Thespis Theatrical Costumiers Ltd

TERMS AND CONDITIONS

TERMS AND CONDITIONS

1.         ORDERS
2.         COSTUME PLOT
3.         HIRE PERIOD & QUOTES
4.         RESERVATION & SECURITY DEPOSIT
5.         FINAL PAYMENT
6.         CANCELLATION
7.         LATE RETURN FEES
8.         INSURANCE, LIABILITY AND LOSS OF GOODS
9.         PROCEDURES
10.       CARRIAGE/COURIER
11.        DELIVERIES/COLLECTIONS
12.       DELIVERY OPTIONS
13.       MISSED DELIVERIES & COLLECTIONS
14.       RETURNS
15.       ALLERGIES, INJURY & DEATH
16.       RESPONSIBILITY
17.       FORCE MAJEURE
18.       PRODUCTION PHOTOGRAPHY
19.       MEDIA ACCREDITATION

RELATING TO COSTUMES
1.         COSTUME FIT
2.         MEASUREMENT FORMS
3.         ALTERATIONS
4.         DAMAGES
5.         PERSONAL HYGIENE & MAKE-UP
6.         STEAMING, PRESSING & WASHING
7.         FOOTWEAR
8.         HANGERS & LABELS
9.         BARCODES
10.       CONSULTATIONS & ON-SITE VISITS
11.        CUSTOM DESIGN & MADE-TO-HIRE SERVICES
12.       MAGNETS
13.       FIRE-PROOFING
14.       ARMOURY PRODUCTS & REPLICA GUNS

1.         ORDERS

a.         Are accepted by "Thespis Theatrical Costumiers Ltd" (referred to as ‘Thespis.’ hereafter) on the specific understanding that customers (referred to as the ‘Hiring Party’ hereafter) accept these terms and conditions by placing any order to hire on the form at the bottom of this agreement. The “Hiring Party”, operating as either a representative of their organisation or as the sole individual responsible, will be held personally responsible for possession of any and all costumes once they have been delivered by Thespis.
b.         This liability extends to any period the costumes are in transit between the Thespis premises and the designated delivery location if no insurance is in place for any transit agreement agreed between the “Hiring Party” and Thespis. Thespis also reserves the right to refuse to enter into any hire agreement without further explanation or query.

2.         THE COSTUME PLOT

a.         Is a generic plot based upon the indicated size and scale of a production within the predetermined parameters of the authored show, and therefore is for use as a guide for prospective clients. Understandably the costume plot may change in size and scale, subject to Thespis’ availability, and or the size and build of the individual actors and performers in question.
b.         If MORE costumes are required than is stated within the aforementioned costume plot this MUST be addressed at the time of the order and no later.
Please note: a request for an amended increase to the costume plot made AFTER the order of the costumes may only be made within TWO WEEKS, and it is entirely at the discretion of the Thespis team as to whether they fulfil said request or not. ALL amended increases will result in charges being fairly applied which factor in, but do not limit themselves to: time, cost of labour, cost of material, cost of delivery.
c.         A ‘costume’ is as any and all article(s) of clothing purchased for hire by the “Hiring Party”, comprising of the clothing for a character within the agreed upon show, play, event and or other form of entertainment including any agreed upon accessory(s), between the “Hiring Party” and Thespis.
d.         Thespis must be notified WITHIN 72 HOURS OF DELIVERY, of any missing, damaged, and or non-fitting costume(s) or accessory(s) unless agreed otherwise.
i.          After this period charges will be applied and determined fairly at Thespis’ discretion based on factors relating to but not limited to: time, distance, cost of labour.
e.         All costumes remain in the ownership of Thespis.

3.         HIRE PERIOD & QUOTES

The agreed upon length of time, factoring in any and all transportation time, that the “Hiring Party” is in possession of the goods.

a.         The quoted price will only be held at the given price for ONE MONTH. Owing to the number of booking slots we hold open per month, the time-frame and feasibility determined by the scale of the production, and the popularity of the particular show in question, Thespis cannot guarantee the same price to be quoted if the decision to agree the contract is made AFTER one month.

All quotations and estimates are typically based on a 10 day hire period. If the “Hiring Party” needs longer than 10 days i.e. to allow time for fittings, or a longer run, then this can of course be discussed with Thespis before the agreement of the hire.
c.         At the time of booking, ALL DATES AND TIMES FOR DELIVERY AND RETURNS MUST BE AGREED.
d.         If the “Hiring Party” determines LESS costumes are needed than the number originally agreed upon, i.e. unforeseen circumstances (sickness, drop-outs during rehearsal, directorial or production decisions) it is the responsibility of the “Hiring Party” to inform Thespis should they wish to negotiate a reduced fee.

Please note: This (d) may only be done UP TO TWO WEEKS AFTER THE SIGNING OF THE CONTRACT.

AFTER TWO WEEKS: Thespis will still reduce the fee, but only 80% of the cost of said costumes will be reimbursed, this is to cover time, labour, and cost of materials already put towards the construction of a show.

e.         It is the responsibility of the “Hiring Party” to notify Thespis within 72 hours of delivery of any and all missing, damaged, and or non-fitting costumes and accessories, in order to accommodate and facilitate sufficient replacement.
f.          Notification beyond 72 hours may incur a charge for replacement.
g.         The last day of the hire runs until midnight of that day – collection or return may only take place outside of that period unless agreed during contract discussions, not after. Penalty fees may occur for late collection.

