Legal

Terms of Hire

Version 1.0 · In force from 10 November 2026

1. About us

Experium Events Ltd, trading as Experium, is registered in England and Wales, company number 12499696, registered office 129 Horsham Road, Cranleigh, Surrey, GU6 8DZ. Email: [email protected]. These terms apply to every booking of our experiences, equipment and crew. A quote is valid for 30 days unless it says otherwise. We take bookings from businesses and agencies, and from consumers where the booking value is £1,500 or more excluding VAT. We deliver in England, Wales and Scotland.

2. Key words

• Booking: the experiences, dates, times and price set out in your confirmed quote.
• Equipment: everything we bring, including rigs, RC cars, track, machines, screens, cabling and vehicles.
• Participants: anyone who uses an experience at your event.
• Business customer: you book in the course of a business. Consumer: you book for private purposes.
• Agency: a business customer booking on behalf of its own client.
• Staffed hire: our crew is on site and operates the experience.
• Unattended hire: we deliver and set up an experience and leave it for you to run, with no crew on site. Part B applies.
• Hire period: from the moment we deliver the equipment to the moment we collect it, including any time it is on site outside your event hours.

3. Booking and payment

1. A booking is confirmed once you accept our quote in writing, send us a purchase order where your organisation uses them, and we receive the deposit of 50% of the total.
2. The deposit is non-refundable from the date the booking is confirmed.
3. We invoice the balance at least 45 days before the first day of the hire period, payable 30 days from the date of our invoice. Where a booking is confirmed less than 45 days before that date, the balance is payable 30 days from our invoice or on a date we agree in writing.
4. We may withhold delivery while any sum is overdue. We are not obliged to, and letting a booking go ahead does not waive the debt.
5. Prices for business customers are shown excluding VAT, which is added at the current rate. Prices for consumers include VAT.
6. All logistics are charged: delivery, collection, mileage, congestion and clean-air zone charges, tolls, ferries, parking, overnight accommodation where the schedule requires it, and waiting time beyond the access window in your quote. Logistics are itemised in your quote where we can price them in advance, and recharged at cost where we cannot.
7. Hires longer than one day are charged at the per-day rate in your quote. One day is the minimum.
8. Business customers who pay late may be charged statutory interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998.
9. These terms apply instead of any terms printed on, attached to or referred to in your purchase order, portal or other document, unless we agree otherwise in writing.

4. If you cancel or change the date

• Cancellations must be in writing. The notice period runs from the day we receive it.
• One free date change is allowed with more than 30 days' notice, subject to our availability.
• Where we have already ordered bespoke items for your booking, such as custom artwork, printed panels, a wrap, game development or branded prizes, and their cost is more than the amount payable above, you pay that cost instead. We will show you the evidence.
• Consumers: we will never charge more than our actual losses from your cancellation.

5. If we cancel

If we have to cancel for any reason other than your breach or an event outside our control (clause 12), we refund everything you have paid. If equipment fails during the hire period and we cannot fix or replace it, we refund the affected experience in proportion to the operating time lost. On a staffed hire our crew will try to fix it on site. On an unattended hire our obligation is the remote support in Part B, and we are not obliged to attend site. These refunds are our only liability for equipment that fails, subject to clause 10.

6. Venue and site

You are responsible for making sure that:

1. The venue allows our experiences, and you have any permissions, licences and risk assessments the venue needs. On request we will supply our risk assessment and method statement for the booked experience, our public liability certificate, and our PAT test records.
2. We have vehicle access and a clear, step-free load-in route, or a lift large enough for the equipment, from the access time agreed in the quote.
3. Each experience has the floor space set out in your quote, on a level, dry, hard surface. FPV RC Racing needs 6m × 6m.
4. The power stated in your quote is available close to each experience and stays on for the whole hire period.
5. Outdoor bookings have suitable cover from rain and direct sun.
6. The equipment can stand in one place for the whole hire period without being moved, and is secure outside your event hours.

If these conditions aren't met and we can't operate safely, the full booking price is still payable. We will always try to adapt on the day first.

