Terms & Conditions

Terms & Conditions (Updated February 2020)


All hire goods remain the property of Keeping It Vintage Ltd (‘KIV’), Unit 17, Bay 6, Alexandria Industrial Estate, Sidmouth, Devon, EX10 9HA, throughout the hire period.

The usual Keeping It Vintage (‘KIV’) hire period is 1-4 days. Additional days may be added at an additional cost, subject to availability. Please contact us to discuss this further. Additional items that are required after the final payment will be accommodated if possible.

All hire items should only be used for their intended purposes. Keeping It Vintage will not be held liable for any accident or injury that is deemed to occur through mis-use, such examples include improper transportation and unsuitable packaging.

All packing cartons, boxes, lids and packaging materials remain the property of Keeping It Vintage and are to be returned at the end of the hire period.

All hire prices quoted on the website are excluding VAT and all orders are subject to VAT at the current rate.

Delivery & Collection

You are welcome to collect and return from us at no charge, however we need to ensure someone is available to meet you at our base, so please advise us of a date and time as soon as you can.

We deliver up and down the South West of England and offer free delivery within a 10 mile radius of our base if your order is over £250. Please note that for deliveries to venues further than 50 miles from our base, the minimum hire value is £350. Please contact us for a delivery quote.

Delivery and collection MUST be supervised by either the hirer or a representative. If a representative is supervising the delivery or collection, the hirer must provide contact details for the representative prior to the event. The hirer or representative will be asked to sign to confirm receipt of the goods. If there is no-one available to sign for the hire goods, the goods will not be left and the hirer will be charged for re-delivery.

If a delivery time has been arranged, KIV will endeavour to get as close to the time as is possible, we cannot be liable for unforeseen traffic problems or delays.

***The service we provide is for hire only, we deliver and unload the hire items at a pre agreed time and place. With the exception of the garden games, set up and layout is the hirer’s responsibility not KIV. Similarly upon an agreed time for collection, all hire equipment (including garden games) must be cleaned and in one area ready to load. This means that items must be wrapped if appropriate and packed into the supplied boxes. Failure to do this will result in a flat rate charge of £50, which will be taken from the damages deposit***

At the time of collection KIV requests that there is a nominated person available to advise where the goods are stored and of any damage or breakages that are known to have occurred. If the nominated person is not available at the specified collection time, any items that we are unable to locate within the delivery timeslot will be assumed lost and the hirer will be responsible for returning the items to KIV. Any delays in returning the items will incur an additional hire charge which will be deducted from the damage deposit. If we have to collect the items in order to fulfil another booking, the mileage and the time taken to do so, will be charged at a rate of £25 an hour.

Any items left at the venue by KIV in error or by agreement, remain the property of Keeping It Vintage Ltd.

We are generally on a very tight schedule and have multiple collections to do in a day, so if we have to find, clean and take down our items after your event this can have negative implications for the rest of our hirers. We hope you understand.

Holding fee, refundable damage deposits & Payment

A non-refundable holding fee of 25% of the total hire charge, including the damage deposit and delivery charges if appropriate is required to secure the booking with KIV.

Payment can be made by debit card, credit card, PayPal, bank transfer, cash or cheque (if there is sufficient time for the cheque to clear).

The full balance and damage deposit is required 14 days before the event. If you are hiring items that are ‘numbers specific’, such as china, charger plates, cutlery etc, we understand that these may fluctuate between making the initial booking and the event. We are happy to accommodate a change in numbers up to 14 days prior to the event, of up to 10% each way (subject to availability for increases). Prior to 14 days before your event we would kindly request that if you know that your numbers have changed, you let us know so that we can adjust your booking and possibly accommodate another client who may otherwise have missed out.

If KIV has not received payment in full 14 days prior to the event despite reminders, KIV reserve the right to cancel the booking and retain the non-refundable holding deposit. For last-minute bookings, separate payment terms will be discussed and arranged as appropriate.