4.         RESERVATION & SECURITY DEPOSIT

The reservation deposit must be paid within 5 working days of receiving the invoice of the booking. The reservation deposit is non-refundable. The reservation deposit will make up 25% of the estimate/invoice for the full hire and will be deducted from the final hire invoice.
a.         A security deposit of £500 is also required and must be paid along with the reservation deposit within 5 working days of receiving the invoice of the booking. The security deposit IS refundable come the end of the hire and is paid back to the Hiring Party within 6-12 weeks, commencing from the end of hire. This is to allow Thespis adequate time to check for any damage(s) to costumes and that all items have been returned.
i.          The security deposit will be repaid by internet bank transfer (please ensure Thespis has up to date and accurate bank details for said transfer).
b.         If Thespis does not receive proof of payment of both the reservation and security deposit within 5 working days of booking, the booking may be voided.
i.          All payments must be made in sterling (£). Thespis no longer accepts payment made in other currency.
ii.         If payment is made by the Hiring Party using ‘PayPal’, the Hiring Party must pay any and all associative charges administered by ‘PayPal’.
iii.       Thespis no longer accept cheques as a method of payment.
c.         Work will not commence on a show until the contract and both deposits (reservation and security) have been received.
d.         Your show date / slot is not secured until the contract and both deposits (reservation and security) have been received.

5.         FINAL PAYMENT

a.         For shows hired on UK mainland: proof of payment of the outstanding and full amount of the hire must be received by Thespis no later than 72 hours prior to the date of delivery.
b.         For shows hired outside of the UK mainland, proof of payment must be received no later than 10 working days prior to the date of delivery, due ferry and Customs charges.
c.         All payments must be made in sterling (£). Thespis no longer accepts payment made in other currency.
i.          If payment is made by the Hiring Party using ‘PayPal’, the Hiring Party must pay any and all associative charges administered by ‘PayPal’.
ii.         Thespis no longer accept cheques as a method of payment.
d.         ALL payments MUST have cleared before costumes are dispatched. Failure to do so will result in the withholding of costumes until receipt of payment, and may see the contract terminated. This may also incur additional delivery fees.
e.         If, at Thespis discretion, payment is made after the agreed date, and the contract has not been terminated by Thespis, a late fee will be applied as follows:
i.          A late payment is deemed as being 7 days after the payment due date as set out on the invoice and is calculated using the calculation, Debt x interest rate x number of days late / 365.
ii.         The interest rate as set out in the act is 8% plus the current national reference rate. Administration charge of £50 may be applied.
iii.       Late payment of goods is governed by the ‘Late payment of commercial debts act 1998’.

6.         CANCELLATION

a.         In the unfortunate event of a cancellation and or termination of contract the reservation deposit will be retained by Thespis.
b.         If the cancellation or termination of the contract either by Thespis or the Hiring Party occurs LESS THAN SIX WEEKS PRIOR TO THE COMMENCEMENT OF THE HIRE PERIOD, the full cost of the hire will apply, including the reservation and security deposit, as well as the final payment of the show, and will under no circumstances be refunded.

7.         LATE RETURN FEES

a.         If any or all item(s) provided by Thespis to the Hiring Party for the hire period are not returned by the agreed upon return date and time, then a late fee and/or the cost of an additional hire may be applied.
b.         Thespis will charge 110% of hire cost for each additional week or part thereof, in addition to an administrative charge of £50.00 levied for each missed courier . Late returns have a serious impact on Thespis’ business and may hinder the construction of other shows.

INSURANCE, LIABILITY, AND LOSS OF GOODS
a.         It is the responsibility of the “Hiring Party” to ensure any and all appropriate insurance is properly provided for, for the full duration of the hire period.
b.         The “Hiring Party” is responsible for any and all costume items and or props and will properly indemnify Thespis for any and all loss or damage occurred to the goods provided throughout the duration of the hire period.
c.         The “Hiring Party” agrees to pay to Thespis all expenses, including legal costs, on a full indemnity basis incurred by the company while it ascertains the whereabouts of any and all lost or stolen goods, including the unlawful withholding and possession of the goods by the “Hiring Party” thereby breaching the terms of the conditions within this contract.
d.         The “Hiring Party” also therefore agrees to ensure that "Thespis" costumes are insured with the appropriate level of cover and with a company who is authorised and regulated by the Financial Services Authority, such as NODA Insurance. Hirers must ensure that their policy covers costume rental.
e.         Thespis will arrange inward and or outward carriage insurance if requested by either the “Hiring Party” or indeed a third party.
f.          The “Hiring Party” is therefore strongly advised to obtain suitable and sufficient insurance to cover the FULL replacement value of any such hired items, lost future hires including any and all delivery costs, VAT, and service fees incurred during the transaction.
g.         Thespis will always advise as to the full replacement value. However, owing to the unique and ‘one-of-a-kind’ nature of a select number of items, like-for-like replacements may be impossible. Therefore, it is at the discretion of Thespis to fairly calculate a price in order to find a suitable replacement.
h.         Thespis holds no responsibility for any loss of personal items or belongings left in costumes after return of hire.

Thespis reserves the right to request proof of insurance.

