THESPIS THEATRICAL COSTUMIERS LTD
TERMS AND CONDITIONS
1. Orders
2. Quotations
3. Costume
Plot
3b. Definition of Costume
4. Reporting
issues with costume
5. Return
of costumes
6. Director
of production changes
7. Collection
dates & late fees
8. Hire
period & Adjustments
9. Cancellation
policy
10. Reservation & security deposit
11. Final payment
12. Insurance, Liability & Loss of goods
13. Handling procedures
14. Delivery & collection procedures
15. Responsibility of delivery
16. Missed Courier / Pallet delivery
17. Overseas hires & Carnet restrictions
18. GDPR compliance & safeguarding
19. Additional costume considerations
20. Allergies, Injury & Death
21. Thespis Responsibility
22. Force Majeure & Delivery Disruptions
23. Production Photography & 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. QUOTATIONS
a. All quotations provided by Thespis Theatrical Costumiers are
valid for a period of one (1) month from the date of issue.
b. The quotation applies only to
the number of costumes detailed within the provided costume plot at the time of
quotation.
c. Additional costumes may be
added at the quoted unit price; however, any reduction exceeding 10% for
productions with more than 80 costumes or any reduction for productions with
fewer than 80 costumes will require a revised quotation.
d. Requests for reductions in costume numbers must be made in
writing and acknowledged in writing by
Thespis within the validity period of the quote. Once within eight (8) weeks of
delivery, costume numbers cannot be reduced.
e. 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.
f. As a whole-show specialist,
Thespis provides delivery at a cost based on fuel, tolls, and parking only,
without additional labour charges for full-show hires.
e. If a production reduces its
costume numbers below the agreed 10% threshold, Thespis reserves the right to
apply labour charges for delivery and handling.
f. The hire of a full show often includes
free props; however, if costume numbers drop below the 10% quoted threshold,
props will no longer be included free of charge.
g. Should costume numbers fall
below a viable level, Thespis reserves the right to withdraw from the agreement
and cancel the order retaining the deposits up to 80 % of the entire show costs
and additional cost involved with putting the show together or making costume
specifically .
h. If, at any time, the number of
costumes required falls below the originally agreed contract, Thespis reserves
the right to cancel the hire agreement. With reference to (2.g)
3. COSTUME PLOT
a. The
costume plot serves as a general reference document and is based on the
standard size and scale of the production in accordance with the original
production design.
b. While
the costume plot provides a framework, Thespis reserves the right to adjust the
final costume selection based on availability, actor sizes, and
production requirements.
c. If additional costumes
are required beyond those detailed in the initial quote, the request must be
made at the time of order and no later than two (2) weeks after order
confirmation.
d. Requests for additional
costumes and off script (directors wishes )after the two-week period will be
subject to availability and may incur additional charges for materials, labour,
and delivery agreed in writing, we will try to accommodate if possible.
3(B). DEFINITION OF ‘COSTUME’
a. A costume refers
to any clothing, footwear, and agreed-upon accessories supplied as part of the
production hire.
b. Accessories may include, but
are not limited to, hats, gloves, canes,
and footwear.
c. Footwear is included in full-show hires but may become a chargeable
item if the costume numbers fall below the agreed threshold.
d. All costumes / props remain
in the ownership of Thespis.
4. REPORTING ISSUES WITH COSTUMES
a. The hiring party must inspect all received costumes and
report any missing, damaged, or non-fitting items within 72 hours of delivery.
b. Failure to report issues within
72 hours may result in additional charges for replacements .
c. Any replacements requested
beyond 72 hours will be subject to Thespis’ discretion and may incur charges
for labour, materials, shipping and transport. Any replacements may not arrive
in time after 72 hours this is at the hirers risk.
d. NON UK Hirers: Due to
delays with customs and bonded warehouse shipping, it is not possible to send
out additional costumes with guaranteed delivery in time for your opening night
after delivery of the main show. ATE After the event additional shipments can
take up to 1–4 weeks to arrive plus costumes charges. Therefore, accurate
measurements are crucial to ensure the correct fit of all costumes.
