1. Responsibility for equipment. The Hirer is solely responsible for all hired equipment while it is in their care. This includes during transport, use, and storage, up until a member of Castle Tech has signed off on the successful return of the equipment — the Hirer's responsibility does not end simply because the equipment has been physically brought back to Castle. Castle Tech accepts no liability for loss, damage, injury, or expense arising from the Hirer's use, transport, storage, or operation of hired equipment during the hired period.
2. Use of Equipment. The Hirer must only use equipment for its intended purpose and in accordance with any manufacturer guidance and reasonable safety practices. Hired equipment must not be sold, sub-hired, lent, or transferred to any third party without prior approval from Castle Tech. The Hirer remains responsible for the equipment throughout the hire period, regardless of who is operating it.
3. Noise, licensing and third-party issues. Castle Tech is not responsible or liable for any noise complaints, licensing issues, or any other problems arising from the Hirer's use of the equipment.
4. Damage, loss and breakage. The Hirer must inspect equipment upon collection and notify Castle Tech of any missing items, damage, or faults before use. Failure to do so may result in the Hirer being responsible for such issues. In the event of breakage, damage, loss, or any other occurrence that renders equipment unusable or damaged, the Hirer is responsible for either the cost of repair or the full replacement value of the equipment. The Hirer has 14 days from being notified to settle this cost.
5. Condition on return. All equipment must be returned in a clean and undamaged condition, ready for immediate re-hire:
· Cables must be neatly coiled and secured with LX tape where Velcro fasteners are not fitted, and must be free of any tape residue, gaffer tape, or other securing materials.
· Multicores, cable packages, and decking sections must be returned complete, with all component parts (levellers, connectors, clamps, etc.) accounted for.
· Any equipment returned in an inadequate state may incur a cleaning fee.
6. Collection and return times.
· Equipment must be collected and returned at the time agreed with Castle Tech at the time of booking.
· Late collections or returns will incur a charge equivalent to the hire cost of the item(s) for each additional hour (or part thereof) they remain overdue, calculated pro-rata from the applicable 2-Day or Week rate. If the Hirer is unable to make the agreed time, they must contact Castle Tech at least one day in advance so that an alternative slot can be arranged where possible.
· Equipment must not be left unattended at any point during collection or return. If equipment is returned early, the Hirer must remain with it until a member of Castle Tech is present to check it in. Failure to do so may result in a charge.
7. Payment.
· An invoice will be issued on confirmation of booking, or upon full return of the equipment, at Castle Tech's discretion.
· Full payment is due within 10 calendar days of the invoice date. Late payment will incur a charge of 10% of total hire cost per week overdue.
· Payment should be made by bank transfer to the account details specified on the invoice, unless otherwise agreed with Castle Tech.
· Durham Student Organisations (DSOs) are not required to pay VAT on hires — please inform Castle Tech at the time of booking if this applies to you.
8. Booking notice. A minimum of 7 days' notice is required for all hires. Requests made with less notice may still be accepted at Castle Tech's discretion.
9. Availability and substitutions. All bookings are subject to equipment availability being confirmed by Castle Tech. Where a booked item becomes unavailable (e.g. due to prior damage or an existing booking conflict), Castle Tech reserves the right to offer a suitable alternative, or to cancel that portion of the booking with reasonable notice.
10. Right to refuse hire. Castle Tech reserves the right to decline any hire request, including but not limited to cases of repeated late payment, poor equipment care history, or where the intended use of the equipment raises safety, licensing, or reputational concerns.
11. Technical assistance and setup. Where technical assistance or setup support is provided by Castle Tech, this is offered at Castle Tech's discretion and will be subject to an additional charge. The Hirer remains responsible for the equipment throughout, including during any period where Castle Tech members are assisting on-site.
12. Cancellations. Hirers wishing to cancel a confirmed booking must notify Castle Tech as soon as possible. Cancellation charges will apply based on the notice period given:
· Cancellations made more than 7 days before the agreed collection date: no charge.
· Cancellations made between 3 and 7 days before the agreed collection date: 50% of the total hire cost may be charged.
· Cancellations made less than 72 hours before the agreed collection date, or failure to collect the equipment without prior agreement: 100% of the total hire cost may be charged.
· Castle Tech may waive or reduce cancellation charges where there are exceptional circumstances or where the equipment can be successfully reallocated to another booking.
13. Internal hires. Clubs, committees, and societies of University College JCR may be eligible to hire equipment at a reduced rate for internal College events, subject to approval by Castle Tech. All other terms in this document still apply.
For questions about these terms, equipment availability, or to discuss a booking, please contact the Castle Tech Director at [email protected].