9.         PROCEDURES

a.         The “Hiring Party” must put in place procedures to ensure that costumes are well maintained, well cared for and will be treated with respect during their hire period.
b.         The “Hiring Party” shall keep the goods securely in their possession and control and MUST notify Thespis of any change in address, and must be able to, upon request from Thespis, promptly notify the where about of the goods if the need arises. Failure to do so could constitute a breach of contract and see the contract terminated.
c.         Costumes MUST be packed for return in the same way they were sent, so as to minimise delays to the returning of the deposit, and to ensure no damage occurs during transit. Therefore, any and all items pertaining to an individual’s costume bag must be kept together as a set, hung up with any and all hangers provided. Any items sent in boxes and or flight cases must also be returned within said boxes and or flight cases provided, along with any and all outer packaging, and kept together with their specific sets.
d.         Written declarations stating any and all damages will be provided to the “Hiring Party” in the event of any unfortunate damages. Photographs will also be provided to the “Hiring Party” in order to give further evidence to the extent of any damage sustained during the hire period.
e.         These will be submitted to the “Hiring Party” with the total subtracted from the security deposit.

If a dispute were to arise regarding damages, the decision as to the total replacement value and proper compensation remains with Thespis and will be final. Thespis proudly operates under a policy of integrity, and while costs are determined at Thespis’ discretion, we guarantee replacement costs will always be determined fairly and justly.
g.         Telephone enquiries DO NOT constitute orders until confirmed by our confirmation form, they are used solely to check the availability of the costumes, unless by special arrangement.
h.         Should the “Hiring Party” make any default in payment of any of the instalments of the rental, and or fails to observe any of the conditions stipulated in these terms and conditions, Thespis may, by notice in writing, inform the “Hiring Party” of breach of these conditions, and instruct them to notify Thespis by pre-paid post or email as to the last known address of the goods, whereupon the “Hiring Party” will arrange forfeit of the goods.
i.          Thespis reserves the right to re-possess the goods at any point they deem a serious breach in contract to have been made, and to that end, may without previous notice or indication, enter upon any premises in which the goods are believed to be situated, to retrieve their goods.

10.       CARRIAGE/COURIER

a.         These fees are fully chargeable to the “Hiring Party” and will be itemised separately on the estimate and final bill. Estimates can and will be provided to the “Hiring Party”.
b.         If the “Hiring Party” should wish to collect/deliver the hired items personally, then this must be arranged with Thespis in advance. A vehicle deemed suitable by Thespis will be needed to accommodate any and all flight cases, oversized boxes and clothing rails.
c.         It is not possible to specify a precise time at which a delivery will take place.
d.         Extra charges for morning deliveries are possible with some couriers.

11.        DELIVERIES / COLLECTIONS

Deliveries and collections conducted by our employees are only ever made either to the curb or to a sufficient loading bay.

e.         The “Hiring Party” is responsible for making sure that your delivery arrangements are sufficient and correct.
f.          It is the responsibility of the “Hiring Party” to ensure any and all arrangements MUST be made to aid in the carrying of costumes from our vans and lorries into the premises / theatre backstage, and suitable rails to hang costumes on.
g.         Thespis is happy to hire 6ft heavy duty rails as required for a fee.
h.         It is the responsibility of the “Hiring Party” to advise as to any and all parking issues when booking a delivery, as a council parking permit may be required to conduct the delivery safely and legally, similarly, any congestion charges that may apply to complete the delivery must be stated during the booking of a delivery.

12.       DELIVERY OPTIONS & PROTOCOL

Depending on your location, the size and weight of the item(s), Thespis has a number of delivery options available:

1.         Delivery by Thespis: Normally a long wheel based high roof van. 7.5m L / 3m H.
2.         Nationwide courier service: for smaller items and hires.
3.         Palletised delivery: for larger / heavier items hires.

DELIVERY TIMES

For ALL deliveries / collections between the hours of Friday 18:00 – 08:00 Monday: there is a premium fee of £25 + VAT. This may be waived at Thespis discretion.

For ALL deliveries / collections between the hours of 18:00 – 23:00 Monday – Thursday, there is a premium fee of £25 + VAT. This may be waived at Thespis discretion.

For ALL deliveries / collections between the hours of 23:00 – 09:00 please ask for a quote.

Please ensure during the booking process that you check availability of slots. Confirmation of any and all delivery / collection times must be received in writing from Thespis.
Thespis reserves the right to change the delivery and or collection time up to 48 hours prior to delivery and collection.

COURIER DELIVERIES

a.         Smaller and less bulky items may be dispatched via Parcel Force or any suitable nationwide courier service.
b.         All courier deliveries will be made between 7am to 7pm weekdays, excluding public holidays.
c.         On occasions where a recipient is not available to receive and sign for a delivery, a card will be left. Following these another two delivery attempts will be made unless the courier is instructed otherwise by the recipient. After a third unsuccessful delivery attempt is made the order will be returned back to the Thespis premises and a re-delivery charge will be incurred, charges are determined on a individual basis.

PALLET DELIVERIES

a.         All of our pallet deliveries are currently undertaken by third party pallet delivery services.
b.         Standard delivery time for pallet deliveries is 2 to 5 working days.
c.         All pallet deliveries will be made between 8am to 6pm weekdays, excluding public holidays.
d.         Thespis will agree a delivery date for pallet delivery with the “Hiring Party” well in advance of dispatching the order.

Sufficient access for a large tail-lift vehicle is required. A level surface is required for pallet

unloading. The maximum size of a pallet is deemed to be = Standard L 1.2m x W 1.0 m x H 2.0 M with a max weight 1 ton.

