We offer a supply & set-up service for both large indoor and outdoor events, supporting our clients whenever possible. The service is fully supported with risk assessment and method statements and, for major events, we can conduct site visits in advance, to discuss and confirm arrangments.

Q: How much does it cost for this set-up service?

A: If your hiring equipment from us the set up service is included for free. For other equipment, the cost depends upon your requirements - what you need setting up, your venue, timings and so on. Only when we have an understanding of your requirements will we be able to provide you with the price.

Q: If needed, could you also help me collect all the equipment from around my venue after use?

A: Again, you need to let us know your specific requirements, so that we can check resources and provide you with a price.

We offer a competitively-priced transport service from our regional sales & distribution centres. Our transport service is priced based upon the postcode location of your delivery / collection location. Typically, the closer your loction to one of our disrtibution centres, the cheaper your transport charge is likely to be, and vice versa.

We operate our own fleet of trucks, driven by our own drivers. As a result, we provide an accurate, reliable, friendly and professional service. We are also constantly investing in our fleet to ensure we can provide the most efficient service to our clients across the UK.

Standard charges apply if delivery and/or collection;

Requires a single vehicle only:

AND

Takes place between 8am and 5p Monday to Friday, excluding Bank Holidays and inner London;

AND

Is to / from a single location.

Any requirement that differs from the above - such as a weekend, bank holiday, inner London delivery, multiple vehicle requirements or non-single drop-offs and collections, for instance - will incur an additional cost. Please discuss this in advance of placing your order with one of our sales team members.

A signature must me obtained on both delivery AND collection. Failed delivery and collection attempts will be charged at current rates.

Once you have signed for your trailer, then it is your responsibility, as per our terms & conditions. Please always wear the correct safety eqiupment.

If you need any more help or asistance on this, please visit our FAQs below, or speak to one of our team members.

Q. Is there a charge for using your transport service? 

A. Yes, there is, in addition to the price you pay for your equipment hire. The price is normally determined by the postcode location where you require delivery and/or collection, in relation to our nearest reginal sales & distribution centre.

Q: Does VAT get charged on your transport fees?

A: Yes at the current prevailing rate of VAT.

Q: What do you mean by 'standard' delivery and collection?

A: Standard delivery and collection means a single vehicle, delivering to and from a single point, Monday to Friday (excluding  bank holidays), between the hours of 8am - 5pm. For deliveries and collections in inner London, the price is calculated on the postcode and estimated time to arrive.

Q: Can you give me any idea about the timeslot when I expect delivery?

A: If you want an idea of when delivery and/or collection will take place, you can call us us the afternoon prior, and we will be able to give you an idea, based on the planned transport routings. Of course, this is always subject to change, due to traffic issues and other unforeseen problems.

Q: What about parking fines and road restrictions?

A: if you have made us aware of parking and road restrictions, then we are liable for parking fines. However, if you have not made us aware, then you will be liable to pay any parking and road restriction fines incurred.

Q: What should I do to prepare for the delivery?

A: Make sure that the area where we are unloading and positioning the trailer into is  easily accessible and free of debris. And likewise, the same applies when it comes to collection.

Our library of operating & safety guides is here as a resource for you to view, read & download where applicable.

Dishwashing Trailer

Fridge Trailer

Freezer Trailer

Ice-cream Bike

Terms & Conditions

Our Privacy Policy relates to Onsite Refrigeration Ltd (Registered No 11836742).

We are committed to ensuring and protecting your privacy at any time you are on our website or communicate electronically with our personnel.

Our Privacy Policy is contained below and provides a detailed explaination as to how we may use your personal information provided to us or any we collect through legal means.

Updates of our Privacy Policy and any changes made to our Privacy Policy on this page.

1. Information we collect from you

Data can be collected and processed when our website is in operation by you. The following are approved methods of collection:

1.1 If you register for information or complete an online quotation request. By filling out a form, we can collect the information provided.

1.2 Traffic data, weblogs, location data, and any other communication can be collected. These details come from your visit to our site and any resource tools you use while on the site.

1.3 Any communication on our website or to personnel allows us to collect information.

2. Use of cookies

2.1 Circumstances may arise when we may need to gather information about your computer to help provide appropriate services or products to you. The data gathered is solely statistical data, which may be shared with advertisers.

2.2 The facts collected about you are statistical only. No identifying information will be shared about our visitors and how they made use of our site. No personal details will ever be shared.

2.3 Cookies are used to collect general online usage by using a cookie file. If used, this cookie file is downloaded without prompting. It will be placed on your hard drive with information transferred to the hard drive allowing the cookies to be used for data collection. A cookie is used to improve any services / products or overall website characteristics we offer you.