7. Operation and participant safety

1. On a staffed hire our crew sets up, operates and supervises the experience. Participants must follow crew instructions at all times.
2. On an unattended hire you supervise use of the experience. Part B sets out what that involves.
3. We may refuse or stop any participant who appears to be under the influence of alcohol or drugs, behaves unsafely, or does not meet the requirements below. Where alcohol is served at your event we may stop an experience altogether, and on an unattended hire we may tell you to shut it down. Neither is a breach by us.
4. The Beast (motion simulator) and the VR Roller Coaster: participants must meet the manufacturer's height, weight and health limits. We will give you those limits in writing before the event and you must pass them to your guests. Participants should not ride if they are pregnant, or have heart conditions, back or neck problems, epilepsy, recent surgery, or any condition that motion could make worse.
5. All experiences use screens that may affect people with photosensitive epilepsy.
6. We recommend our experiences for ages 12 and over. Under-16s must be supervised by a responsible adult.
7. You agree to tell your guests about these requirements before the event.

8. Equipment, damage and loss

1. The equipment remains our property at all times. Only our crew may operate or move it, except that on an unattended hire you may operate it as Part B allows.
2. Risk in the equipment passes to you whenever it is on your premises or the venue's without our crew present. That includes overnight and between days on a staffed multi-day booking. Risk passes back to us when our crew returns or when we collect.
3. While risk is with you, you are responsible for loss of, theft of or damage to the equipment, apart from fair wear and tear, anything caused by us, and any fault in the equipment itself.
4. While our crew is present, you are responsible for loss or damage caused by your guests, staff, contractors or the venue, apart from fair wear and tear and damage caused by us.
5. We charge the reasonable cost of repair or replacement and give you the evidence. We do not offer a damage waiver.
6. Tell us as soon as you find any loss or damage.

9. Insurance

We hold public liability insurance of £1,000,000 and employers' liability insurance of £10,000,000, and will provide the certificates on request. You must hold public liability insurance of at least £5,000,000 covering your event, and give us evidence of it on request. Our insurance does not cover the equipment itself while risk is with you under clause 8, so please check that your own cover or the venue's extends to hired-in equipment.

10. Our liability

1. Nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else that cannot be limited by law.
2. Business customers: our total liability for all claims connected with a booking is limited to £1,000,000 in aggregate. Within that limit, our liability for any claim that is not for personal injury or physical damage to property is limited to the price paid for that booking.
3. Business customers: we are not liable for loss of profit, business, goodwill, wasted expenditure or any indirect loss.
4. Consumers: we are responsible for loss you suffer that is a foreseeable result of our breaking these terms or failing to use reasonable care. We are not responsible for business losses. Your statutory rights are not affected.
5. We do not give indemnities. Any indemnity we are asked for must be agreed in writing by a director.

11. Photos, filming and publicity

1. We may photograph and film our equipment in use at your event, and use that content on our website, in proposals and on social media, including after your event has finished.
2. We will not name you, your client or the venue, or show any logo, branding or confidential material, without your written approval. An email is enough. Where you approve, we will credit and tag you.
3. We only publish an identifiable adult with their agreement. We only publish an identifiable child under 18 with a parent or guardian's written agreement, and we never name or tag a child.
4. Please tell your guests that photography may take place, for example on signage or the invitation. We can supply the wording.
5. You can restrict or stop our photography by telling us in writing before the event. You can also ask us to remove anything we have published, and we will do so within 5 working days.
6. We will share our photos and video from your event with you, free of charge, for your own channels.
7. If you supply logos or artwork for branding, you confirm you have the right to use them. We will use them only for your booking.

11A. Bookings made by an agency

1. If you book on behalf of your own client, you are our customer and these terms apply between us. We do not contract with your client.
2. We deliver under your name. On the day we will not promote Experium to your client or their guests.
3. We keep your client's identity and event details confidential.
4. For 6 months after the event, we will not approach your client to offer our services directly without your agreement. If your client contacts us, we will refer them to you.

12. Events outside our control

Neither of us is liable for failing to perform because of events outside reasonable control, such as severe weather, venue closure or travel disruption. In that case we will offer another date. If we can't agree one, we refund what you've paid, minus costs we have actually and reasonably incurred. We may pause outdoor operation if the weather makes it unsafe. This does not count as a cancellation by us.

13. Complaints

Please tell our crew on the day so we can put things right. If you're still unhappy, email us within 14 days of the event.