If this option is required, the “Hiring Party” would also need to ensure they have the capability of re-palleting for return.

Costumes are normally boxed in a ‘magnum size’ pallet crate/ Dolav pallet crates 1m x 1.2m x .75m ( Stacked 2 or 3 high ) or in our flight cases, to be reused for the return of goods.

i.          Deliveries will be made using a tail lift vehicle and pallet pump truck to curb-side only. This means that the delivery vehicle will offload as close as possible to the property.
ii.         If there is no suitable standing area or there is restricted access to the property, the goods may be offloaded on to the curb.
iii.       Delivery can only be made where there is a flat, solid surface available; this includes the access road to the delivery address.
iv.        Pallet pump trucks cannot be manoeuvred over any uneven surface or gradient: including grass, gravel, inclines or declines.

IT IS THE RESPONSIBILITY OF THE “HIRING PARTY” TO ENSURE SOMEONE IS AVAILABLE TO ACCEPT AND SIGN FOR THE DELIVERY.

a.         If no such person is available at the moment of delivery, couriers are instructed not to leave without a signature and may return either to Thespis premises or to a depot.
b.         If someone cannot be contacted on the day of delivery the “Hiring Party” will incur a re-delivery charge set at a minimum of £95.00. This is set by the shipper and is not negotiable.
c.         With confirmed permission from the “Hiring Party” and at the driver’s discretion, goods may be offloaded directly on to the designated premises providing there is a suitable hardstanding area available. However, please note that any damages caused to the goods and/or any property is not the responsibility of Thespis.
d.         All goods must be thoroughly inspected on delivery and any issues must be reported immediately to Thespis by telephone and in writing/by email. In the unlikely event that any goods are damaged on arrival, this must be indicated when signing for the delivery and photographs taken of any damage must be emailed to Thespis.
e.         Our team will always try to request that our pallet delivery companies call you approximately 1 hour prior to the delivery being made.
f.          It is the responsibility of the “Hiring Party” to ensure Thespis has any and all correct contact numbers.
g.         Thespis strongly recommend you do not arrange to have tradesmen or contractors on-site and or nearby until after the delivery has been completed and thoroughly inspected. Thespis holds zero liability for any third-party actions or involvements which occur during the delivery of the items, and is solely the responsibility of the “Hiring Party”.
h.         It is always advisable to supply your telephone contact number as the courier may attempt to contact you in the event of a failed delivery.

Our pallets and flight cases may have real time GPS trackers / apple tags fitted for security. Please contact Thespis for further information.
Please contact us if you have any queries about any of our delivery options and which is most suitable for your product(s) and location.

13.       MISSED DELIVERIES & COLLECTIONS

a.         Where couriers have been arranged by Thespis, but the hirer has failed to accept the delivery / collection due to non-attendance at the agreed date/time at the pre-arranged point, Thespis will charge a £25.00 administration fee for rearranging the collection /delivery. Please note this is for small items not pallets.
b.         In the case where Thespis are delivering/collecting and the hirer fails to be at the pre-arranged address, our driver will wait for the 1 hour free of charge and, if agreed, will wait further at a charge of £45.00 per hour or part thereof.
c.         Where the delivery/collection fails due non-attendance and rebooking is required, the cost will be recharged at the full rate. £50.00 per hour.
d.         If a free / discounted delivery deal was in place then this will be forfeited and £50.00 per hour will be charged to a maximum of £250.00 per day. Night deliveries / collection are possible. Example: from theatres on Saturday closing night or even a Sunday. Please request when booking to check availability and to secure the time slot. Thespis is happy to work with the “Hiring Party” on these types of irregular deliveries and collections.
i.          Please see “delivery times (item 12)” for further details and costs.

14.       RETURNS

It is the responsibility of the “Hiring Party” to repack any and all items securely and label them adequately as ‘Returning Costumes”. Extreme care must be taken when packing costumes for the return shipment.. In Thespis’ experience, the majority of damage inflicted during a hire period occurs as a direct result of improper packing at the end of the hire period. Therefore, the following advice should be strongly noted:

i.          During the unpacking of the items, take particular note of how items are packed, so that the items are repacked in the same manner.
ii.         Hats MUST be packed together in a separate box - NEVER with other costumes, or else heavy pieces (boots/ overcoats/ heavy items of clothing) may end up crushing them.
iii.       Costumes must NEVER be packed when damp.
iv.        Shoes MUST be returned in pairs.

Failure to observe these points will result in charges being applied to the “Hiring Party”.
Any and all items must be returned to Thespis using a 'Proof of delivery' service.

15 ALLERGIES, INJURY & DEATH

a.         Should an allergy disclaimer be required for any member of cast, it is the obligation of the hiring party to submit a complete allergy disclaimer at the time of booking. It is the sole responsibility of the ‘Hiring Party’ to ensure any and all allergy disclaimer forms be completed accurately and to the best of their knowledge. Thespis holds no liability for any improperly or inaccurately completed allergy disclaimers.
i.          Please note, for shows booked earlier than 3 months, allergy disclaimers are required to be returned in full no later than eight weeks prior to delivery of the show.
b.         Thespis accepts no responsibility or liability for any injury, death or damage to a third party, person(s) or property caused by use of goods provided (costume(s) and or prop(s)) under this agreement.
c.         In the unlikely and unfortunate event of any such matter occurring, this is as a result of the “Hiring Party” failing to comply with any of these agreed upon conditions.
d.         The “Hiring Party” agrees to pay forward to Thespis the cost of any required legal representation in any such matter should it be taken to court.
e.         It is the legal responsibility of the “Hiring Party” to implement adequate health and safety procedures, including sufficient and appropriate risk assessments.
f.          Minors should always be supervised during the use of any Thespis costume(s) and or prop(s).
g.         Relevant United Kingdom laws apply to all aspects of this this contract.

