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VR Theatrical PTY (Ltd)

Terms and Conditions of Hire



1. Property Ownership & Responsibility


1.1 All equipment and hire items are the property of VR Theatrical PTY (Ltd) and remain so at all times throughout your hire.


1.2 By accepting these terms and conditions, you agree that you are solely responsible for the hire items at all times throughout your hire, from acceptance or pick up of the items until you return the items or they are accepted back by VR Theatrical PTY (Ltd).


2. Payment Terms


2.1 A non-refundable deposit of 20% is due upon booking. Your items are not reserved for you until the deposit has been accepted by VR Theatrical PTY (Ltd). You will receive a receipt as confirmation of your deposit payment upon acceptance. The remaining 80% balance is due 21 days before the date of hire, unless alternate payment options have been agreed in writing upon booking. All quoted prices are subject to a standard rate of VAT at 15%.


2.2 Payment of your deposit is deemed an instruction of your booking. An alternative to payment of the deposit is a signed Purchase Order. Items may be added, subject to availability and our own discretion. Items can also be swapped, up until 14 days before your event start date, but the value must not go below the agreed total hire value. If you wish to remove items but do not wish to take other items in exchange, no refunds or part refunds will be applicable. You will be billed for any additional hire value.


2.3 Our quotes are valid for 7 days. Price changes will not affect quotations within the 7 day period. However, after 7 days, if the deposit payment has not been made, prices will be amended to match our current inventory price.


3. Standard Hire Period


3.1 Unless specifically arranged at the time of booking, all standard hires are based on a total of one week:

  • Day one: delivery/pick up.

  • Day two to Day seven: event.

  • Day eight: collection/drop off.


Please note that our standard delivery and collection hours are between 09:00 and 17:00 Monday to Friday.


4. Extended Hire


4.1 Extended hire will be charged for each additional week past the standard one-week hire period.


5. Failure to Pay for or Return Items


5.1 If any items are not returned in the agreed time and we have not made an arrangement with you, you will be charged 50% of the weekly hire value for each additional day the items are away from us. If items are not returned in the agreed time and this impacts another booking, you will be liable for the full value of the second booking, including VAT & any delivery charges applicable. If items fail to be returned after an extended period of time (deemed so at our discretion), you will be liable for the full replacement value and we will exercise our right to pursue you legally for this cost.


5.2 If an agreement has been made to accept late payment, but a final payment deadline has passed, or if failure to pay a damage invoice has taken place, we will pass the debt on to a third party debt collection agency who add their own fees. We will then no longer hold responsibility for the collection of the debt or the fees that may be applied and you will need to liaise with the agency and pay them directly to settle the debt.


6. Hire Item Condition


6.1 On signing the delivery/pick up statement, you are agreeing that the items are in good condition and are as advertised. No complaint on the condition or quality of the items will be valid at a later stage if concerns have not been raised, or if inspection has not occurred before signing this statement. You may not request a reduction/refund on payment based on quality or condition of our items if this statement has been signed.


6.2 Breakages, missing parts & damages to items will be charged according to the full replacement value.


6.3 If an item you have booked is damaged or lost prior to your hire taking place you will be informed and every effort will be made to replace the item like for like. If this is not possible or if this is unsatisfactory, you will be entitled to a refund for that item only. No further compensation will be due.


6.4 Unless agreed by us in advance, all props are for indoor use only; any items used outside are done so entirely at the hirer’s risk.


6.5 Electrical items should be tested for functionality by the hirer prior to event usage.


7. Delivery & Collection


Please note that our standard delivery and collection hours are between 09:00 and 17:00 Monday to Friday and typically take place the day before and the day after your event. Weekend events include an extra day’s hire, as delivery will take place on Friday and collection will take place on Monday. Other arrangements can be made subject to a surcharge mentioned in point 7.7.


7.1 If delivery and collection has been selected, hired items must be available for collection at the delivery address, unless otherwise agreed. Items must be collated and must not be left in an unsecured or unattended location. Our drivers are often subcontracted and not employed directly by VR Theatrical PTY (Ltd). Therefore, our drivers should not be asked or expected to transfer items across venues, up and down stairs, etc. They will unload the items within 10 metres of the delivery vehicle, but manoeuvring props beyond this is your responsibility. Please ensure someone is available to help with unloading the vehicle and manoeuvring the props. Please don't ask our drivers to manoeuvre items, as they may feel awkward having to refuse. We refuse due to business health & safety, our insurance and the timing allocated for deliveries - not because we're being unhelpful :) Any extra expenses incurred where subsequent journeys and/or extra vehicles are made necessary, will be charged accordingly. Additional time spent beyond what is reasonable to collect items will also be charged accordingly. The items are your responsibility until they have been signed over to us. If no-one is present to sign over the items when they are collected, our decision is final as to the condition and availability of the items.


