Bookings

After submitting a rental inquiry, you will receive a quotation from either our Online Rental Shop or by e-mail. To complete your booking, please confirm the quotation. Confirming is easily done by clicking the digital link “Sign this document in a digital way” at the bottom of the first page of the quotation. This will lead you to our online environment where you can digitally enter your signature.

Don’t know what to hire?

Not to worry! Our experienced team would be happy to help you prepare for your event. For advice please contact us via phone or e-mail  (+31(0)85 30 34 288, info@hwc-er.nl).

Transport

Options for delivery and pick up of hired equipment are available for an additional fee. You can already use our transport service at orders from €125,- Excl. VAT. Transport rates are calculated based on delivery during our office hours (09:00 – 17:00h). For delivery and/or pick up outside office hours a surcharge will apply. Delivery and/or pick up appointments outside of office hours need to be made beforehand with one of our office employees.

All HWC equipment and material will be delivered in crates, flight cases and transport covers. These items will remain at the delivery address until the full order is picked up by our transport service. At the time of pick up, all materials need to be in the same order and the same location as the delivery.

Equipment and material will be delivered behind the first door at ground floor level if accessible via street level (no steps or other obstacles). The loading zone and drop-off spot need to have a hard surface (tarmac, tiles or sheets). This also applies to the delivery route.

The distance between the loading bay (our vehicle) and the delivery and/or pick up location cannot exceed 25 meters. In the event that the equipment and material isn’t ready at the time of pick up, or if the venue is closed upon arrival, we will arrange a new appointment with you. Extra charges for transport and material hire apply. Parking costs, if needed, will be invoiced afterwards.

Delivery or pick up will occur between 09:00 – 17:00h with the possibility of delays. You can check one working day before for a time-indication of your delivery/pick up. This time indication is subject to change. Exceedance of this time does not give the client any right towards compensation, suspension or cancellation of the agreement.

Setup & Dismantle service

If you hired equipment over €200,- Excl. VAT and booked transport, we offer the service of setup and dismantle as well! This service is against a surcharge that depends on the quantity of material of your order. We will make an estimate for you regarding the amount of setup and dismantle hours. In the event of delays we will have to charge you with the extra hours. Please note that setup & dismantle costs are calculated based on setup and dismantle during office hours. Outside office hours a surcharge applies.

Our shopping basket will pre-calculate the setup and dismantle costs if you select transport and setup & dismantle.

Show Crew

Show operating crew are available for hire. Prices for show operating crew are tailored to your project. Please contact us for more information. Show crew exclusively operates equipment rented at HWC Events & Rental.

Icon explanation

On the right side of our productpages you will find icons telling you more about the ease of use and transport dimensions of this product. Please find the explanation of these icons below.

Ease of use

This product is plug & play. Setting up, connecting or using the product is possible without any further knowledge or experience.

For the use of this product, you will need to be tech-savy.

This product is only suitable for the AV professional. For the use of this product you will need specific technical experience and knowledge.

Transport recommendation

This products fits in a regular car. If needed the rear seats need to be folded down.

For this product you will need a little van with a minimum load length of 2 meters.

This is a large or heavy product. A box-van or truck with tail-lift is needed.

Payment procedure

After confirming the quotation, you will receive a digital invoice to your e-mail. The invoice can be paid either by bank transfer or with one of our online payment methods such as: iDeal, Paypal, Creditcard, Sofort Banking, or Mister Cash. By clicking the payment link on the first page of your invoice you will be forwarded to our online payment environment. To guarantee delivery, payments are required in full at least one day prior to the first hire date.

Please note that after a signed, confirmed quotation is received by HWC, your reservation is still subject to the receipt of the necessary payment according to the above payment procedure.

Insurance

HWC Events & Rental requires evidence, and is allowed to tacitly assume, that the client’s insurance fully covers the equipment referred to in the provided quotation (and any subsequently agreed additions thereto) for its replacement cost new. The client is aware of the fact that he / she is responsible for damages or loss of any equipment during transport, setup, show and de-rig, unless there is gross negligence on the part of HWC Events & Rental.

If you do not have insurance to cover your event, there are many organisations that can assist you with one off insurance policies. We recommend checking with your own insurance company for the conditions of an events insurance. When requesting insurance, please let us know before you contact external companies and we can give you a total insurable cost for equipment and services.

Privacy Statement (GDPR)

HWC Events & Rental, based in Amsterdam, is responsible for processing personal data as clarified in this privacy statement. For specific inquiries and/or comments relating to this issue, please contact us via email at info@hwc-er.nl.