16.       RESPONSIBILITY

Will not be accepted by Thespis for any consequential loss or damage caused by any and all errors pertaining to the delivery in the form of delays, and or from any other cause including acts of nature, force majeure, and or mechanical failure of the delivery vehicles. However, Thespis always does their utmost to fulfil every obligation in a timely and precise fashion.

17.       FORCE MAJEURE

Thespis does not accept responsibility for any unforeseen cancellations including but not limited to: Acts of God, weather conditions, pandemics, covid outbreaks in any of its variants, wars, strikes, union action, lock outs, fire or any other cause beyond our control.

18. PRODUCTION PHOTOGRAPHY

a.         Thespis may occasionally request photos from the “Hiring party” of their actor(s)/ performer(s) wearing the Thespis costumes provided as per their agreement, for use in any and all Thespis advertising / web site / online and or video-based promotional and marketing materials, as well as any other Thespis publications not stipulated, internal or external, and reserves the right to any and all photographs or videos when a new show is launched or hired for a special production.
b.         The Hiring Party cedes rights of photographic copyright as ‘employer’ of any hired professional photographer of the production, to the rights of any and all images taken to Thespis.
c.         For any freelance photographers (amateur) who take photographs of Thespis products, the copyright of the images belongs to Thespis. See www.gov.uk for further details.

d.         All photographers must sign and return the Photography Licence Agreement no later than ONE WEEK prior to the delivery of the show. Failure to return a signed Photography Licence Agreement will result in the denial capturing any and all photographic material as protected by UK proprietary commercial protection law. The
e.         spis requires any and all individuals internal and external to the “Hiring Party” who share / upload etc. any photograph(s) and or video(s) of the actor(s) / performer(s) wearing any Thespis costumes to any public domain; social media platform, organisation, charity or personal pages and websites - including and not limited to - (Facebook / Instagram / personal and or company websites) to clearly mention Thespis in any way, i.e. ‘Thespis Costumes/Thespis’ etc.
i.          Failure to comply may result in said individual(s) or organisation(s) being requested to retract the photograph(s) and or video(s) in question from said public space.
f.          Thespis reserves the right to be granted full access at no induced/extra cost to any and all photographic / videographic material. The photographer(s) / videographer(s) in question will be credited in full if any such photos are used by Thespis in any of the aforementioned promotional materials above.
g.         A general photography release form will be supplied upon request, ICO regulations and GDPR are applicable.
h.         Faces of minors or unwilling participants will be blurred upon request.

19.       MEDIA ACCREDITATION
i.          Credit is to be given on all production literature using the following wording: “Costumes by Thespis Theatrical Costumiers”
ii.         Any and all news articles, interviews or media, including but not limited to: social media posts in all formats / personal and commercial blogs / newspapers / radio / news broadcasts - that make any mention to the costumes or wardrobe that have been provided by Thespis to the Hiring Party, must explicitly state the name of Thespis Costumiers in any of the following formats: “Thespis Theatrical Costumiers”, “Thespis Costumes”, or “Thespis Costume Hire”.
a.         Failure to acknowledge “Thespis” in any of the aforementioned forms will result in a written request for an amendment to be made to said written article, to be completed within 48 hours.
b.         Failure to comply may result in the denial of any future hires between Thespis and the Hiring Party.
c.         Failure to acknowledge “Thespis” in any of the aforementioned forms during live broadcasts making mention of the costumes or wardrobe, including but not limited to: Livestreams / Radio / Television will result in a written letter of warning explaining the breach of contract and a potential denial of any future hires between Thespis and the Hiring Party.

Thespis requires either a digital or hard copy of the program from the Hiring Party prior to delivery of the costumes as proof of Thespis’ name being explicitly shown within the program of the production staged by the Hiring Party
a.         Failure to do so may result in the withholding of costume delivery and or termination of contract.

DISPUTES Relevant United Kingdom law will apply to this contract regardless of country of hire.

RELATING TO COSTUME

EATING
DRINKING
SMOKING
DEFACING
ALTERING WITHOUT APPROVAL

ARE ALL EXPRESSLY PROHIBITED

(This does not include on-stage requirements)

Please be aware that any damage that has been caused by, but is not limited to, the aforementioned list or indeed any of the following may be charged at the full replacement value.

1.         COSTUME FIT

a.         Every endeavour will be made by Thespis to supply costumes to fit to the measurements provided. Our team works extensively to ensure the fit meets the demands of individual actor and performer.
b.         Please remember the purpose for which a costume is intended. They are designed to help bring characters to life, in effect, they are the character’s outfit, not the individual actor wearing it.
c.         We urge whoever takes the measurements understands the measurements sheet, how to measure, and to vehemently ensure the individual they are measuring has a relaxed body, is not tensing, and is not sucking in their stomach during measuring.
i.          (We appreciate individual insecurities, but they will only be manifest doubly if their costume arrives and it doesn’t fit as intended. We speak from experience.)
d.         A refund will NOT be given for ill-fitting costumes, but extra items may be provided at no extra charge if we believe the fault lies with us. This is at the discretion of Thespis.
e.         Fittings can be arranged with Thespis and we highly recommend this service particularly for principal and character roles. Fittings will take place where specified by Thespis and a charge will be made for this service (including expenses and alteration costs.)
f.          Please remember this is our interpretation of the costume, made to fit the individual, the
production requirements, and any licensing needs of the production.
g.         Costumes outlined are in standard adult sizes and or youth sizes where needed.

h.         For performers with waist and or chest size over 58 inches, there may be a premium of 15% per item of costume that needs to be made or alteration. This is to accommodate for the additional fabric and material used in creation of the costume.
i.          For performers exceeding 65 inches in waist and or chest, the entire cost of the costume will be paid in full and the costume is retained by Thespis.