2.4 Upon your first visit to our website, you will be asked to accept cookies from our website to continue using our website to its maximum effect. Any computer has the option to decline cookies. Your web browser options include an “enable” button to decline cookies. It is imperative that you understand that by declining cookies, you may be limiting your access to sections of our website.

2.5 If our advertisers use cookies, it will result from a click on their advertisement, and we do not have control over their cookies if used.

3. Use of your information

We can only use your personal information to send you marketing messages if we have either your consent or a ‘legitimate interest’. This is when we have a business or commercial reason to use your information. You can ask us to stop sending you marketing messages by contacting us at any time or by clicking on ‘unsubscribe’ at the bottom of any of our e-shots. We use third party software provider MailChimp to collect personal data such as your name and email address for this purpose only. Information stored and collected about you allows us to improve our services or products for you. Added to this parameter, and in line with current GDPR regulations, we may use your information for the following purposes:

3.1 Any commitment we make on a contracted basis.

3.2 If information is requested from our website concerning services or products offered, we may use your data. Products or services which may be of interest to you can also deem a communication from us, if permission has been granted.

3.3 Notification re-changes or improvements may be sent to you in regard to product or service changes that could affect our service to you.

3.4 Existing customers can be contacted on the topic of goods or services related to a previous sale, if we feel you might be interested in these additional topics.

3.5 Added use of your data may include permission for third parties to use your data. This permission would be granted by you in regard to unrelated products or services that may be in your interests. We or third parties can only contact you in regard to this information if consent has been provided for information collection.

3.6 Third party contact or communications from our website, as a new customer, is only made if you have granted us permission. These communications are only offered for information you consented to and no other unrelated information.

3.7 Data that you do not want us to use or third parties to use can be withheld, once consent has been given regarding our collection of your data. We will always provide you with an opportunity to decline communications and our or third party data usage.

3.8 Identifiable data, which could be used to disclose who you are, is never shared. We only provide statistical related data about our visitors to third parties like advertisers to ensure your privacy.

3.9. Please note that we have the ability to retain any data that you provide on this website, even if you do not complete your quote by clicking ‘Submit Enquiry’. Such contact details and data may be used to contact you to enquire why you did not complete your quote.

4. Storing your personal data

4.1 Outside of the European Economic Area are places for storing and processing data we collect from you. We may take advantage of these outside areas, allowing a staff to process data collected from you. These processors may work for our suppliers. The transfer of this data may include processing and completing your order on our site, such as utilising your payment information or offering support services. We take all reasonable processes to ensure your data is secure and in agreement with our Privacy Policy as outlined here.

4.2 Secured servers are used by our company to ensure proper data storage. Information on transactions is kept encrypted for safety measures.

4.3 Transmission of data on the internet can never be ultimately secure. We do not and cannot guarantee security of information collected electronically or transmitted; however, we take all necessary steps to provide the best security available. As a result of our inability to guarantee safety, you are submitting information to us at your own risk.

5. Disclosing your information

5.1 Personal information to third parties may be disclosed;

5.2 This disclosure occurs when we sell all or a section of our business or assets to a third party.

5.2.1 Personal information can be offered to any member of our company such as subsidiaries, holding companies and their subsidiaries only if deemed appropriate.

5.2.2 Legal requirements may mean a sharing of your information.

5.2.3 Lowering credit risk and fraud protection may result in information disclosure.

6. Third party links

Links might be discovered on our site that belong to third parties. We do not accept liability or responsibility for their privacy policies, based on our lack of control over these third party links.

7. Access to Information

The Data Protection Act 1998 was established to govern online electronic communications. The act gives you access to any data we have about you. To gain access to this information, a fee of £10 is needed. This fee allows us to process your request by covering our costs. Contact information is given below, which should be used to gain details about information we hold on you.

8. Contacting us

If you have any quiries, comments or requests in regard to our Privacy Policy, please call us on 07598 365 247 or email us at info@onsite-refrigeration.co.uk

Find below all of our company policies, which are here for you to view, read & download if required.

Anti Corruption & Bribery

Corporate Social Responsibility

Environmental Policy Statement

Equality & Diversity Policy

GDPR - General Data Protection Regulation

Health & Safety Policy Statement

Modern Slavery & Human Trafficking

Sustainability Policy

Quality & Service

Insurance Certificate

Check out our general FAQs about our company below, which will hopefully assist you. If you can’t find the answer you need, don’t hesitate to contact one of our sales team members.

Q: What experience do you have in this sector?

A: Our team has a wealth of experience in working in this sector, and we have the pleasure of working alongside some of the most prestigious national and international events across the UK each year. Onsite Refrigeration Ltd continues to operates across the UK in the live events sector inline with our family run amusment and entertainment business operating since the 1900's. Our connections, experience and knowledge provides our clients with a huge depth of offering, and unrivalled expertise.