14. General

These terms and your confirmed quote make up the whole agreement, and any change must be in writing. We deliver your booking ourselves, with our own equipment and our own crew, which may include people we engage on a contract basis; we do not pass your booking to another supplier, or hire in equipment for it, without your written agreement. You may not transfer your booking to anyone else without our written agreement. English law applies and the courts of England and Wales have jurisdiction, except that consumers living in Scotland or Northern Ireland may bring proceedings in their local courts.

Part B — Unattended hire

This part applies on top of the terms above whenever we leave an experience with you to run.

B1. When this part applies

It applies whenever we deliver and set up an experience and leave it with you, with no crew on site. The experiences we supply unattended are AR Walls, the Digital Claw Machine, the Digital Vending (capsule) machine, the Photobooth and the AI Photobooth. FPV RC Racing, The Beast and the VR Roller Coaster are supplied staffed only.

B2. What you take on

For the whole hire period you will:

1. keep the equipment where we leave it, and not move, tilt, lift or re-site it;
2. not open, dismantle, repair, re-wire or re-brand it;
3. keep it connected to the power supply we agreed;
4. make sure only your guests, staff and invitees use it, and supervise that use;
5. keep the area around it clear and safe;
6. keep it inside a building that is locked or access-controlled outside your event hours; and
7. tell us as soon as anything goes wrong.

B3. Safety

You brief the people who will use the experience, using the information we give you at handover. Our machines are tall and free-standing: nobody may climb on, lean on or sit on them, and children must not use them unsupervised. If the equipment is damaged, becomes unstable, or is used in a way that could hurt someone, stop it being used, tell us at once, and keep it out of use until we say otherwise.

B4. Support

We provide remote support by phone and email from 9am to 6pm, Monday to Friday, excluding bank holidays, and will try to fix faults remotely. We are not obliged to attend site during an unattended hire. Where we agree to attend, the visit and its travel are chargeable unless the fault was ours.

B5. Consumables

Prizes, capsules, print media and other consumables are supplied and refilled as set out in your quote. Where refilling is yours to do, we show you how at handover. We are not responsible for an experience standing idle because a consumable has run out.

B6. Risk and security

Risk in the equipment is with you for the whole unattended hire period under clause 8, so you are responsible for theft, loss and damage during it. You must not leave the equipment accessible to the public outside your event hours. Our own insurance does not cover the equipment while it is with you.

B7. Access for collection

You give us the access we agreed for collection. If we cannot collect on the agreed date because access is refused or the equipment has been moved, we charge a further day's hire and the cost of the return visit.

Part C — Data protection terms

This part applies where we handle personal data for you.

C1. When this part applies

It applies where we process personal data on your instructions, for example where an AI Photobooth or an on-screen game captures guest details and you decide what they are used for. On those bookings you are the controller and we are your processor. Where we run our own race leaderboard or prize draw, we are the controller and our Privacy Policy applies instead.

C2. Scope of the processing

Your quote, or a short schedule to it, sets out the subject matter and duration of the processing, its nature and purpose, the types of personal data, and the categories of individuals.

C3. What we will do

1. Process the personal data only on your documented instructions, unless the law requires otherwise, and tell you if we believe an instruction breaks data protection law.
2. Make sure everyone who handles the data is under a duty of confidence.
3. Take appropriate technical and organisational measures to keep it secure.
4. Use a sub-processor only with your authorisation, tell you of any intended change, and place equivalent obligations on that sub-processor. We remain liable for it, and will name the sub-processors for your booking in writing on request before the event.
5. Help you respond to individuals exercising their data protection rights.
6. Help you with security, breach notification, data protection impact assessments and any consultation with the ICO, and tell you about a personal data breach without undue delay.
7. At the end of the booking, delete the data or return it, as you choose, and delete any copies, unless the law requires us to keep it.
8. Give you the information you need to show compliance, and allow audits or inspections on reasonable notice.
9. Not transfer the data outside the UK without your authorisation and an appropriate safeguard.

C4. Data back to you

Where your quote says so, we give you the data captured at your event at the end of it, or later on request.

C5. What you confirm

You confirm that you have a lawful basis for the processing you instruct, and that you have given your guests the information data protection law requires.

Schedule 1 — The experiences

This schedule says how each experience is supplied. Space, power and access for your booking are in your quote.