7.2 It is your responsibility to ensure all the items you have hired are returned to us by making sure all items are loaded by our driver. If items are left behind, it is your responsibility to return them to us as soon as possible, incurring any costs associated; including extended hire costs, if applicable.


7.3 It is your responsibility to ensure there is legal parking available to carry out the delivery and collection. We will not be held responsible for any costs incurred out of the necessity to park or if we are unable to deliver the items due to a lack of legal parking.


7.4 On return or collection of the items, we will not accept any goods other than those hired by you and specified on the order. We will notify you of any goods collected in error, which do not belong to us. Should they not be collected or a return arranged within 14 days, we reserve the right to dispose of them. Should you wish to have these items returned to you then it will be at your expense. It is your responsibility to organise and collate the items for collection or return.


7.5 Any person signing a delivery/collection note on behalf of the hirer is deemed to be authorised to do so. Please make us aware if you will not be there to sign for your hire.


7.6 If you selected customer pick up, we are assuming you have measured available space in your vehicle and taken into account the need for securing the items, alongside bringing protective material to avoid any damage in transportation. We will not supply this and if appropriate preparations have not been made and/or we feel the risk of damage to our props is too high to release them, we reserve the right to refuse you to transport the items in this way, with no recompense due to you.


7.7 Deliveries or collections which fall outside of reasonable daytime working hours will be subject to additional charges and should be discussed before any bookings are made. Please note that we cannot always guarantee out of hours delivery, even if a surcharge is paid; please contact us to confirm.


7.8 A guide time for delivery and collection can be sometimes given upon booking, if requested. However, please note that this is subject to change in order to fit in other bookings. We will contact you around 7 days before your event date to confirm times and days. Please note that if you have specifications on delivery or collection that are not compatible with these times or days, the aforementioned surcharge will be applicable.


8. Customer Pick-up / Drop-off


8.1 If you have chosen to drop back the items yourself, you must ensure the items are dropped off ONLY to 142 Via Pollino, Douglasdale 2191. They must be accepted back into our possession by a member of our staff. You must not leave the items unattended outside our unit, or with neighbouring units unless we have agreed this in writing.


8.2 Customer Pick-ups and Drop-offs cannot be made on Public Holidays or during the Christmas break (dates will be updated on our website)


9. Cancellation Fees


9.1 See Terms & Conditions Standard Hire Period for hire period definition. Please note that the 20% deposit is non-refundable in all scenarios:

  • More than 21 days before day one of your hire: 80% of full hire value refunded.

  • Between 21 and 14 days before day one of your hire: 50% of full hire value refunded.

  • Between 13 and 7 days before day one of your hire: 25% of full hire value refunded.

  • Less than 7 days before day one of your hire: No refund available.


9.2 By paying the 20% down payment you are agreeing to our Terms & Conditions of hire. Once the 20% deposit has been paid items can be added to your order but not removed.


10. Risk Assessments & Safety


10.1 We are not responsible for any injury or damage to animals, property, persons, or objects arising from the use of any equipment under hire. We shall not be liable for any direct, indirect, or consequential loss, damage, or additional costs that may arise as a result of the use of our hire items.


11. Extreme Circumstances / Force Majeure / Cancellation by Us


11.1 In the event of extreme weather or road conditions which result in us being unable to safely deliver or collect the hired goods, we reserve the right to alter the arrangements for delivery or collection and shall not be liable for any losses or costs to you that may arise as a result.


11.2 We reserve the right to cancel in extreme circumstances that make your hire unviable for us, up to and including the day of your hire. We are the ruling party on deciding if the hire is unviable and we will not be liable for any compensation or additional costs you may incur as a result of our cancellation; however, a full refund will be issued.


12. Item Setup


12.1 You are hiring the items from us; we do not run a styling service and therefore are not obliged to set the items up. Please ensure you have someone on hand who is prepared to set up the items; our delivery drivers are drivers only. Some items require two or more people to assemble or setup. We will let you know upon booking which items these are.


13. Hire Refusal


13.1 We have the right to refuse a booking to you if we feel the items are not suited to the purpose of your hire, or if you, your company, or your event contradicts our company ethos.


14. Copyright


14.1 All images, photography, and wording on our website, Facebook page, and other social media are copyrighted to us unless expressly confirmed otherwise. Our company name and logo are trademarked and may not be used by anyone other than us. Images may not be copied, printed, or otherwise disseminated.


15. Liability


15.1 If full monies due are not paid by the date of the booking, we hold no responsibility to provide the hire and hold no liability in this circumstance.


16. Colours of Items


16.1 All efforts have been made to represent our items accurately in our photographs; however, sometimes there may be slight discrepancies with color due to different monitors showing different saturation and photographs being taken in different lighting, and we cannot be held accountable for this. Every care is taken to provide the items as you expect them.


17. Disclosure


17.1 Any typographical, clerical, or other error or omission in any sales literature, quotation, price list, acceptance of offer, invoice, or other document or information issued by us shall be subject to correction without any liability on the part of us.

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