Legal & Compliance
Conditions & Terms of Hire
The conditions that apply when hiring coldrooms, trailers, and related rental equipment from Wessex.
Reviewed: 08/02/2026 GJT
0 Conditions & Terms of Hire
For the purposes of the ‘Terms of Hire’ the person hiring the coldroom shall be referred to as the Hirer. All rental equipment is wholly owned by Wessex Event Hire Ltd and Wessex Pop-up Coldrooms Ltd, who will be referred to as the Owner
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1 Payment
1. Payment of the hire charge must be made at the time of booking to confirm the rental, or within the stated payment terms on the invoice. Ownership of the hired equipment remains with the Owner at all times. If, during a rental where interim payment is required and not made within the agreed-upon payment terms, the rental equipment will be recovered without delay.
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2 Cancellation
2. Cancellation: The Hirer reserves the right to cancel the rental with a refund payable, less a 10% fee, up until the third week prior to the equipment delivery. At this point, a discretionary credit note will be issued for another comparable rental to be used within 13 months.
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3 Temperature Checks
3. Each trailer / coldroom has a digital thermostat. These must be checked regularly to ensure that the contents are kept at the correct temperature. It is the Hirer’s responsibility to ensure the room is set at the desired temperature and that the machine maintains the set temperature, and report concerns to the Owner immediately.
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4 Faults and Troubleshooting
4. If there is a suspected fault with the equipment please report this to the Owner immediately, and if practical, follow the troubleshooting steps available here https://refrigerationhire.co.uk/services/cold-rooms/walk-in-freezer-user-guide/. Note that an engineer callout fee may apply if the user is at fault.
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5 Consequential Losses
5. The Owner cannot be held liable for any consequential losses arising out of the use of the coldroom during the hire period.
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6 Food and Perishable Drink
6. Under no circumstances is the Owner responsible for any side effects or illness passed on by food or perishable drink given to a third party by the Hirer.
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7 Accidents and Thefts
7. Accidents and thefts must be reported by the Hirer to the police and to the Owner within 8 working hours of any incident. The Hirer will report the incident with a crime reference number for thefts or an accident report number.
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8 Injury and Indemnity
8. During the hire period, the Hirer will be liable for any injuries caused to the Hirer, their agents, or any third parties arising out of the use of the trailer. The Hirer shall completely indemnify the Owner in respect of all claims by any person for injury to person or property caused by or in connection with, or arising out of the use of the coldroom.
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9 Cleaning
9. During the hire period, normal levels of dirt are expected. However, if the trailer or coldroom is subject to unusual levels of dirt, the Owner asks the Hirer to clean (and disinfect as required) the trailer prior to return. Cleaning charges will be at the discretion of the Owner.
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10 Maximum Hire Period
10. The maximum hire period for trailer rentals is 2 months, at which time the trailer will be booked for collection.
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11 UK Mainland
11. Any rental trailer must not leave the UK mainland without the written authority of the Owner.
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12 Insurance
12. It is the Hirer’s responsibility to provide insurance cover for theft, loss, or damage to the trailer and any hired accessories such as (but not limited to) cables, shelving or generators or to take out additional insurance to cover the unit for the whole duration of the hire for damage, if the risk is perceived to be high.
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13 Damage and Repairs
13. Costs for repair of damage, such as panel damage, floor scratches that reveal the plywood beneath the resin coating, broken door handles or lights etc, will be invoiced.
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14 Repair and Replacement Costs
14. The Hirer agrees to pay the Owner repair/replacement costs up to the full value of the trailer and/or accessories, components within 14 days from the date of return. For each day after this, the Owner has the right to charge the Hirer a full days hire charge for each day until the value of the trailer is paid in full.
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15 Return of Contents and Accessories
15. Before return, please remove all contents and ensure that the power cable (£110), power adapter (£30) and keys (£10) are returned to avoid a replacement charge.
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