Terms & Conditions
1. Personal identification requirements
To ensure your holiday is not delayed, we require you to send us the following identification items (once booking and payment has been taken).
A completed reservation form for each driver.
2 items of proof of residential ID of the hirer. (Utility bill, or credit card statement is acceptable).
Copy of plastic driving licence for each driver and allow us to view or share your driving licence information via the DVLA website.
You need to have the following items when collecting the Campervan (Note we cannot release the vehicle without these items being present no exceptions).
Passport or other photo ID of hirer.
Valid driving licence for each driver.
2. Insurance information
Insurance requirements are, 3 years driving experience and a clean licence, we can cover drivers with up to 6 minor points these will incur a extra charge per 3 points of £5 per day, please contact us if you are in any doubt about the driver’s eligibility or cost. Extra driver insurance is £5 per day.
The insurance excess on the vehicle is £750, which you the hirer are liable for in case of any accident or damage during the hire period.
£150 deposit to secure booking and balance 20 days before travel, late payment will incur a £5 per day charge unless authorised with us in advance.
Payment by Bank transfer or by credit/debit card via PayPal.
Please be aware that paying via PayPal incurs a 3.5% additional charge.
4. Security deposit
You will be required to pay a £500 security deposit to cover any excess, this can be done by cash on the day or by a bank transfer no later than 72 hours before hire commences (no exceptions). This is returned within seven working days of the safe return of the campervan.
- Cancellations between the time of confirmed reservation and 28 days (4 weeks) before the rental period- the booking deposit is forfeited.
- Cancellations between 28>7 days of start of the rental period – a fee of 50% of the balance of the payable hire charge will be incurred.
- Cancellations less than 7 days before the rental period 100% of the total hire charges are forfeited. However, if we do manage to get another booking for the same van, for the same rental period we will waive the cancellation fee but not the booking deposit.
- If you change your booking date, we will only honour booking deposits for a period of 1 year from receipt after which time the booking deposit is forfeited.
You are responsible for cleaning the van to the same standard as it was when collected (inside only we will do the outside).
IF YOU ARE IN ANY DOUBT ABOUT ANY OF THE TERMS & CONDITIONS PLEASE PHONE US
In these Terms and Conditions, Cool 4 campers is providing the VW Camper photo (Boothbus) services.
The person booking the services is referred to as ‘The hirer’.
2B. Booking your Cool 4 Campers VW Camper Boothbus
To book ytour Cool 4 campers VW Camper Boothbus please contact Cool 4 campers to discuss your requirements and confirm availability. We will then send you a booking form and invoice. To complete the booking, please:
Complete the booking form, and return to us either by email or post as per instructions on the form.
Arrange the booking deposit of £150.00 to be paid as per instructions on the invoice. On receipt of the booking deposit, we will send you a receipt and confirm that your date has been secured.
3B. Payment of the hire fee balance
3.1 Full payment of the VW Camper Boothbus hire must be made no later than one month prior to the event. If booking within 4 weeks of the event date, full payment is required prior to confirmation.
3.2 Any additional charges incurred on the day of hire will be invoiced to the Hirer. The Hirer will pay the invoice within 1 month of the invoice date. (This includes any damages, parking fees or additional time).
4B. Hire period
4.1 The hire period is when the Boothbus will be open to guests. All setting up and dismantling of the VW Camper photo booth will take place up to 60 mins before and after the hire period.
4.2 In the event that the hire does not start at the agreed time because, setup has been delayed, due to either the venue not allowing access on time, or your events are over running. The hire will still end as per the agreed time on the booking form, we can be flexible it all depends on circumstances (see below).
5B. Extra hours
Cool4campers is contracted for the agreed hours on the booking form. If the client wants to extend the hire period on the day of the event additional charges will be incurred at a rate of £65 per hour.
6B. Delay/idle time
If set up of the Boothbus is delayed due to a third party or the customer, the period of hire will still be for the agreed period of time and will still terminate at the agreed times. Examples of delay may include the venue not allowing access on time. No refunds will be offered or time added (within reason) onto the hire period if delay is caused by the hirer or a third party. We can however agree an idle cost of £35 per hour if time permitting.
7.1 Cool4campers reserves the right to use any images taken at the event unless the Hirer has agreed otherwise. Images may be used for social media, any marketing and promotional material which advertises the VW Camper Boothbus services.
7.2 Image files will be stored on a secure website for no less than 1 month, where guests may log in to download the images for free. After 1 month, Cool4campers is under no obligation to retain or host the files on the website.
