Terms of service
Wagtail Event Hire Ltd — Hire and Sales Terms and Conditions (ROI)
Effective date: Tuesday 14th October 2025
Company: Wagtail Event Hire Ltd (“Wagtail”, “we”, “us”, “our”)
Email: [email protected] | Phone: +353 89 256 8353
Services: High‑end lighting, effects, and audio equipment — dry hire only; plus sale of heavy‑duty flightcases (new/used batches as listed).
Assurance: We are fully insured for our business operations. All equipment is inspected and tested in line with manufacturer guidance and applicable standards prior to release.
By placing an order, paying a deposit, signing a delivery/collection note, or taking possession of any equipment, you accept these Terms. We recommend you obtain independent legal advice for your specific circumstances.
1) Definitions
“Hirer”, “you”, “your”: The person, company, or organisation hiring or purchasing from Wagtail; the signatory is deemed the authorised representative.
“Equipment”: All items hired (including fixtures, consoles, amps, processors, effects, truss accessories, cables, consumables, flightcases, and packaging).
“Goods”: Items sold by Wagtail (including heavy‑duty flightcases and any accessories) whether new or used.
“Contract”: The hire/sale agreement comprising the quote, order confirmation, delivery/collection notes, and these Terms.
“Hire Period”: From the agreed collection/dispatch time until the Equipment is returned and checked‑in by Wagtail.
“Fair Wear and Tear”: Minor, unavoidable deterioration from normal use (see 11).
2) Ownership and Title
All hired Equipment remains Wagtail’s property at all times.
Title in Goods sold remains with Wagtail until cleared funds are received in full. We may enter premises to recover unpaid Goods.
3) Scope (Dry Hire Only; Third‑Party Logistics/Install)
Wagtail supplies on a dry‑hire basis only (no operation or supervision by Wagtail at events).
On request, we may assist you in booking third‑party couriers or installers. Unless expressly stated otherwise in writing:
We act as your agent; your contract is with the third party.
Risk passes to you when Equipment is handed to your courier/installer or collected.
Wagtail is not liable for delays, failures, or damage by third parties.
4) Quotations, Orders, and Acceptance
Quotes are valid for 7 days unless stated otherwise and subject to availability.
A booking is confirmed only when deposit/full payment is received per the quote/invoice.
Variations must be agreed in writing. Wagtail may substitute equivalent or higher‑spec items at no extra cost if a listed item becomes unavailable.
5) Charges, Deposits, and Payment
Hire charges are typically per 3‑day (72‑hour) period or Friday–Monday weekend, or multiples. Bank Holidays are charged as part of the period.
Prices are exclusive of VAT at the applicable Irish rate unless stated otherwise.
Full hire fees and any required security deposit/pre‑authorisation are due before collection/dispatch.
Security deposits may be used for hire fees, loss/damage, cleaning, late returns, third‑party costs, and admin fees. Any balance is refunded to the original source after check‑in.
If Equipment is unavailable for return/inspection within a reasonable time, it is deemed lost and charged at new‑for‑old replacement cost; loss‑of‑hire may apply until paid.
Overdue sums may accrue interest at 8% per annum above the ECB base rate, plus reasonable recovery/admin costs.
We may set off any sums owed to us against amounts we hold for you.
6) Cancellations
Cancellations must be emailed to [email protected]. The minimum non‑refundable booking deposit is €100 ex VAT (or as otherwise stated on your quote/invoice).
| Timing before collection/dispatch | Cancellation charge |
| --- | --- |
| 14+ days | Deposit only (non‑refundable) |
| 5 to <14 days | 10% of hire charges + non‑refundable deposit |
| <72 hours | 20% of hire charges + non‑refundable deposit |
Custom/special‑order items, sub‑rented items, or third‑party services may carry higher or non‑refundable charges.
7) Collection, Return, and Access
You are responsible for timely collection and return. Late returns incur daily hire charges at the prevailing rate and may include consequential costs if other bookings are affected.
Ensure adequate access, suitable vehicles, handling equipment, and personnel. Any assistance by Wagtail (if provided) is at your risk.
All flightcases, crates, protective packaging, and accessories must be returned; non‑return is charged at replacement value.
8) Risk, Insurance, and Security
Risk passes to you from collection/dispatch until Equipment is received and checked‑in by Wagtail.