5. RETURN OF COSTUMES
It
is the responsibility of the “Hiring Party” to repack any and all items
securely and label them adequately . 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:
a. During the unpacking of the
items, take particular note of how items are packed, so that the items are
repacked in the same manner.
b. 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.
c. Costumes must NEVER be
packed when damp.
d. Shoes MUST be returned in
pairs not all jumbled together this takes ages to sort out.
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.
6. DIRECTOR / PRODUCTION TEAM OR PRODUCTION
CHANGES
a. Once the contract is signed, it is final.
b. Changes requested by a director
or production team after contract finalisation will not alter the contractual
obligations, and full payment remains applicable.
c. Payment must be fully cleared
ONE week before dispatch.
7. COLLECTION DATES & LATE FEES
a. Costumes must be returned by the agreed collection date and
time.
b. The final day of hire runs
until midnight—late returns will be subject to penalty fees.
c. Weekend and evening
deliveries/collections will incur an additional charge of £25 +Vat per trip,
unless otherwise agreed upon in the contract. (please see DELIVERY PROCEDURES
for more details)
d. Availability must be checked at the time of signing
contracts. Please note: there are limited slots for immediate ‘Get-Outs’ post a
show, especially during weekends. Thespis cannot guarantee
your desired slot unless agreed upon well in advance.
e. 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.
f. Thespis will charge 110% of
hire cost for each additional week or part thereof, in addition to an
administrative charge of £100.00 levied for each missed courier . Late returns
have a serious impact on Thespis’ business and may hinder the construction of
other shows.
8. HIRE PERIOD AND ADJUSTMENTS
a. All quotations are based on a 10-day standard hire period.
b. If additional hire time is
required for fittings or an extended run, this must be agreed upon before
contract finalisation.
c. All final dates for delivery
and collection must be agreed upon at the time of booking.
d. If fewer costumes are required
than originally booked, the hiring party must notify
Thespis within two (2)
weeks of contract signing to request a revised fee. But not within 8 weeks of delivery
date.
e. After the two-week period, only 20% of the cost of removed
costumes may be refunded due to costs already incurred. Any telephone requests must be accompanied by in writing for any
changed amendment's.
9. CANCELLATION POLICY
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.
c. If the hiring party reduces
costume numbers beyond the viability threshold
(see 2. g) Thespis reserves the right to withdraw from the hire agreement.
d. Any cancellations must
be made in writing, and cancellation fees may apply based on incurred costs for
preparation, materials, and delivery.
e. Once within Eight (8) weeks of
delivery, scenes or characters cannot be removed from the contract. Payment for
the full scene(s) & or character(s) will still be applicable, unless
replace with like for like if possible.
10. 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
8-12 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.
11. 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 and recover of the
full show fee.
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’.
12. 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
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.
13. HANDLING 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 whereabouts 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.
f. 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 repossess 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.
14. DELIVERY & COLLECTION
PROCEDURES
Deliveries
and collections conducted by our employees are only normally made either to the
curb or to a sufficient loading bay.
New Service: Assistance with Delivery or Collection
If assistance is required for bringing costumes inside or collecting from the location, a fee of £25 + VAT per 30 minutes will be applied. This service is subject to the driver's assessment of parking availability, risk considerations, and security conditions at the time of delivery or collection. If these conditions are deemed unsuitable, the service may not be provided.
a. The “Hiring Party” is
responsible for making sure that your delivery arrangements are sufficient and
correct.
b. 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.
c. Thespis is happy to hire
out 6ft heavy duty rails as required for a fee.
d. 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.
e. Thespis
is fully compliant with customs
regulations, including TSS haulage and ATA Carnet documentation.
DELIVERY
OPTIONS
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 wheelbase high roof van. 8m L / 3m H.
2. Nationwide courier service:
for smaller items and hires.
3. Palletised delivery: for
larger / heavier items hires.
(1)
THESPIS 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.
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 always possible
to specify a precise time at which a delivery will take place.
d. Extra charges for morning
deliveries are possible with some couriers.
e. Smaller and less bulky
items may be dispatched via ParcelForce or any suitable nationwide courier
service.
f. All courier deliveries will
be made between 7am to 7pm weekdays, excluding public holidays.
g. 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 an individual
basis.