2.         MEASUREMENT FORMS

a.         ALL MEASUREMENT FORMS MUST BE COMPLETED AND RETURNED IN FULL NO LATER THAN EIGHT WEEKS PRIOR TO DELIVERY, WITHOUT EXCEPTION. Failure to comply will result in the delay of your order, and may result in the termination of your contract should Thespis be unable to complete the order in time.
i.          Any show booked with a delivery time less than eight weeks must supply a complete cast measurement form at time of booking.
ii.         For smaller shows of less than 80 costumes who book in under 6 weeks must provide completed measurement forms no later than 3 days post booking.
b.         Any measurements not supplied cannot be guaranteed to be included in the final delivery, unless agreed upon in writing by Thespis. All decisions are final.
c.         Measurements must not be edited under any circumstances past the aforementioned deadline. Breach of said condition may result in additional fees or termination of contract.
d.         Any amendments requested will only be acted upon if agreed by the Thespis team in writing and remain at the discretion of the Thespis team.
e.         Our preferred method of collecting measurement data is by our secure online automated measurement system found on the “Backstage” tab of our website. Access will be provided once the contract has been signed.
f.          Any and all measurement data collected is cleared from our records automatically 3 months after the hire has finished.

g.         DOUBLING UP OF COSTUME: while Thespis acknowledge in some instances cast members may double up (i.e. sharing the use of garment in cast rotation), doubling up does not extend to the addition of free extra footwear. Any extra pairs of shoes required outside of the singular hired costume will be charged at £10.00, without exception.

Thespis no longer accepts shared editable spread sheets linked to the “Hiring Party” as these can be changed without our knowledge and cause massive disruption to the shows construction.

Please see the “download” tab on our web site for manual measurement form print outs.

3.         ALTERATIONS

a.         Alterations made by the “Hiring Party” and those under their supervision are strictly prohibited.
b.         Thespis makes every endeavour to send costumes that match the exact measurements received. Thespis also tries to make costumes as multi sized as possible, whilst maintaining the correct look of the costume.
c.         The “Hiring Party” MUST contact Thespis for advice and permission before undertaking any alterations.

d.         Any sanctioned alterations MUST be removed and the costume restored to its original condition before they are returned.
i.          Any alterations made to any costumes must be catalogued and provided to Thespis prior to collection of the product.
ii.         Cast members must be instructed that under no circumstances are they to make alterations without permission.
e.         Should alterations have taken place without sanction and/or damage caused to the costume, then Thespis reserve the right to charge the “Hiring Party” the full replacement value of the item(s).

The “Hiring Party” must not adapt the costume in any form. This includes, but is not limited to:

SEWING
GLUING

Only members of wardrobe who have had the alteration approved by Thespis are permitted to carry out the alteration.

f.          It is the responsibility of those operating under the supervision of the “Hiring Party” to ensure these basic requirements are kept and adhered at all times. Failure to do so may result in additional charges.

4.         DAMAGES

a.         Reasonable wear to costumes is expected. ‘Damage’ is considered but not limited to: tearing, burning, staining, removal of buttons, medallions, badges or other trim, painting, altering beyond repair. See Alterations for more detail.
b.         ALL COSTUMES MUST BE RETURNED TO THEIR ORIGINAL STATE UPON COLLECTION (i.e. hung up correctly on the hanger provided, and shoes placed in shoe bags provided). It is the responsibility of the ‘Hiring Party’ to inform any and all relevant parties (i.e. wardrobe, chaperones, cast members, backstage teams) to this condition.

c.         Knee slides are not to be performed while in rental costume unless previously agreed upon.
d.         A cost will be incurred for any item deemed necessary for replacement by Thespis, see ‘Insurance, Liability and Loss of Goods’ for more details.

5.         PERSONAL HYGIENE & MAKE-UP

a.         While it may go without saying, ALL performers must wear underwear at ALL times while in costume.
b.         Adequate deodorant must be used. Poor hygiene and perspiration brought upon by the activity on stage can lead to costume damage over time. Please help us preserve each individual item for the next wearer.
c.         Caution must be taken while using makeup. While we appreciate a heavy amounts for

individual characters may be used, excessive amounts can lead to irreparable damage and may lead to the costumes replacement for which the ‘Hiring Party’ may be held responsible and a fee incurred.
i.          Spray-tan and tanning products cannot be removed from the fabric of costumes with any ease, and therefore require extra cleaning / dry cleaning in an attempt to clean them and may incur a cost.
d.         ANY Stage Blood Products must be cleared with Thespis before use. Please check that the intended product is washable. Any stains left by said products used not cleared by Thespis which leave a mark may incur a replacement fee for the item.