Q: Who do you hire to?

A: We hire to the whole range of clients, from high-profile international events, through to private hires for members of the public. Whatever your requirements, we can help!

Q: What types of events do you supply?

A: Quite literally, almost anything and everything!

Q: Where are you based?

A: We have sales and distribution centres across the UK. This regional presence helps to ensure that you receive all the benefits of hiring with a national company, whilst enjoying a local service. It also enables us to minimise the carbon impact of our operations.

Q: Which areas do you service?

A: Our transport teams operate across the UK mainland.

Q: Do you ever sell your equipment?

A: No, we only hire equipment.

Q: How do you ensure the quality and cleanliness of your hire items?

A: Our equipment is regularly maintained in between hires. After all, regularly getting sent out for use at events means that dishwashers equipment gets scratches and fridges and freezers get dented, for example. We have our own in-house refurbishment facility, meaning that our equipment is sent to you in great condition.

Q: Do your powered items come with an operating guide?

A: All our powered items come with an operating and safety guide. You can even view and/or download this in advance if you so wish via our website.

Q: Are your powered appliances tested?

A: Yes, our electrical products are regularly PAT tested, ensuring that they are in good & safe working condition.

Q: Can I view items before hiring?

A: Our sales teams will welcome visits from customers, at a mutually convenient time, arranged in advance.

Q: Do you offer delivery and setup services?

A: Yes, we do, depending upon a number of factors such as the location, time of year and available resource. More information about this set-up service is available in this help centre.

Q: Can I put my company logo onto the front of your furniture when I hire it?

A: If you do decide to add your branding to an item, we would advise you to use a low tack vinyl or foamex board. Anything different to this could result in the item being damaged when the branding is removed, in which case you would be charged the replacement fee for the item. Please also ensure that your branding is removed prior to the item being returned to us, otherwise a branding removal fee may be charged.

Q: Can I speak to someone in person?

A: Of course! Our team is always happy to help. Why not visit our help centre first, as this provides you with a comprehensive resource and will answer most, if not all, of your questions. And, if not, simply give us a call.

Q: Are you on social media?

A: Yes, we are active on all the major social media channels, so do drop us a like, follow or comment at any time! Social media is also a great way to keep up to date with our news, and also get inspired from seeing what other clients have been up to!

Customer satisfaction is our #1 priority

This is achieved through adopting a robust quality control procedure which is followed by everyone across all our sales and distribution centres.

We have systems in place to ensure that items we dispatch from our distribution centres to our valued clients are the best they can possibly be.

Our trailers are regularly maintained, refurbished and repaired in our own in-house facility.

All electrical appliances are fully PAT tested by trained professionals prior to dispatch.

Our fleet of trucks is constantly being invested in to ensure efficiency and reliability.

Our coldroom shelivng is washed using energy efficient industrial washing equipment using water softeners for a perfect finish.

The relevant personnel undergo relevant & ongoing professional development training according to their area of responsibility within the organisation.

All equipment is quality checked and counted for accuracy prior to dispatch.

All our cutlery is hygienically packed and reliably counted prior to dispatch.

In short, we aim to get it right first time, every time. And, on the rare occasion that an issue arises (we are human, after all), we commit to handling this with efficiency and professionalism.

Our pricing structure is simple and transparent.

Equipment hire + Slight damage waiver fee* + Return dirty fee* + Refundable deposit + Transport* + VAT

*where applicable

Equipment Hire

1-3 Monday to Thursday

This is the minimum period for which you are able to hire our equipment. This 72-hour period is designed to provide you with a delivery day, the day of your event and collection the following day. 

 4-7 days (Week Rate)

When equipment is required for a slightly longer duration, between 4 and 7 days.

8-31 days (Month Rate)

When equipment is required for an extended period, between 8 and 30 days.

Long Term Hire

We offer preferential long term hire rates for requirements that exceed the above. Please contact one of our sales team members to discuss your specific requirements.

Slight Damage Waiver Fee

Our slight damage waiver fee applies to some of our items, and this covers you against standard wear and tear during your hire contract. On items where this applies, it is not optional. The fee is currently 2.5% of the value of the item’s hire price. Please note that this does not cover you against loss or irreparable damage.

Return Dirty Fee

On certain items such as tableware, for instance, you are able to choose to return your items in an unwashed condition. For this, we will charge you the return dirty fee, which is currently 20% of the value of the item’s hire price.

Refundable Deposit

Based on the value of your equipment hire, if you do not have a trade account with us, you need to pay a refundable deposit. This is to ensure that you return the equipment in the same quantity and condition that you received it. The value of the refundable deposit increases incrementally as the value of your hire equipment increases.  You will see the refundable deposit value at the point of checkout.