If KIV has agreed to source items to hire for your event, KIV require payment in full for these items before purchasing or making them. Cancellation or a reduction in numbers for these items cannot be accommodated.

Where a discretionary refundable damage deposit of 20% have been charged, it will be returned once everything has been checked and deemed to be in good condition. The damage deposit will be returned to the hirer via bank transfer as soon as possible after the event. We aim to do this within 3 days, but at busier times this can sometimes take a bit longer.

Where candlesticks, candle holders, lanterns have been hired, we reserve the right to apply a damage deposit of up to 20% to cover any excessive cleaning required due to the deposit of melted wax. If a damage deposit hasn’t been paid, but candlesticks and candle holders are returned to us covered in wax, we reserve the right to charge an ‘excess cleaning charge’. We kindly request that non-drip, slow burn candles are used and if you would like any help or advice on sourcing these, please don’t hesitate to ask.

Cancellations & Refunds

Cancellations or significant reductions in hire order values mean that other clients may have missed out of the opportunity to hire and we also lose business. As many wedding clients tend to book months and often years in advance, the opportunity to re-hire items at short notice is unlikely.

Please note that the 25% holding fee is non-refundable in the event of a cancellation. If you wish to cancel all or part of your order prior to 3 calendar months before your event, 50% of the total hire value will be charged. Cancellations up to 1 calendar month before your event will be charged at 75% and for cancellations within 1 calendar month of the event date, the full amount will be charged.

Damages & Loss

Any breakages in transit (where we have delivered) or shortfall in numbers received should be notified to us BEFORE the event begins. In such instances we will endeavour to rectify the situation if we can. We strongly advise ordering a few extra of key items to mitigate this and to save unnecessary stress and additional delivery. This is particularly advisable if your venue is a long distance from our base.

Any breakages or damage to hire items or packing cartons, lids etc. will either be deducted from the applied damage deposit or invoiced for after the event. In the event of any damages totalling more than the applied damage deposit then we will invoice the hirer for the full replacement value, less the damage deposit paid. Keeping It Vintage are happy to provide a replacement value for the items you are hiring at the time of booking if requested.

Please follow our guidelines for the terms of the hire…

  • Please do not stand or dance on any of our items.
  • Please do not place drinks on props, particularly the giant letters.
  • Please ensure only non-drip, slow burn candles are used in all of our lanterns, candlesticks and candelabra – failure to do so will result in an excess cleaning charge being applied.
  • Please ensure that the labelled packing boxes, lids and packaging materials are retained and stored appropriately.
  • Please ensure that caterers and their staff are aware of the following: that all crockery, charger plates, cutlery and glassware is rinsed of excess food and drink, prior to being packed in their packing boxes – failure to do so will result in an excess cleaning charge being applied.
  • Please ensure that charger plates are stacked carefully in the boxes provided with the inserts in-between each charger plate.
  • Please do not leave ANYTHING outside overnight and/or in the rain (this can cause irreparable damage and if so will be charged at full loss rate).

Wash Up Service

We do not charge to wash-up crockery, charger plates, cutlery and glassware, however we do kindly request that all of the items listed are rinsed of any excess food prior to repacking. Failure to do so will incur a discretionary charge which will be invoiced after the event. Food and drink can damage the items, they may also require soaking and/or additional cleaning that will incur greater time. Some foods can stain, especially if they contain colour additives, oils or acids, such as turmeric, balsamic vinegar or lemon. KIV request that your catering team are made aware of the above, so that they can ensure that items are rinsed as soon as possible after use.


Keeping It Vintage Ltd takes no responsibility in the event of any injury to any party through breakages of any equipment or any other accident during the hire period. We take no responsibility for any claims that arise from any event concerning or involving items hired from Keeping It Vintage Ltd

On booking and paying the 25% holding fee, the hirer is agreeing to our Terms and Conditions.