Personal data
HWC Events & Rental only process the personal data which are necessary in order to provide you with our products/services and/or if the client provides them to us themselves. Below is an overview of the personal data that we process:

• First and last name
• Adress details
• Telephone number(s)
• Email address(es)
• Bank account number(s)
• VAT number(s)
• CoC Details

Special and/or sensitive personal data
Our website and/or services do not aim to collect data from website visitors. In order for the client to make use of our services, we must have access to certain essential details which allow us to complete our assignment. These details will be used exclusively for production and will be provided by the client via the estimate or contact form on our website, using email.

We do not ask for a birth date. We can, thus, not see whether details of people under the age of 16 are being shared with us. We advise parents to be involved with the online activities of their children in order to prevent details of children being collected without parental consent.

Our aim when processing personal data
HWC Events & Rental processes your personal data for the following reasons:

• In order to contact you regarding essential information relating to products/services
• The actual performance of our services
• The settlement of payments
• Tax declarations

We will not use your details for advertising purposes and we will not send newsletters.

Automated decision-making
No decisions regarding matters which could have (obvious) consequences for clients will be made by the automated processing on our website. Automated processes are made by computer programmes or systems without human (e.g. an employee) intervention. HWC Events & Rental uses the following computer programmes or systems:

• Rentman: Rental Software
• Trans IP: Web hosting
• Exact: Accounting software

Personal data retention period
HWC Events & Rental will not keep your personal data for any longer than necessary in order to complete the assignment for which the data was collected. We adhere to the statutory fiscal retention period of 7 years.

Third party sharing of personal data
HWC Events & Rental will not sell your details to third parties and will only share them when necessary for the completion of a contract or when needed to adhere to a statutory requirement. The companies that process your details on our behalf will receive a processors contract in order to ensure the same level of security and trust regarding your details in all facets of the assignment.

Cookies
Our website only uses technical, functional, and analytical cookies which will not infringe on your privacy. A cookie is a small text file which is saved on your computer upon the initial visit to our website using your computer, tablet, or smartphone. The use of cookies is necessary for the technical operations of our website as well as for optimum user friendliness. The cookies ensure that the website works properly and that it remembers your preferences. This allows us to optimise the functionality of our website. You can disable cookies using the preferences menu of your internet browser. You can also delete all saved information using the settings menu of your browser.

Viewing details, editing or deleting
You have the right to view, correct, and/or delete your personal data. You also have the right to retract your initial permission regarding the processing of your details as well as the right to formally object to the processing of your personal details by HWC Events & Rental.

You have the right to data portability. You can submit a request to have your personal details sent as an e-file to you or another organisation (chosen by you). You can send in a request for inspection, correction, removal, or data porting of your personal details or a retraction of your permission/objection to the processing of your personal details to us  at info@hwc-er.nlTo be certain that the request for inspection has been sent by you, we request that you send a copy of your ID along with your request. Please black out the MRZ (machine readable zone, the series of numbers at the bottom of your passport), passport number, and BSN (burgerservicenummer) in the copy you send. This is for the protection of your privacy. We would like to inform you that you can file complaints at the national supervisor, the Authority of Personal Data.

Protection of personal data
HWC Events & Rental takes the protection of your personal data very seriously and takes measures to prevent abuse, loss, unauthorised access, undesired publication, and unwanted changes to your details. If you are under the impression that your details are not well protected or that there are signs of misuse, please contact us via info@hwc-er.nl

Terms & Conditions

All quotations and offers are subject to HWC Events & Rental’s Terms & Conditions of Business as stated on our website or available on request. Dutch law applies to these Terms & Conditions.

Find our Terms & Conditions at this page.

Discount

At HWC Events & Rental, we believe in sustainable relationships with our customers and business-to-business partners. Therefore, we maintain a transparent discount policy that can count up to 20% on all material. To apply for any discount, please make sure to comply to the following conditions:

• A rental history at HWC Events & Rental with a minimum of 3 times over a 3 month period with a sum no less than €350,- Excl. VAT (hired equipment only. Does not apply to crew, transport or consumables).
• Clean payment record at HWC Events & Rental with no history of payments that exceeded the payment period.
• No history of damage on hired equipment at HWC Events & Rental.

Any discounts quoted will be forfeited if payment of any invoice is received later than the due date.

Weekend Rental

Do you like to rent material for a weekend-day? No problem! Weekend rentals can be picked up at our rental locations or delivered to your venue on Friday and be returned or picked up at your location on Monday. In the weekend our rental locations are closed. You only pay for your day of use. So you won’t pay extra for the fact that we are closed in the weekend.

Multi-day hire

Our multiple day discount will be automatically calculated by our shopping cart in our Rental Shop. The discount policy for long term rentals applied is as follows: