These Standard Terms and Conditions apply to all promotional vehicle services supplied by Raccoon (London) Limited trading as PromoHire. They form part of the contractual agreement between PromoHire and its customers and should be read in conjunction with the relevant Quotation and Campaign Booking Form for each campaign. 

PROMOHIRE
Standard Terms and Conditions for Managed Promotional Vehicle Services

These Terms and Conditions apply to the provision of promotional vehicle activation services by:

Raccoon (London) Limited trading as PromoHire
Registered in England No. 7037825
Registered Office: Unit 5 Edenbridge Trade Centre, Hever Road, Edenbridge, Kent TN8 5EA
VAT No: GB 978 9083 47

These Terms and Conditions apply to the provision of promotional vehicle activation services by:

Raccoon (London) Limited trading as PromoHire
Registered in England No. 7037825
Registered Office: Unit 5 Edenbridge Trade Centre, Hever Road, Edenbridge, Kent TN8 5EA
VAT No: GB 978 9083 47

These Terms apply to services supplied to business customers.

1. Definitions
   
   

   In these Terms:

   Company
   Raccoon (London) Limited trading as PromoHire.

   Customer
   The agency, brand, organisation or business purchasing services from the Company.

   Services
   Managed promotional vehicle and activation services supplied by the Company which may include vehicle provision, branding, campaign conversion, logistics, drivers, staffing, location management and operational support.

   Vehicle
   Any promotional or campaign vehicle supplied by the Company as part of the Services.

   Campaign
   The promotional activity, event or activation described in the Contract Documents.

   Quotation
   The written quotation issued by the Company describing the Services and associated fees.

   Campaign Booking Form
   The document confirming operational campaign details including dates, locations and campaign requirements.

   Contract Documents
   The Quotation, Campaign Booking Form and these Terms and Conditions.

2. Contract
   
   1. The agreement formed between the Company and the Customer when the Customer accepts the Quotation.
   2. Campaign Booking Form
   3. Quotation
   4. These Terms and Conditions
   5. Business Customers

   If there is any inconsistency between documents, the following order of precedence applies:

   The Company provides services exclusively to business customers.

   The Customer confirms that it is acting in the course of business and not as a consumer as defined under the Consumer Rights Act 2015.

3. Scope of Services
   

   The Company provides managed promotional vehicle activation services for marketing campaigns and events.

   Depending on the agreed scope, the Services may include:

   • supply of promotional vehicles
   • vehicle branding and graphic installation
   • vehicle conversions or campaign fit-outs
   • transportation and logistics
   • drivers and vehicle operators
   • event staffing including brand ambassadors or catering staff
   • campaign operational management
   • location sourcing and permits

   The exact Services to be delivered will be defined in the Quotation and Campaign Booking Form.

   The Company will perform the Services using reasonable skill, care and professional standards expected within the experiential marketing and promotional activation industry.

4. Vehicle Operation
   

   Vehicles supplied by the Company remain under the operational control of the Company at all times.

   Only drivers authorised by the Company may operate the Vehicle.

   The Company will ensure vehicles are maintained, roadworthy and insured for their intended campaign use.

   The Company reserves the right to refuse to operate a Vehicle where doing so would present safety, legal or operational risks.

   The Company’s driver or designated event lead shall have final authority regarding the safe positioning, movement and operation of the Vehicle.

5. Branding and Campaign Conversion
   

   Where the Services include vehicle branding or campaign conversion:

   The Customer must provide artwork, brand assets and approvals within the timelines specified by the Company.

   The Customer warrants that all materials supplied are owned by the Customer or used with appropriate permission and do not infringe the intellectual property rights of any third party.

   Minor variations in colour, scale or positioning may occur due to the nature of large format printing, vehicle surfaces and production processes.

   Unless otherwise agreed, campaign branding installed on vehicles may be removed or replaced following completion of the campaign.

6. Campaign Responsibilities
   

   The responsibilities of the Company and the Customer will be determined by the agreed scope of Services set out in the Quotation and Campaign Booking Form.

   Depending on the campaign scope, the Company may manage:

   • logistics and vehicle transport
   • campaign staffing
   • location sourcing
   • permit applications
   • event operations

   Where these services are not included in the agreed scope, responsibility will remain with the Customer.

   Both parties agree to cooperate in good faith to ensure the successful delivery of the campaign.

7. Customer Responsibilities
   

   Unless otherwise agreed in writing, the Customer shall be responsible for:

   • obtaining any required permits or permissions for campaign locations
   • ensuring locations are suitable and accessible for the Vehicle
   • ensuring promotional activities comply with applicable laws and regulations
   • ensuring any products distributed during the campaign are lawful and safe
   • ensuring adequate utilities, facilities and site access where required.

   The Customer must provide accurate information regarding campaign locations and operational requirements.

8. Site Access and Event Locations
   

   Where the Customer is responsible for campaign locations, the Customer must ensure the location is suitable for the positioning and operation of the Vehicle.

   If the Vehicle cannot safely access or operate at a location due to restrictions, permits, site access limitations or safety concerns outside the Company’s control, the Company shall not be liable for any resulting delay or disruption.

   Where the Company attends the agreed location at the scheduled time, the campaign shall be considered delivered for the purposes of the Contract.

9. Fees and Payment
   

   Fees for the Services will be set out in the accepted Quotation.

   Campaign production, planning and logistics may commence immediately following confirmation of a booking.