(3) PALLET DELIVERY
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.
e. If this option is required,
the “Hiring Party” would also need to ensure they have the capability of
re-palletizing for return. f. 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.
g. 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.
i. If there is no suitable
standing area or there is restricted access to the property, the goods may be
offloaded onto the curb.
ii. Delivery can only be made
where there is a flat, solid surface available; this includes the access road
to the delivery address.
iii. 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 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 £125.00. 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 within 72
hours to Thespis in writing/via email. In the unlikely event that any goods are
damaged on arrival, this must be indicated when receipt of 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.
Most
of our pallets and flight cases may have real time GPS trackers fitted for
security. Please contact Thespis for further information in required.
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.
16. MISSED COURIER / PALLET
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.
17. OVERSEAS HIRES & CARNET RESTRICTIONS
a. Due to the
complexity of overseas hires, it is not possible to swap out costumes or supply
extra items once the shipment has left the UK without incurring import/export
duties.
b. Additional overseas costume
requests will only be fulfilled if the hiring party agrees to cover all
associated duties, time, and labour costs.
18. GDPR COMPLIANCE & SAFEGUARDING
a. For GDPR compliance, pupil names must not be included in
measurement forms. Reference numbers must be used instead.
b. Photographs of cast members in
costume are not required and should not be submitted as part of the measurement
process.
c. Measurement data will be
handled in accordance with UK data protection laws.
19. ADDITIONAL COSTUME CONSIDERATIONS
a. If the hiring party supplies their own costumes alongside
Thespis costumes, a full list must be provided to ensure quality control and
avoid downgrading the Thespis product.
b. Costume colour and style are
subject to Thespis' availability and cannot be guaranteed. Requests to change
colour or style after booking may not be possible.
20. 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 contract.
21. 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.
22. FORCE MAJEURE & DELIVERY DISRUPTIONS
Thespis
Theatrical Costumiers Ltd. shall not be held liable for any delay
or failure in delivery arising from circumstances beyond its control,
including, but not limited to:
In
the event of a force majeure situation, Thespis will make all reasonable
efforts to reschedule deliveries. However, Thespis shall not be liable for any
associated loss, inconvenience, or additional costs incurred as a result of
such delays.
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
e. Thespis 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
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
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.
MEDIA ACCREDITATION
i. Credit
Requirements:
All production literature must include the following credit:
“Costumes by Thespis Theatrical
Costumiers Ltd.”
Todays Costumes are proudly supplied by Thespis
The award-winning family business nestled in the heart of East Anglia.
From Reykjavik to Tallinn, Basel to Belfast, and Malta to Mayfair,
Thespis has costumed countless productions spanning National Theatres, Opera
Houses, Concert Halls, Schools, and Hotels.
THESPIS
COMPLETE SHOWS - COMPLETELY SIMPLE
We can supply the above in a jpeg format if required.
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.
iii. 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 THE COSTUME
EATING
DRINKING
SMOKING
DEFACING
ALTERING WITHOUT APPROVAL
MACHINE SEWING / LOOSE HAND STICTCHING ONLY
PLEASE REMOVE SAFTEY PINS TO AVOID THESPIS STAFF INJURY
REMOVE PERSONAL ITEMS WHEN FINNISHED HIRE
ALL ARE 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 25% 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 63
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 unless agreed.
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 downloadable measurement forms or by the 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 online editable spreadsheets linked to the
Hiring Party. These documents can be altered externally without our knowledge,
causing significant disruption to costume planning and show 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
6. PRESSING, STEAMING AND
WASHING.
a. 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 it arrives. We understand
it may be necessary to press or steam costumes to look their very best on
stage.
b. Thespis advises the “Hiring
Party” to take extra care as any damage caused by the ironing and or steaming
process will be charged at the full replacement value of the item(s).
c. 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 pointe/ 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 from ribbons. 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, UK
www.thespis.biz
hire@thespis.biz
0333 666 0633
Copyright Thespis
Theatrical Costumiers Ltd © 2025 V31.01
Reg in England & Wales
Company No: 08532014
VAT No: On request.
Terms & Conditions of Hire v31.01