6.         PRESSING, STEAMING AND WASHING.

b.         While Thespis has set the industry standard for costume delivery, and always endeavours to send out its costumes in the most presentable manner, it is not always a guarantee every single item will be in a pristine condition by the time arrived to be used. We understand it may be necessary to press or steam costumes to look their very best on stage.
c.         Thespis advises the “Hiring Party” take extra care as any damage caused by ironing and or steaming process will be charged at the full replacement value of the item(s).
d.         Please do not under any circumstances wash, tumble dry or launder any costumes without permission from Thespis. We suggest the “Hiring Party” contact Thespis if they are in any doubt.

7.         FOOTWEAR

a.         Is not automatically supplied by Thespis as part of the contract between itself and the “Hiring Party”. However, where requested, new or second-hand footwear may be sourced and or provided at an additional charge.
b.         Ballet points/ Ballet shoes / Tap shoes are not supplied.
c.         Customers wear "Thespis" boots and shoes at their own risk and are hired as seen. Socks or tights MUST be worn to ensure longevity and personal hygiene, not only for yourselves but for our staff who deal with them at the end of the hire period.
d.         All footwear provided MUST be returned to the shoe bags provided without exception. This is to prevent the occurrence of damage to our suit bags and speeds up the checking in process with pairing of shoes. See ‘Thespis Delivery/Collection Checklist’ for more details.

OVERSIZED AND UNDERSIZED FOOTWEAR
Is deemed applicable to any footwear within the following parameters:

MALES

SIZES GREATER THAN UK SIZE 12
SIZES SMALLER THAN UK SIZE 7

FEMALES

SIZES GREATER THAN UK SIZE 8
SIZES SMALLER THAN UK SIZE 3

Note: calf measurements greater than 15” may be the restrictive issue when requested to provide appropriate footwear for a hire.
Similarly, any knee-length and thigh-length boots requested may be determined by the measurements of the individual and be a determining factor as to whether Thespis can provide adequate footwear.

e.         Thespis will always try its best to accommodate any over/under-sized footwear, but no guarantee can be given.
f.          Charges will apply if the client deems it imperative that over/under-sized footwear be included and thusly new products be sourced by Thespis in order to complete the request, but this is at the discretion of the Thespis design team as to the time/availability and suitability of the products in question.

8.         HANGERS AND LABELS

a.         The Hirer must not write or attach sticky labels or badges / ribbons to any part of the costume or to the hangers provided.
b.         The fee for attaching labels and or ribbons to any Thespis hanger amounts to £1 per label or ribbon found. This is because of the time and effort spent to remove the label, remove the glues, reprint and restore the Thespis logo underneath.
i.          Unfortunately, we have now adopted a zero policy on sticky labels owing to the disproportionate number found and the loss of time spent resolving the issue, staining risk. From colour bleed during cleaning. We hope you understand.
b.         Thespis provide named labels in the slips of our suit bags. We trust there will be no need to add any of your own.
c.         Costumes MUST be stored on appropriate hangers & not left on the ground.

9.         BARCODES

EVERY ITEM IS BARCODED FOR IDENTIFICATION. DO NOT REMOVE THE BARCODE UNDER ANY CIRCUMSTANCES.

DO NOT ALTER, COVER OR DAMAGE THE BARCODE IN ANY WAY.
This damages them and they become unreadable.

A £10.00 admin charge per damaged bar code label will be applied. This is non-negotiable.

10. CONSULTATIONS & ON-SITE VISITS

Thespis are always very happy to take enquiries and consultations via telephone and e-mail.
On-site visitations to our studios can of course be arranged, and we are more than happy to accommodate, however due our busy schedule, they are by appointment only, and must be pre-arranged with one weeks’ notice.
Cancellation of appointments must be made 48 hours before.
All on-site visitations are limited to a maximum of 2 hours, extension beyond that time will incur a consultation fee of £60.00 per hour.

11.        CUSTOM DESIGN AND MADE-TO-HIRE SERVICES

a.         Costumes can of course be made to specific requirements. An estimate for this will be provided on request. Design, manufacture, hire charge and fitting costs will all be included in the estimate.
b.         All costumes will remain the property of Thespis once the hire is completed.
c.         This service is only available for principal characters and or characters whose costume or appearance is incredibly unique and requires a custom-made costume in order to bring them to life accurately.
d.         Construction of a unique character piece requires sufficient time and the feasibility of such a build will be discussed if required during the ordering stage. Therefore, please consider the time that Thespis may be require when planning your production schedule.

A 50% deposit will be required for this service.

12.       MAGNETS

a.         Some costumes may contain real earth high strength magnets. These may cause problems for any individuals who currently use pacemakers.
b.         Thespis holds zero liability for any incident which may occur relating to the magnets within their costumes and individual pacemakers. We strongly advise the help of a medical professional to ascertain whether the individual’s pacemaker can or may be affected.
c.         It is the responsibility of the “Hiring Party” to advise any and all persons concerned of these magnets.
d.         It should also be noted that these magnets should not come in close proximity with data storage device or media. See Thespis website downloads for magnet advise sheet.
e.         Thespis endeavours to place MAGNET WARNING signs on any costumes in which they are part of, however, owing to the sometimes frantic and haphazard nature of life backstage, warning signs may be damaged.
f.          Thespis holds zero liability for any issues relating to the visibility of warning signs. It is the liability of the “Hiring Party” to ensure warning signs are shown to and explained to the individuals in question.
g.         Further warnings pertaining to the costumes are enclosed within the delivery paperwork.

