Booking & Payments

A clear guide to securing your booking and knowing what happens next.

Once you’ve found the pieces you’d like for your event, the booking process is straightforward.

We’ll prepare a personalised quote based on your event date, location and selected hire items. You’ll have a chance to review everything before deciding whether you’d like to proceed.

The most important thing to remember is that receiving a quote does not reserve the items for your event. Your booking is only secured once the required deposit has been paid.

From wishlist to confirmed booking

1. Submit your wishlist

Start by adding the items you’re interested in to your Wishlist and sending us your event details.

Your quantities don’t need to be completely final at this stage. If you’re still waiting on guest numbers, we generally recommend allowing for the maximum quantity you reasonably expect to need.

It is much easier to reduce quantities later than to add extra items if they have since been booked for another event.

2. Review your quote

We’ll send you a quote showing the hire items requested along with the relevant charges for your booking.

Take a little time to check:

• your event date
• delivery or collection arrangements
• hire items
• quantities
• pricing
• any additional services or charges shown

If something doesn’t look right or you would like to make changes, just let us know.

3. Pay your deposit

To confirm your booking, a 30% deposit is required.

Until that deposit has been received, the products on your quote remain available for other customers to book.

This means another customer may secure the same items for the same date while your quote is still unpaid.

If there are particular pieces that are important to your event, we recommend confirming your booking as soon as you’re comfortable proceeding.

Good to know: A quote is not a reservation. Your hire items are only secured once your required deposit has been paid and the booking has been confirmed.

How can I pay?

Payments can be made by:

• Direct deposit
• Secure online payment link through our payment provider

Your quote, invoice or payment email will include the relevant payment details or secure payment link.

If you choose to pay by direct deposit, please use your booking number as the payment reference so we can correctly match the payment to your booking.

For online payments, simply follow the secure payment link included with your quote or balance reminder.

Your remaining balance

The remaining balance for your booking is due 14 days before your event.

Before that date, we’ll send you a follow-up email confirming the final balance due along with a new secure payment link for the remaining amount.

This is a good opportunity to check that your booking details are correct and that any final permitted changes have been made before the order is prepared for your event.

If your booking is made within 14 days of your event, the full amount may be required at the time of booking.

Making changes to your booking

We know that event plans can change.

Guest numbers may move, your venue layout might change, or you may decide you need a few extra pieces as everything comes together.

Changes can generally be made up until 14 days before your event, subject to availability and our booking terms.

Where possible, we recommend booking your higher expected quantities initially and reducing them later if needed.

Adding products closer to the event can be more difficult because stock may already be allocated to another booking.

Adding items

You’re welcome to ask about adding products to an existing booking.

We’ll check availability for your event date and update your booking if the additional items are available.

Removing items

If your guest numbers reduce or your plans change, let us know before the final changes cutoff and we can update the booking in accordance with the applicable booking terms.

What about the deposit if my booking changes?

Your deposit forms part of the total amount payable for your booking — it is not an additional fee on top of your hire total.

If the value of your booking changes before the finalisation date, your remaining balance will be updated accordingly, subject to our booking terms and any applicable cancellation or change conditions.

For full details regarding cancellations, reductions and other booking changes, please refer to our Terms & Conditions.

Damage waiver

A 7.5% Damage Waiver applies to hire bookings.

This helps cover accidental damage to hire items during the normal course of your event, subject to the conditions of the waiver.

It does not remove the hirer’s responsibility to look after the equipment and does not cover every type of loss or damage.

Full details are available in our Terms & Conditions.

No minimum hire amount

There is no minimum hire amount with Swans Lane.

Whether you need a few chairs, a single table, some lighting or furniture for an entire wedding, you’re welcome to request a quote.

You only need to hire what actually suits your event.

A typical booking timeline

When you’re ready: Submit your wishlist.

After reviewing your quote: Pay the required 30% deposit to secure your booking.

Leading up to your event: Fine-tune quantities and make any permitted changes.

Before the 14-day mark: We’ll send you a follow-up email with your final balance and a new secure payment link.

14 days before your event: Your remaining balance is due and your order should be finalised.

Event week: We confirm the final delivery or collection arrangements and prepare your hire items.

A few things worth remembering

Your quote does not hold stock. Availability continues to change until your deposit has been paid.

Book enough rather than too little. It’s generally easier to remove items later than find additional stock close to your event.

Keep an eye on the 14-day mark. This is when your remaining balance is due and your order should be finalised.

Use your booking number for direct deposits. This helps us correctly match your payment to your booking.

Ask if you’re unsure. If something about your quote, payment schedule or booking doesn’t make sense, get in touch. We would much rather clarify it early than have you wondering what happens next.

Booking event hire should feel simple. Once your deposit is paid and your booking is secured, you can keep planning knowing the important pieces have been set aside for your event.