and are not reduced for shorter hires. Longer hire periods may cost extra and need a custom quote.

3. We set our own prices and may change them at any time. Once your deposit or full payment is received, we honour the quoted price. Quotes not secured within 7 days may be affected by price changes.

4. Events on public holidays incur additional labour fees for set up, pack down, delivery, collection or other services. Hire items themselves do not. Rates will be made clear at booking.

3. Payments

1. Orders under $300: full payment is required to secure the booking, due within 7 days of the invoice date.

2. Orders of $300 or more: a 25% non-refundable deposit is due within 7 days of the invoice date. The remaining balance is due 14 days before delivery/pick-up.

3. Bookings made less than 14 days before the event: full payment is due on the booking date.

4. The deposit is non-refundable. It covers loss of opportunity and administration if you cancel.

5. Exception: if items are being sourced for you or a special price has been offered, full payment may be required to secure the booking and is non-refundable. We will tell you if this applies.

6. Hire items will not be supplied without full payment. Last-minute bookings must send proof of payment (a screenshot of an approved bank transaction).

7. Payment dates arranged for after the event must be agreed in advance and paid by the agreed date.

8. Late payments: a one-off late fee of 10% of the overdue amount may be charged if payment is not received within 7 days of the due date.

9. Payments are by bank transfer unless otherwise agreed, to the account named on your invoice. Please use your invoice number as the reference, or an administration fee may apply if we have trouble tracking your payment.

10. A New Zealand account is preferred for refunds. We are not responsible for transaction fees on payments to or from foreign accounts.

11. Charges for damage, loss, extra cleaning or late return are invoiced after the event and are payable within 7 days of that invoice.

4. Cancellations, Postponements and Credit Notes

1. Full and part cancellations must be made in writing and are accepted once we reply in writing. A part cancellation means cancelled items or changes totalling more than 25% of the hire total.

2. If you cancel 15 or more days before the event, 25% of the total is retained and the rest is refunded. If you cancel 14 days or less before the event, the full amount is non-refundable. This is because cancellations cause loss of opportunity (items reserved for you can't be hired to others) and administration costs. Exceptions are at our discretion.

3. Force majeure: if an event cannot go ahead because of something beyond reasonable control (fire, flood, earthquake, state of emergency, government order, strike, epidemic or severe weather), we'll offer a postponement or a credit note valid for 2 years. If you choose to cancel instead, we refund everything you've paid except the 25% deposit, which we keep and which can't be transferred to a future booking.

4. Postponements: you may postpone once, to a date within 2 years of the original event, subject to availability. Where items are unavailable we'll offer alternatives. If they cost more, you pay the difference. If they cost less, no refund is made for the difference. An administration fee applies. If you postpone less than 14 days before the event, it is treated as a cancellation.

5. Credit notes: the current booking is cancelled and the items released. Credit is applied manually to a future booking, expires 2 years from issue, and is not refundable. A $35 administration fee applies. A credit note requested less than 14 days before the event is treated as a cancellation.

5. Hire Periods

1. Standard hire is 3 days. Longer periods must be arranged in advance and may cost extra.

2. Items can be available 1 to 2 days before the event and returned within 2 days after, by arrangement.

3. Items not returned by the arranged date are charged another full 3-day hire.

6. Condition of Items

1. Many items are vintage, rustic or used. Marks and wear add character and are not faults.

2. Check items on delivery or pick-up. Tell us within 5 hours of receiving them, and before use, if anything is damaged, missing parts, or not as ordered. Do not repair or alter items yourself.

3. If we can't fix or replace an item in time, we'll refund the hire cost of the affected items. Complaints made after use, return or collection won't be considered.

7. Care of Items

1. Return items in the condition hired, with all components and packaging. Loss, breakage or damage is charged at replacement cost or the cost to repair or remake the item, and we decide which. This is invoiced separately after the event.

2. Cleaning beyond a gentle clean is charged at $50 per hour (minimum half an hour).

3. You're responsible for the correct use, transport and storage of items during hire, even if someone acts on your behalf. Items left outside overnight are your responsibility, including when we pack down the next day.

4. Protect items from weather during transport, storage and use. Linen, soft furnishings, tables, chairs, plywood items and games must not be left in rain or heavy dew. Items returned wet from incorrect transport, storage or use incur a $50 damage fee, which may increase after assessment.