   Unless otherwise agreed:

   • a deposit may be required to confirm a booking
   • the remaining balance must be paid before the campaign start date.

   The Company reserves the right to charge interest on overdue invoices at a rate of 5% above the Bank of England base rate.

   Additional costs arising from Customer-requested changes to the scope of Services may be invoiced separately.

10. Cancellation and Changes
    
    

    Once the Customer has accepted the Quotation and a booking has been confirmed, the order is considered firm and binding.

    Due to the nature of promotional vehicle campaigns, the Company will typically begin scheduling vehicles, committing resources, procuring materials and commencing production shortly after confirmation.

    If the Customer cancels the campaign after the booking has been confirmed, the full contract value shall remain payable.

    The Company may, at its discretion, agree to reschedule campaign dates where operationally possible. Any such rescheduling may incur additional costs.

    If the Customer requests changes to campaign scope, dates, locations or services after confirmation, the Company reserves the right to revise pricing and delivery schedules accordingly.

11. Insurance
    
    

    The Company maintains:

    • fully comprehensive motor insurance for its vehicles
    • public liability insurance (currently £10 million).

    The Company’s insurance does not cover:

    • Customer products or stock
    • promotional items or samples
    • equipment supplied by the Customer
    • personal belongings.

    The Customer should ensure such items are appropriately insured.

12. Damage and Loss
    

    The Customer shall be responsible for the cost of repair for any damage to the Vehicle caused by:

    • Customer staff or representatives
    • equipment supplied by the Customer
    • members of the public interacting with campaign installations.

    Normal wear and tear is excluded.

    12A. Public Interaction and Event Environment

    Promotional campaigns may involve interaction with members of the public.

    The Company shall not be responsible for damage caused to the Vehicle, equipment or campaign installations resulting from public interaction, crowd behaviour or the actions of third parties unless such damage results from negligence of the Company or its staff.

    The Customer shall take reasonable steps to ensure that campaign environments involving public interaction are appropriately supervised.

13. Force Majeure
    

    Neither party shall be liable for failure or delay in performing obligations where such failure results from events beyond reasonable control including:

    • severe weather
    • vehicle breakdown
    • labour disputes
    • acts of government
    • natural disasters
    • civil unrest.

    Where possible the parties will work together to reschedule or adjust the campaign.
    

    13A. Weather Conditions

    Campaigns taking place outdoors may be affected by weather conditions.

    Adverse weather conditions including rain, wind or extreme temperatures shall not constitute grounds for cancellation, refund or reduction of fees.

    Where weather conditions create safety concerns or prevent safe operation of the Vehicle, the Company may delay, modify or suspend campaign activity until it is safe to proceed.

    The Company will use reasonable endeavours to continue the campaign where possible or agree alternative arrangements with the Customer.

14. Limitation of Liability
    

    The Company’s total liability arising out of the Contract shall not exceed the total fees payable under the accepted Quotation.

    The Company shall not be liable for:

    • loss of profit
    • loss of revenue
    • loss of business opportunity
    • loss of marketing opportunity
    • indirect or consequential loss.

    Nothing in these Terms limits liability for death or personal injury caused by negligence or for fraud.

15. Intellectual Property and Marketing Use
    
    

    All intellectual property rights in materials, artwork, branding, logos or other content supplied by the Customer remain the property of the Customer or its licensors.

    The Customer grants the Company a non-exclusive licence to use such materials solely for the purpose of delivering the agreed campaign.

    The Company may photograph or film the production, preparation and live campaign activity for documentation, portfolio and marketing purposes.

    Unless otherwise agreed in writing, the Customer grants the Company permission to use such photographs, video footage and campaign imagery for the Company’s own marketing and promotional activities, including but not limited to:

    • the Company website
    • social media channels
    • promotional presentations
    • case studies
    • industry publications or award submissions.

    The Company may also reference the Customer as a client in marketing materials or case studies unless otherwise agreed in writing.

    The Company will use reasonable care to present the Customer’s brand in a professional and appropriate manner when using such materials.

    If the Customer requires restrictions on marketing use of campaign imagery, these must be agreed in writing prior to the campaign.

    15A. Confidential Campaign Launches

    Where a campaign is subject to a confidentiality agreement or launch embargo, the Customer must notify the Company in writing prior to production or campaign commencement.

    In such cases, the Company agrees not to publish campaign imagery or reference the campaign publicly until the agreed launch date.

    Unless such restrictions are communicated in advance, the Company may assume that campaign materials may be used for marketing and portfolio purposes in accordance with Clause 15.

16. Data Protection
    

    The Company processes personal data in accordance with:

    • UK GDPR
    • Data Protection Act 2018.

    Further details are available in the Company’s Privacy Policy.

17. Termination
    

    The Company may terminate the Contract if:

    • the Customer fails to make payment when due
    • the Customer breaches these Terms
    • the Customer becomes insolvent.

    All outstanding fees shall become immediately payable upon termination.

18. General Terms
    

    These Terms together with the Quotation and Campaign Booking Form form the entire agreement between the parties.

    No variation shall be valid unless agreed in writing by authorised representatives of both parties.

    If any provision is found to be unenforceable, the remaining provisions shall remain in full force.

19. Governing Law
    

    These Terms and the Contract shall be governed by the laws of England and Wales.

    The parties submit to the exclusive jurisdiction of the English courts.

Last Updated: March 2026