The Nitty Gritty.

Yay, we’re so excited to work together! Please review our terms and conditions below. By paying a deposit for our napkins, this is treated as your acceptance of these terms and conditions. Please review them carefully and let us know if you have any questions before booking.

Last updated 18 April 2024

Definitions:

• “You” refers to any client, individual, person, firm or corporation hiring or appoints services from www.poppylinenhire.co.nz.

• “We”, “Us”, “Our” is ESSESSGEE Limited (trading as Poppy Linen Hire) and its employees and agents.

• “Hired Goods”, “Goods”, “Services” are the items and work supplied by us.

• “Hire period” is the start date and time through to the end date and time that the goods are made available to you as arranged.

• “Hire fee” is the payment required for renting our goods for the indicated hire period.

• “Standard laundering” is our usual one-time cleaning cycle after each hire period.

• “Spot cleaning” is an additional cleaning process with specialised cleaning agents to attempt to lift stains (this cost will be charged to you).

We reserve the right to update our terms and conditions, and pricing at any time.

Acknowledgement:

You or representatives on your behalf who take possession of our goods are deemed to have read and understood our Terms and Conditions. Once items are released to you or your representatives, the goods are your responsibility until we receive them back in our hands where we inspect for damages, loss, theft, stained items, ruined items.

Samples:

Linen swatch card samples are available for $3 each plus courier shipping fees. Email us to order. Please note your swatch set may slightly vary in colour and conditions due to the use and laundered nature of hired items.

Hire Period:

Each booking has one hire period (1-4 days depending on availability, mid-week hire is shorter based on availability) as outlined on your quote/invoice. Any additional hire periods must be arranged in writing before the hire period begins, and are subject to availability plus a daily hire rate.

LATE FEES: are charged from the first 15 mins past the hire period, and are billed at $125+ GST per 24 hour period. If late goods are not returned within the first 48 hours, the full replacement value of the goods will be charged to the card, plus the late fees.

Hired Goods:

The goods will remain as our property even in your possession, and you cannot charge, sell, exchange, pledge or part possession with the items. You may use the goods only for its intended purpose, and cannot attempt to alter, repair or modify the hired goods. In the unlikely event that we need to repossess the hired goods, we may due so without notice or compensation, and we or our representatives may enter your premises/event to collect our goods.

Quality of Hired Goods/Inspection of Hire Goods:

QUALITY: Our linens are carefully inspected by us during the laundering and pressing process, and again during the packing of your goods for your hire period to ensure they are clean, pressed, and suitable for hire. While we laundry and press the goods, they are not wrinkle-free or free of imperfections by nature of the linen fabric and hired use. They are stored flat, ready for you to fold, packaged in a container with a laundry bag (we can pre-fold napkins for .50 each + GST). All items must be returned by the end of your hire period.

INSPECTION: Please inspect your hired goods as soon as possible to check over the count and notify us prior to your event if there is any existing damage or missing items of concern. Should we find the items damaged or faulty (we may request photos at the time you notify us), we will do our best to provide a replacement item. If a replacement is unavailable, a substitute item suitable for your event will be supplied, however, if we are unable to do so or unable to have the goods redelivered in time for the actual event time they will be used, you will be refunded the hire fee per item that we were notified about and deemed damaged/faulty by us. We are unable to assist or provide a refund if you do not notify us prior to the event. We do not refund items that were suitably used for your event.

Booking & Final Quantity:

BOOKING: To secure your hire date, a non-refundable 25% deposit is due.

FINAL BALANCE: The balance is due 30 days before your hire period and charged to your card on file. If booking within 30 days of your hire date, full payment is required upfront.

FINAL QUANTITY: We recommend booking your best estimate for your quantity so we can check availability for your hire period. Final quantity is due 31 days in advance of your hire period - we will be in touch the week of this due date to confirm your final quantity, but if we don’t hear from you by the due date to confirm the quantity, you will be billed for the quantity on your deposit invoice.

Payment & Bond Payment

Final payment is payable by credit card with autopay. The final payment is automatically charged to your credit card on file 30 days before your hire date.

LATE/NON PAYMENT: If full payment is not received by the indicated payment date (including if the card on file is declined for whatever reason) your order may be cancelled. Please note your deposit is non-refundable. In the event of a declined card payment, we will contact you for a new card to complete your booking. This must be processed within 24 hours of the declined payment, otherwise your order will be cancelled. Cancellation fees apply.

RELEASE OF GOODS: Our goods are released for the hire period only when payment and bond has been received in full.

SET-UP: Set-up of our goods is not included in your hire period unless arranged with us in advance in writing and paid for on your invoice. Set-up fees are paid at an hourly rate of $65/hr + GST plus delivery and travel costs - this must be paid for in full with your final balance.

BOND PAYMENT: A refundable bond payment (bond amount varies based on quantity on goods hired) will be required at the same time of final payment and will be held by us. The bond is refunded in full only if all hired goods are returned in good order and working condition free of damages or irreparable stains by the end of the hire period. If the hired goods require additional spot cleaning, items are damaged or lost, or not returned on time, an itemised invoice will be provided and the late fees, additional cleaning fees, replacement fees or other fees included in restoring or replacing the hired goods will be deducted from the bond. In the event that the fees exceed the bond amount, the balance will be charged to the card on file. Poppy Linen Hire has sole discretion to refund the bond.

