Terms and Conditions of Hire

Terms and Conditions of Hire

We would like to advise you of the following “Terms & Conditions of Hire.” These apply to all bookings with Firefly Events and must be agreed to by the hirer either in writing or via email prior to any booking confirmation.


This set of terms and conditions form part of the contract signed between Firefly Outdoor Events Ltd therein referred to as Firefly Events and the hirer hereinafter referred to as You. No member of staff has the authority to vary these arrangements verbally, only changes authorised in writing by a Director of the Firefly Events management team will be accepted as a valid source of information.


All bookings will be treated as provisional until a booking form, duly signed by you is returned to Firefly Events. Once received and accepted, the booking is under contract and subject to the usual deposit required. Firefly Events will not accept proof of postage as proof of receipt for late payments.


Firefly Events requires a non-refundable deposit for all bookings. Which, unless otherwise stated amounts to 50% of the total cost identified upon confirmation of booking (this deposit amount covers the administrative costs of Firefly Events prior to each event and protects against loss of income due to cancelled bookings). Final accounts must be settled in advance, 28 days prior to the proposed event date.

Payments should be made via Bacs.


You will be responsible for any damage caused at the event by an employee or a guest involved in a careless act and must pay the total amount required to make good any such damage. Firefly Events cannot be held responsible for any loss or damage to the client’s property or that of their guests. In the event of any loss/damage to Firefly Events’ equipment caused by you or any persons associated with you, this includes: staff and general public, Firefly Events will issue any details of any settlement required due to loss/damage of Firefly Events’ equipment. Such amount must be settled within 14 days. Failure to do so may lead to a claim for loss of earnings if Firefly Events is required to cancel bookings for other venues.


These must be agreed upon at the booking stage to ensure staff coverage. Extensions to these times will not be possible without 21 days prior agreement with a senior member of the Firefly Events’ management team. You will be responsible for the cost of a late licence or any other charges incurred. Entertainment must be pre-identified and must be finished by 11pm unless otherwise agreed upon. Firefly Events will however consider each case in isolation and will allow for later start times due to discrepancies in sunset periods.


Should you wish to postpone or cancel your event you will lose your deposit and will be liable to pay the full invoice if it is within 28 days of the event, unless it has been agreed with a senior partner of Firefly Events that an alternative date can be rebooked at a date convenient to both parties within 6 months. As the final payment is due four weeks prior to the event, cancellation before this date will mean loss of your deposit and cancellation after this date will mean you must pay the full payment.

All cancellations must be confirmed in writing to the Firefly Events’ administration team where final accounts will be calculated. Any costs incurred for a particular event, that otherwise would not have been incurred; will be charged to you in the event of a cancellation unless Firefly Events is able to mitigate their loss.

Firefly Events reserves the right to cancel an event due to adverse weather conditions, if they believe there is danger to the public, staff or equipment.

Firefly Events reserves the right to cancel an event if they believe there is danger to the public, staff or equipment from the surrounding areas or individuals. In the event that you use faulty equipment that may cause damage to Firefly Events’ equipment, we reserve the right to cancel/postpone any event/equipment hire until we see fit to continue.

In the event of a cancellation, Firefly Events will endeavour to reschedule within 12 weeks of the original date and no further than a 10 mile radius of the original location.

Firefly Events will not be liable for any loss of earnings due to a cancelled event including hired services or staffing costs.


Due to circumstances beyond Firefly Events’ control it may be necessary to change or cancel your booking. Where the change is considered major, as decided by Firefly Events, you will be offered the option to accept the change or to receive a full refund of any monies paid against the booking. Firefly Events is not responsible for any other costs, expenses or damages which you may have incurred or by your guests as a result of the change.


Firefly Events will not be liable for failure to comply with any of the terms and conditions stated within this agreement to the extent such compliance is prevented, hindered or delayed by any cause beyond its control including but not limited to fire, storm, explosion, flood, power or equipment failure, act of God, the actions of any Government or Government Agency, shortage or shortfall of goods or supplies, an employee strike or a facility lock-down. Firefly Events will not be liable for loss of earnings either direct or indirect nor for any consequential losses of whatsoever nature.  The overall monetary liability of Firefly Events shall be limited to the invoice cost of the individual hire booking except in respect of liability for death and/or personal injury.


You are deemed responsible and must ensure full compliance with Firefly Events’ Health & Safety policy. A copy will be provided upon request. We reserve the right to refuse connection of water, electricity or gas to your equipment if we consider it to be unsafe or a hazard to the public.


You have the responsibility to ensure that the licence for the chosen film is accurate and that you have paid the correct fee and have the correct permissions. Firefly Events will not take responsibility for licensing unless agreed beforehand.

You have the responsibility that you have a valid Temporary Events Notice and the relevant Public Liability Insurance in place. Firefly Events takes no responsibility for you in these matters.

Film Licence

You will need a film licence to show any film.

Licences can be obtained from the following distributors:

  1. BFI – www.bfi.org.uk
  2. Filmbank Media -. www.filmbankmedia.com
  3. Motion Picture Licensing Company – www.themplc.co.uk

Liability Insurance

We have our own Public Liability insurance but, unless you already have your own cover in place, we strongly suggest that you arrange this through specialists or your normal insurance providers.

Equipment provided

We supply all of the kit required to screen an indoor or outdoor cinema night. This includes:

The appropriate sized screen, a min of 7000 Lumens projector, and sound system.

For outdoor events, we can still show the film in light rain. However, the wind cannot be above 20 knots or it becomes a health and safety risk. We will monitor the wind speed at the time of set-up and throughout the screening.

Event and location requirements

Location requirements differ depending on the size of the screen and if we are front or rear projecting. This will be discussed with you prior to the booking confirmation.  For outdoor events, we base our quotes on a grass set up on the assumption that we can spike into the ground for the screen guy ropes. If your site is not on grass, you will need to arrange for weights or vehicles to help anchor the screen.

The film can start approximately 15 minutes after dusk but the darker it is, the better the quality.

Power – we need a minimum of 3 x domestic 13 amp sockets on separate circuits giving a total of 33 amp supply. If this is not possible, we can provide an ultra silent generator that powers our whole set up at an additional cost.

Firefly Events

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