You accept full responsibility for loss, theft, damage, and safe custody during the Hire Period.
Insurance: You must maintain insurance for Hired‑In Equipment at full new‑for‑old replacement value, including continuing hire charges and public liability arising from use. Evidence of cover may be required before release.
Wagtail is fully insured for its business operations; this does not replace your obligation to insure the Equipment while in your possession or control.
If you decline to insure, you remain fully liable. Any optional Loss/Damage Waiver (if offered) is only effective if expressly purchased and confirmed in writing and will contain exclusions (e.g., negligence, improper use, weather ingress, unsecure storage, missing items).
9) Condition, Inspection, and Evidence
We maintain asset IDs/serials and may take time‑stamped photos/videos and meter readings before release. Test/inspection records are kept and available on request.
On collection/delivery, you (or your courier/agent) must check quantities and condition and sign the delivery note/condition report. Any discrepancy must be noted then; otherwise items are deemed received in good order.
On return, we check‑in using the same process. Damage, missing items, broken tamper seals, abnormal meter readings, contamination, or moisture ingress will be recorded and charged.
Chain of custody: You are responsible for losses/damage while Equipment is with your staff, agents, venue, subcontractors, or attendees.
10) Use, Handling, and Care
Competence: High‑end lighting/effects/audio equipment must be installed and operated by competent persons in accordance with manufacturer instructions and law.
Electrical safety: All use must comply with IS 10101 and relevant Irish/EU standards. Provide RCD protection, correct earthing, appropriate breakers and distro, and proper cable management. Do not defeat safety interlocks.
Rigging: Use rated components only; secondary safeties are mandatory for overhead fixtures. Ensure clamps/truss are correctly matched and load calculations verified.
Environment: Keep items dry, clean, and secure. Do not expose to rain or moisture unless an item is IP‑rated and properly protected.
Prohibited: No modification, drilling, painting, re‑termination, firmware tampering, or opening housings/cases. No third‑party repairs without our written consent.
Consumables: Use only specified lamps/fluids (e.g., haze/smoke/foam/snow) and filters. Damage from incorrect consumables is chargeable.
Software/data: Consoles/media devices may be wiped on return; we are not responsible for any loss of show files/data.
Storage: Store in secure, dry, non‑condensing conditions. Soft goods must be kept dry; mould/mildew is charged at full replacement.
11) Fair Wear and Tear vs Damage (Guidance)
Fair wear and tear (not chargeable): minor scuffs on cases, light surface marks, expected hour‑meter increments, superficial cable jacket rub, minor wheel wear.
Damage (chargeable, non‑exhaustive): cracked/bent housings or frames, lens scratches/chips, impact damage, liquid ingress/corrosion, burnt drivers/amps from clipping/misuse, cut/re‑terminated cables, missing accessories (clamps, safeties, IEC/PowerCON/DMX), broken latches/wheels, paint/adhesive residue, heavy dirt, confetti/glitter or fluid contamination.
12) Loss, Damage, Cleaning, and Charges
Missing items: charged at new‑for‑old replacement cost plus a reasonable admin fee.
Damage: charged for parts, labour, diagnostics, manufacturer service, and admin. If uneconomic to repair, replacement is charged.
Loss of hire: where Equipment is unavailable due to loss/damage, ongoing hire charges may be applied for the reasonable period required to repair/replace.
Cleaning: charged where returns require more than routine wipe‑down (e.g., sticky residues, beer, smoke oil buildup, confetti/glitter ingress, mud, drying after moisture ingress, odor/ozone treatment).
13) Sales of Heavy‑Duty Flightcases (Goods)
Condition: Flightcases may be new or used; the condition (and any cosmetic/functional notes) will be stated on the invoice/listing. Used Goods may show signs of wear.
Inspection: You are encouraged to inspect prior to purchase or request photos/video.
Warranty: Unless expressly stated in writing, Goods are sold “as is/as seen” with no warranty as to fitness for a particular purpose, to the fullest extent permitted by law. Your statutory rights are not affected.
Title and risk: Risk transfers on collection/dispatch. Title transfers only upon receipt of cleared funds in full.