Pick up, Return, Delivery:

You are responsible for having someone available to take delivery items on the pick up/delivery date and delivery time window. For venue deliveries, you are responsible for providing correct and accurate delivery information in writing to us at least 14 days prior to delivery, and arranging details with the venue. For return, our goods must be packed and separated by linen colour in the laundry bag(s) provided (along with our container) and ready for our possession at the pre-arranged time and place agreed to prior to the hire period. If the linen is not separated by colour, an additional $125 will be billed.

We do not ship/courier or accept shipped/courier return of our goods.

**If you require our goods outside of the hire period or need to arrange after hours pick up/return - please contact us in advance of your hire period for availability and fees.**

• RELEASE OF GOODS: Our goods are released for the hire period only when payment has been received in full.

• PICK UP ON FRIDAY including public holidays: From our location in Island Bay, Wellington at a scheduled time. Our office hours for pick ups are Friday 8am-2pm, but you need to schedule your visit with us first. Our full address will be provided once your order is paid for in full.

• RETURN ON MONDAY including on public holidays: Items are due back, handed over to us, at the same address in Island Bay, Wellington on the following Monday between 8am-6pm.

• DELIVERY: We deliver to venues only within the Wellington Region on Friday mornings. Venues located within the CBD are no charge, otherwise additional delivery fees apply (fee is based on distance).

Cancellation Fees:

Your booking secures your hire period, which means we make our goods available in good faith while turning other bookings away. If you need to cancel your hire period, please let us know immediately in writing to hello@poppylinenhire.co.nz. Bookings cancelled:

• 31 or more days before your hire period, no additional fee charged (deposit is non-refundable).

• 21-30 days before your hire period, 50% of the final balance is charged (deposit is non-refundable).

• Less than 21 days before your hire period, the full final balance is charged (deposit is non-refundable).

COVID-19: As a local business in the Wellington region, we understand the pandemic may impact your event. Should the New Zealand government mandate a lockdown in the Wellington region that impacts your event date, a credit note will be provided for the amount of payment received, valid for 365 days from the date the lockdown is lifted, with our goods subject to availability during this timeframe.

If your event date takes place during a New Zealand government issued announcement that mandates the maximum number of guests at events in the Wellington region and applies to your venue, we will reduce the order quantity and refund the removed quantity only if the quantity booked was more than the maximum number of guests mandated - otherwise no changes will be applied.

If the New Zealand government issues a lockdown or announcement occurs outside of Wellington, we are unable to apply this to your order.

If you decide to postpone your event/hire period, please note cancellation fees still apply - see our postponement policy below.

Postponement Policy:

Please contact us immediately in writing to hello@poppylinenhire.co.nz if you need to postpone your hire period, and we will advise on availability (our availability is not guaranteed). Postponements are only considered before the cancellation period, otherwise the cancellation fees apply. The new date must be within 12 months of the original hire period. Any requests for dates beyond this timeframe are considered a new order and additional fees will apply. While we endeavour to accommodate a postponement, if a new date cannot be arranged, the order will be cancelled. Any refunds or credit notes are at our discretion.

Damages, loss, theft, stained items, ruined items:

You are responsible for the full replacement cost of our goods for any damage, loss, theft, stained/ruined items occurring during the hire period (this includes but not limited to food stains, mold, wax residue, sun bleaching, fire/burn damage, non-removeable stains, irreparable damages).

WET GOODS: Any wet goods must be air dried before placing in our laundry bag to avoid mold growth. Avoid leaving our goods in direct sunlight as the sun may bleach the items.

Please do not attempt to wash the goods as some cleaning agents/processes will damage the goods. We ask that you notify us of any known issues with our goods so we can address these immediately upon return, otherwise, once we inspect the items we will contact you regarding any damages, loss, theft, stained, ruined items. After our standard cleaning, should spot cleaning be required, this fee will be charged to you.

REPLACEMENT FEE: We will make every attempt to launder stained items, however if the item is stained/ruined beyond repair, or is missing, you will be billed $35+ GST per piece to replace the item plus any other charges including GST or other expenses paid or payable by us. All charges will be documented for clarification.

Inability to supply goods or services:

We make our goods available in good faith, however we reserve the right to substitute items to relevant alternatives where necessary. In the unlikely event that we are unable to provide our goods or services and must cancel your order, we or a nominated representative will provide written notice to you as soon as possible, along with a full refund of your order.

Liability:

OUR LIABILITY: We are not liable for any delays, accidents, or loss or damage of any kind either directly, indirectly or consequently due to the failure of the hired goods. Any imposed liability shall be limited to the amount of resupplying the goods. We are not liable whatsoever in respect of third party and similar risks for personal injury or for consequential damage or loss.

YOUR LIABILITY: You are liable for damages suffered by us as a result of breach of, or non-compliance to any of these terms and conditions.