5. Some items are delivery and collection only. These are marked in the catalogue and we'll tell you at booking.

Item-specific rules

• Bar leaners (wool press and barrel): lift or use a sack barrow, never drag. Remove tops for transport and match the numbered tops and bases. Barrels go on flat ground. Push umbrellas fully down (they're a tight fit). Umbrella holes are made for GK Market Umbrellas, so we can't guarantee other umbrellas will fit.

• Arches: keep bracing arms in place when transporting and moving.

• Blackboards and mirrors: return wiped clean (a Magic White-type sponge works). If the wrong pen is used and can't be removed, repainting is charged.

• Seating and tables: stack and secure carefully (maximum 8 vintage chairs/benches or 5 stools per stack). Store extra-large rustic trestle tops together on their sides. Keep GK items separate from similar ones when returning. Sorting labour is charged.

• Linen, rugs, soft furnishings: return free of hay and grass. Don't clean soft furnishings yourself (heavily marked linen may be washed at your own risk). Stains we can't remove are charged at professional cleaning or replacement cost.

• Glassware, brass, pottery, candle holders: return clean, dry, wax removed and packed as received. No scented candles in the rustic candle holders.

• Lolly dispensers: we deliver and fill them. Supply sweets at least 3 days before, and leftovers are returned to you.

• Market umbrellas: follow the instruction sheet supplied with them. Key rules: push fully down and tighten screws, never place on the ground without the cover (a $50 cleaning fee applies), keep clear of trees, put down in strong wind, and transport carefully (they're 3m long). We're not responsible for umbrellas that fall over. Excess dirt or bird droppings incur a cleaning fee.

• Festoon lights: follow the instruction sheet in the box. Key rules: a bulb in every socket, power off before changing bulbs, don't plug in until all bulbs are in, keep ends away from water, don't modify cords or connections, and use only the supplied maul for stands. Damage from not following the sheet is charged as damage from hire.

8. Safety

1. Some items are heavy. Two people should lift them.

2. We're not responsible for injuries or accidents during the hire period unless we're at fault. You (or your representative) are responsible for items from delivery or pick-up until return or collection. Report faulty items before use (see 6.2).

3. Candles: use safely, with any required permits, and supervise children around fire at all times.

4. We're not responsible for reactions or health issues relating to dispenser sweets, whether supplied by us or you.

9. Delivery and Pick-up

1. Delivery, collection, set up and pack down are included only if quoted.

2. Items must be packed and ready in one easily accessible area at the arranged time, or returned to the arranged venue at the arranged time.

3. For pick-ups, wrap and tie items securely and bring enough blankets, tie downs and waterproof covers. We may turn you away if your equipment or vehicle is unsuitable. Anything we lend you is free but charged at replacement cost if lost or damaged. Damage during transport counts as damage from hire.

4. Extra labour beyond basic delivery or collection is charged at $50 per hour (minimum half an hour).

5. Check truck access, turning space and overhanging trees before delivery. If we can't deliver, damage occurs, or items must be carried a long way, extra charges for labour and vehicle damage apply.

10. Sub-hires

1. Sub-hires to other vendors are covered by our Vendor Relationship Contract Sub-Hiring Terms and Conditions (available on request). If a vendor or coordinator books for a customer, receives the invoice and pays the deposit or full payment, they accept that contract and these terms on the customer's behalf, from the date the deposit is received. No signature is needed if they were told about the contract before booking.

2. Services from other vendors arranged through us are also subject to that vendor's own terms.

3. Vendors we organise are responsible for their own services and products. We're only responsible for what we directly supply, and we'll tell you if a vendor is contracted directly with you.

11. Special Offers

1. Only one offer can be used per event, chosen at booking and not changeable afterwards. Prizes can be combined with one other offer.

2. Offers apply only to the items and services named. They don't cover permits, delivery, set up or pack down unless stated.

3. Offers have expiry dates. Other terms may apply as shown on the voucher or post.

4. New offers can't be applied to existing bookings, or to bookings cancelled and rebooked to get the offer.

5. Vouchers must be supplied digitally or in person.

12. General

1. All hire items remain the property of GK Events Hire.

2. We may update these terms at any time. Changes don't affect a booking once your deposit or full payment has been received.

3. Our terms, designs, written content and documents are protected by copyright. They may not be copied, reproduced, modified or used without our permission, except where permitted by law.

4. By paying a deposit or full payment, you accept these terms and confirm you've read and understood them. You're responsible for making sure anyone collecting items on your behalf has read them too.