13. FIRE-PROOFING

a.         Thespis cannot guarantee that every costume is fireproofed. The liability for any incident relating to fire safety lies with the “Hiring Party”.
b.         Careful consideration and attention must be taken when wearing Thespis costumes in any situation where fire is present.

14.       ARMOURY PRODUCTS & REPLICA GUNS

NO UNAUTHORISED PERSON(S) MAY CARRY OUT THE HANDLING OR SUPERVISION OF REPLICA FIREARMS AND WEAPONS UNLESS AUTHORISED BY THE “HIRING PARTY” OR RELEVANT AUTHORITY

a.         Conditions can be found UK gov web site Violent Crime Reduction Act 2006 (legislation.gov.uk) sale or hire of restricted replica weapons and references to the : Act 2006 (VCRA). Article 36 ~ 40. https://www.legislation.gov.uk/ukpga/2006/38/contents
b.         If you place an order and you cannot prove your eligibility prior to the week of the order being dispatched, Thespis reserves the right to cancel your order.
c.         Thespis products relating to the hire of replica firearms and weapons are available in the UK mainland only.
d.         Thespis will not ship any weapons outside of the UK
e.         Important Legal Information You must be 18 or over to hire any Thespis products relating to replica firearms and weapons.
f.          Thespis reserves the right to request proof of age on all hire products. Thespis standard terms and conditions apply. Please see our website for details.
g.         All weapons must be kept locked and out of sight when being transported, and must NOT be left unsupervised at any time during the loading/unloading and the transfer between the vehicle and designated premises, including but not limited to: theatres, backstage, loading bay, foyers etc.
h.         Please obtain written approval from the theatre in question if you wish to leave the weapons in the theatre during your production.
i.          Thespis reserves the right to enforce stricter rules and regulations relating to the terms listed above, at any and all times.
j.          The replicas on our website cannot chamber or fire live or blank ammunition. They are designed for display/re-enactment/film and stage use only. The replicas are constructed from a material unsuitable for use in any and all live-firing attempts or exercises.
i.          Any attempt to use the replicas as a firearm, may cause it to explode. Thespis hold no liability for any breaches of the above leading to or resulting in any and all injuries and or death.
ii.         Any attempt found to do so may result in charges being applied to the “Hiring Party” in the procurement of replacement replicas and may result in the incident being reported to the police.
k.         Thespis Theatrical Costumiers Ltd assumes no responsibility from either intentional or accidental misuse of the firearms and or weapons provided by the company.
l.          Some replica firearms and weapons may have moving parts that may trap or cut fingers and may have sharp edges that through improper use or handling may lead to injury and or death if not handled with proper care and attention. Please be aware when handling any and all replica firearms and weapons of these risks beforehand.
m.       It is the responsibility of the “Hiring Party” to ensure sufficient and adequate health and safety risk assessments are carried out before the handling of any and all such replica firearms and weapons.
n.         It is the responsibility of the “Hiring Party” to ensure any and all replica firearms and weapons are stored correctly, are supervised during ANY AND ALL USE - AT ALL TIMES, and

that the individual in question supervising the use of these firearms and weapons is aware of these risks and is competent in their ability to carry out such supervision: i.e. SM’s.
o.         The replica firearms and weapons provided by Thespis are NOT toys. They MUST NOT be treated as such by any production member or actor / performer throughout the duration of the hire.
p.         The replica firearms and weapons must NOT be taken outside at any time unless authorised by the relevant authority, and must NEVER come into contact with ANY LIQUIDS, including but not limited to: water, rain, drinks. — stage blood not included.
q.         Stage blood may come into contact with Thespis replica firearms and weapons, provided it is cleaned immediately post-performance or rehearsal.
r.         Failure to abide by these rules may lead to charges being issued to the “Hiring Party” for repair and or replacement costs of the item(s) in question.
s.         Any and all damage to replica firearms will result in the full replacement value being charged to the “Hiring Party”.
t.          Any damage to replica weapons including but not limited to swords, daggers, bayonets, spears, halberds, - which exceeds the expected damage sustained during a live performance and or rehearsal, may result in charges for replacement being issued to the “Hiring Party”. Excessive damage is determined at Thespis’ discretion and is non-negotiable.
u.         Please note: all terms related to proper care and damages also apply to the use of any armour supplied by Thespis to the “Hiring Party”, either metallic or non-metallic is design.
v.         Evidence of any such damage will be photographed and explained in writing to the “Hiring Party” before any charges are issued.
w.        Charges relating to damage are determined fairly and justly and are non-negotiable.
x.         PLEASE NOTE - OFFENCES WITH REPLICA WEAPONS CARRY THE SAME PENALTIES AS REAL WEAPONS. NEVER CARRY ANY OF THE REPLICAS IN PUBLIC. THESPIS HOLDS ZERO LIABILITY OF FAILURE TO ADHERE TO THESE LAWS.

  Terms and Conditions: Thespis Theatrical Costumiers Ltd
Terms and Conditions
Thespis Theatrical Costumiers Ltd
The Grange, Church Rd, Thelveton, Norfolk. IP21 4EP
www.thespis.biz      hire@thespis.biz
0333 666 0633
Copyright Thespis Theatrical Costumiers Ltd © 2024 V30.02

Reg in England & Wales Company No: 08532014

Downloadable PDF of Terms and Condition's