8B. Cancellation of VW Camper Boothbus hire
8.1 All cancellations must be made in writing to Cool 4 campers.
8.2 Deposits for the VW Camper Boothbus hire bookings that are cancelled within 14 days from the date the booking is confirmed (cooling off period) are refunded 100% as long as the event date is more than one month away.
8.3 Deposits for the VW camper Boothbus hire bookings that are cancelled after 14 days from the date the booking is confirmed are non-refundable.
8.4 Any cancellation of VW Camper Boothbus hire bookings with less than 30 days from the date of the event will forfeit all monies paid.
9B. Change of date / reschedule
9.1 Dates may be rescheduled with one month’s notice - change of event dates will be accommodated subject to availability.
9.2 Where we are unable to accommodate a revised date, the booking will be cancelled - please refer to the cancellation clause above.
10B. Space required for VW Camper Boothbus camper set-up
10.1 Cool 4 campers requires enough space to operate allowing guests to line up outside the campervan.
10.2 The space available for set-up should be at least 7m wide, 7m long and 2.5m height clearance.
10.3 Access to the site should include height access of at least 2.4m.
10.4 The ground where the VW Camper Boothbus is to be set up should be solid and level.
10.5 If the space is inadequate and insufficient we reserve the right to proceed with the cancellation policy above.
10.6 Parking costs incurred during the event or at any time Cool 4 campers is on site is calculated as an additional cost and the Hirer’s responsibility. We take no responsibility for time incurred and consequent delay of hire due to inadequate parking available.
11B. Boothbus power requirement
At present Boothbus requires a standard 240v power supply within 45m metres of the booth. Cool 4 campers will provide their own 50 metres 240v power supply.
12.1 Cool 4 campers will not be liable for failing to provide the VW Camper Boothbus service due to the occurrence of events beyond its reasonable control. (eg severe weather conditions, traffic delays, breakdown of our vehicles, sickness or equipment failure). In all circumstances, the liability of Cool 4 campers is limited to an amount equal to the VW Camper Boothbus hire fee. Where only a partial service is provided, the amount of the hire fee will be refunded on a pro rata basis. We will do everything reasonably possible to avoid such an outcome and will liaise with you throughout to keep you informed.
12.2 Cool 4 campers will not be liable for indirect or consequential damages.
12.3 The VW Camper Boothbus will be operational for a minimum of 80% during this period; occasionally operations may need to be interrupted for maintenance of the photo booth (adjusting camera, lighting, etc).
12.4 Equipment fault(s) that may arise outside of the 80% operational period during the event will be rectified as soon as possible and loss of time will be compensated on a pro rata basis based on the amount of service received.
12.5 In the event of the images being corrupt, lost or stolen Cool 4 campers will compensate up to a total value of 25% of the hire fee.
13B. Damage to equipment
13.1 The Hirer is responsible for loss, theft or damage of all VW Camper Boothbus equipment.
13.2 Any repairs resulting from damage of the equipment during the hire period will be transferred onto the client.
13.3 Cool 4 campers reserves the right to replace any equipment on day of hire to fulfil the contractual agreement without prior notification.
13.4 No food or drinks are allowed inside the VW Camper Boothbus.
13.5 A £100 valeting cost will be charged if the Boothbus requires additional cleaning due to customers sinkness.
13.6 Customers are limited to a maximum of 4 children over 6 years old or 3 adults in the Boothbus at any one time.
13.7 Smoking is not permitted in the Boothbus.
13.8 Cool 4 campers has right to withdraw from the event if they believe the guests are compromising health and safety regulations in any shape or form (including guests endangering themselve or others or the safety of hired equipment). As a result no refund will be given .
13.9 Cool 4 campers reserves the right to refuse guests access to the Boothbus if the booth operator feels that they are too unruly or too intoxicated.
13.10 In any instances where Cool 4 campers feel there is a need to terminate the hire early, we will always try to speak with the Hirer first to attempt to resolve the matter.
14B. Venue details
14.1 It is the Hirer’s responsibility to ensure that all address details of the venue are correct including a full postcode. Cool 4 campers cannot be held responsible for any errors or delays resulting from incorrect or missing address details.
14.2 The hirer is responsible for ensuring that all appropriate consents and approvals have been obtained from the venue, ensuring that the Boothbus is able to attend your event and its operators will have access to set up the equipment at the requested time. No refunds will be given should the Boothbus be denied access to the event by third parties or if there is any delay with accessing the site
IF YOU ARE IN ANY DOUBT ABOUT ANY OF THE TERMS & CONDITIONS PLEASE PHONE US.