When Plans Change

Because event plans rarely stay exactly the same from start to finish.

Guest numbers move, venues change, weather turns, timelines shift, and sometimes you simply change your mind.

That’s normal.

We know that planning an event can involve a lot of moving parts, so we try to make changes as straightforward as possible while still protecting the availability of the items you’ve booked.

The earlier you let us know something has changed, the more options we’re likely to have.

Guest numbers have changed

One of the most common changes we see is guest numbers increasing or decreasing.

If your final numbers are still uncertain when you first book, we generally recommend allowing for the maximum quantity you reasonably expect to need.

It is usually much easier to reduce quantities later than to add extra chairs, tables, stools or other items close to the event if they have already been booked by someone else.

If your numbers change, let us know as soon as possible and we can update the booking in line with our terms and availability.

You need to add more items

If you decide you need extra furniture, lighting, umbrellas, games or other hire items, get in touch and we’ll check availability for your event date.

Where stock is available, we can add those items to your booking.

The closer it gets to your event, the less flexibility there may be, particularly for popular products or busy dates.

That’s why we recommend adding anything important as soon as you know you may need it.

You need to remove items

If your guest numbers reduce or your plans become simpler, let us know before the final changes cutoff.

We can update your booking in accordance with the applicable terms.

This is another reason we suggest booking the higher end of your expected quantities at the beginning — reducing quantities is generally easier than trying to find extra stock later.

Your venue has changed

Changing venues can affect more than just the delivery address.

A new venue may have different:

• access requirements
• delivery times
• loading restrictions
• stairs or lifts
• setup windows
• collection times
• surface conditions
• space limitations

If your venue changes, send us the new details as early as possible so we can review whether the existing delivery arrangements and hire items still work.

Sometimes a different venue may also mean adjusting the quantity, size or type of furniture you need.

Your event date has changed

If your event date changes, contact us as soon as possible.

We’ll check whether the items in your existing booking are available on the new date.

Availability cannot always be transferred automatically, particularly if the new date is already busy or some of the products have been booked by another customer.

Any date change will also remain subject to the applicable booking terms.

The weather has other ideas

Outdoor events can be beautiful, but weather can change quickly.

If rain, wind or extreme conditions are forecast, you may need to adjust your setup or move parts of the event under cover.

Where possible, think about a wet-weather or backup plan before the event.

This might include:

• moving furniture indoors or under cover
• closing umbrellas in strong winds
• protecting lounges, rugs and soft furnishings
• adjusting outdoor lighting
• changing the location of ceremony furniture
• reconsidering outdoor entertainment or games

If you are unsure whether one of our hire items is suitable for the expected conditions, contact us before making changes.

Your timeline has changed

Sometimes the event itself stays the same, but the timing moves.

If your venue access time, setup window, delivery time or collection requirements change, please let us know as early as possible.

Our delivery schedule is planned around multiple events, so changes requested at the last minute may not always be possible.

We’ll always do our best to help where we can.

Your delivery requirements have changed

Please tell us if anything changes that could affect access to the venue or property.

This can include:

• a different delivery address
• new gate access
• changed loading dock arrangements
• lift bookings
• restricted delivery times
• longer carrying distances
• additional stairs
• parking restrictions

These details can affect the time and labour required for your delivery, so the earlier we know about them, the easier it is to plan properly.

Changes within 14 days of your event

The final 14 days before your event are when your booking should be settled and ready for preparation.

Changes requested inside this period may not always be possible and can be affected by stock availability, staffing, delivery schedules and preparation already underway.

If something genuinely unexpected happens, still contact us.

We may be able to help, but we can’t guarantee changes once the finalisation period has passed.

What happens to my balance if the booking changes?

If approved changes are made before the finalisation cutoff, your booking total and remaining balance will be updated where applicable.

If your balance has already been paid and a change is requested afterwards, contact us so we can review the booking and applicable terms.

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

If something changes at the last minute

Sometimes things happen that nobody could have planned for.

A venue may suddenly change access times, bad weather may force an outdoor event inside, or guest numbers may move unexpectedly.

If that happens, contact us rather than trying to work around the issue without checking first.

There may be a simple solution we can suggest.

The sooner we know what has changed, the better chance we have of helping.

A few things worth remembering

Tell us early. The earlier we know about a change, the more flexibility we are likely to have.

Book for your realistic maximum where possible. It is generally easier to reduce quantities later than add stock that may no longer be available.

A change in venue can affect more than the address. Access, delivery timing and the suitability of your existing hire items may all need to be reviewed.

Have a weather backup plan. Especially for outdoor furniture, ceremony setups and soft furnishings.

The 14-day mark matters. Your booking should be finalised by this point wherever possible.

If you’re unsure, ask. A quick message or phone call can often prevent a small change becoming a bigger problem.

Plans changing doesn’t have to make event hire difficult. Keep us updated, give us as much notice as you can, and we’ll work through the options with you.