Returns: Sales are final unless Goods are materially not as described; any approved return requires a return authorisation and the Goods must be unused (beyond inspection) and in the same condition.
Fitment/compatibility: You are responsible for ensuring compatibility (dimensions, hardware, foam, wheel type, stacking profiles, etc.).
Modifications: Any requested modifications (e.g., foam cut, hardware swaps) are chargeable and may void returns.
14) Delivery/Install Assistance by Third Parties
If we help you arrange a courier or installer:
You authorise us to share necessary job details.
You remain liable for site readiness, access, parking, permits, waiting time, and additional costs.
Acceptance of goods by your courier/installer constitutes delivery to you.
Any damages/delays caused by third parties should be pursued directly with them; Wagtail’s liability is excluded.
15) Responsibility, Liability, and Indemnity
You are responsible for all uses and outcomes of Equipment during the Hire Period.
Wagtail’s liability is limited to the hire/sale price paid for the affected item(s). We are not liable for indirect or consequential losses including loss of profit, business interruption, event cancellation, or reputational damage.
Nothing limits liability for death or personal injury caused by our negligence or for fraud.
You indemnify Wagtail against all claims, damages, costs, and expenses arising from your use, custody, transport, installation, or operation of Equipment or Goods.
16) Identification, Anti‑Fraud, and Access
We may require photo ID, proof of address, company registration, insurance evidence, and payment verification before release.
We may decline or cancel a hire/sale without liability if satisfactory verification, payment, or insurance is not provided.
17) Testing, Compliance, and Records
Wagtail maintains inspection/testing records (including electrical safety checks) in line with manufacturer guidance and applicable standards. Certificates or test sheets are available on request.
You must perform any site‑specific checks required by venue rules or law (e.g., RCD tests, earthing verification, rigging inspections).
18) Breakdowns and Reporting
If a fault occurs, stop using the item and contact Wagtail immediately. Do not attempt repairs unless authorised in writing.
We will use reasonable efforts to advise or replace where practicable. Our liability is limited to refunding the hire charge for periods the item is proven unusable due to an inherent fault (not misuse, mis‑installation, power issues, or external factors).
Faults must be reported during the Hire Period; retrospective claims after return will not be accepted without contemporaneous evidence.
19) Sub‑Hire, Relocation, and Export
Do not sub‑hire, lend, pledge, sell, or part with possession/control of Equipment without our written consent.
Do not take Equipment outside the Republic of Ireland without prior written consent and proof of adequate insurance.
20) Termination and Recovery
If you breach the Contract, become insolvent, cease trading, or are subject to liquidation/receivership/bankruptcy, we may terminate the hire and recover Equipment immediately without prejudice to other rights.
You grant Wagtail or its agents access to premises for recovery and will be liable for associated costs.
21) Force Majeure
We are not liable for delay or failure due to events beyond reasonable control (including extreme weather, power outages, strikes, supply issues, epidemics, or transport disruption). We will notify you and take reasonable steps to mitigate.
22) Data Protection (GDPR)
We process personal data to administer bookings/sales, verify identity, manage insurance/risk, and fulfil the Contract.
We may share data with insurers, payment processors, couriers, and installers as necessary.
We retain hire/sales records, including photos/videos and signatures, for evidential and accounting purposes for the legally required period.
For data rights requests, contact [email protected].
23) Notices
Formal notices must be sent to [email protected] and are deemed received upon email transmission during business hours or the next business day.
24) Governing Law and Jurisdiction
These Terms and any dispute are governed by the laws of the Republic of Ireland.
The courts of Ireland have exclusive jurisdiction.
25) General
No waiver of any breach is a waiver of subsequent breaches.
If any provision is found unenforceable, the remainder remains in full force.
These Terms prevail over your terms unless we agree otherwise in writing.
We may update these Terms; the version in force at booking confirmation (for hire) or order acceptance (for sales) applies unless otherwise agreed in writing.
26) Practical Notes (Non‑contractual but operational)
Bring photo ID and order reference for collection.
Keep cables, clamps, safeties, and accessories with their assigned cases; return all packaging.
Protect items from rain and theft; keep cases closed/locked where possible.
Record any incidents immediately (time, place, photos) and notify Wagtail.
Questions or tailored wording for a specific event or batch sale? Email [email protected] or call +353 89 256 8353.