Transport

We operate a competitively-priced nationwide transport service, the cost of which is dependent upon the postcode of your delivery / collection location. 

If you need any more help or assistance on this, please visit our FAQs below, or speak to one of our team members.

Q. How does your pricing work?

A. Our pricing is based on the length of time you need the equipment for. We offer our 1-3 Day Monday AM to Thursday AM Rate, Week Rate (4-7 days) Monday AM to Monday AM and Month Rate (8-31 days). Long term hire is available upon request.

Q: Is there a minimum hire period?

A: Yes, our minimum hire period is 1-3 days Monday AM to Thursday AM.

Q: What about a Friday to Monday hire, over a weekend?

A: Weekends (including bank holiday weekends) are charged at the 1-3 Day Friday AM to Monday AM Rate. The same is true for longer periods such as Christmas, for example, where we are closed for a longer period. If we are not open, then you would still be charged the 1-3 Day Rate.

Q: What about an additional 1 day hire?

A: If you require an additional 1 days hire, the extra day rate will be calculted based on your block hire divided by the days. For example: if you want to hire from Thursday to Monday, the extra day charge for the Thursday will be the Weekend hire rate (3 days, Friday AM to Monday AM)  e.g £250 / 3 = £83. Therefore the additional 1 day hire is £83. For an 8 day hire the rate will be our full week rate (£350 / 7 = £50 for the extra day.

Q: Are there any additional fees I should be aware of?

A: There are some extras which apply to certain items, such as our slight damage waiver on furniture, and our optional return dirty service on tableware and catering equipment, for instance. All of these extras are clearly displayed as you move through the ordering process.

Q: What is the ‘slight damage waiver’?

A: We charge a slight damage waiver fee, which means that if your hire equipment gets damaged due to normal wear and tear, you won’t be liable for the replacement cost. It is currently set at 2.5% of the value of the hire equipment. Please note that this does NOT override any replacement costs that you would be liable for should you break the hire equipment beyond repair.

Q: What is the ‘return dirty fee’?

A: The return dirty fee is an optional extra that you can add on to your order, enabling you to return your items dirty, such as our dishwashing trailer and/or refrigerated trailers, for instance. This is particularly useful if you don’t have access to washing up facilities on site, or simply want to save yourself a job! This is currently set at between 10% & 20% of the value of the hire depending on the equipment.

Q: Do I have to pay a deposit?

A: Yes, for non-trade account customers, a refundable deposit is always payable, depending upon the value of the equipment hire that you have selected. Assuming everything is returned to us in the same quantity and condition that you received it, then this deposit payment is returned to the original source of the funds, at the end of the hire period.

Q: Do you offer charity discounts?

A: We have worked with many charities over the years and, whilst we don’t guarantee discounts to charities, our sales team will consider requests and will help if at all possible, depending upon the time of year, stock availability and other factors.

Q: Can I pay cash to avoid paying VAT?

A: No. VAT at the prevailing rate of 20% is payable on all orders. Even if you are based outside the UK and coming to an event within the UK, you will still need to pay VAT. This is because we provide a UK-based service. This is in line with HMRC guidelines.

Q: Do you offer any packages or discounts for large orders?

A: For large quantity orders, please speak to a member of our sales team.

Trade account customers: Place your order via email or over the phone directly with your account manager or with one of our sales team members.

Non-trade account customers: Place your order via email, or over the phone with one of our sales team members if you need additional help.

Whatever equipment you need, it is important to place your order as far in advance as possible, especially if you need it for the peak event seasons of the Summer and Christmas. If you leave it until the last minute, you run the risk of either the equipment not being available, or transport slots being fully booked.

If you are ordering well in advance, we are flexible enough to work with you should there be any alterations or last minute minor changes to your order. Additions are welcomed based on availability. Small deletions prior to delivery can also usually be accommodated. We do reserve the right to charge a premium for orders received less than 7 days prior to an event.

If you need any more help or assistance on this, please visit our FAQs below, or speak to one of our team members.

Q: How do I place an order?

A: via email is the most convenient and secure way of placing an order for non-trade account customers.

Q. How far in advance do I need to place my order?

A. Please order as early as possible in advance of your event, especially for the busy Summer and Christmas periods. We reserve the right to add a premium for orders received less than 7 days prior to any event.

Q: Do you have a minimum order value?

A: No, we do not have a minimum order value

Changes & Cancellations

We understand that sometimes, plans change due to unforeseen circumstances, and so it’s important that read our changes & cancellations information below.

We operate a transparent cancellation policy for non-trade account customers, in line with our Terms & Conditions.

Please ensure, therefore, that you have read and understood our Terms & Conditions prior to placing your order.

All cancellations must be confirmed in writing. In the event of a cancellation, the following charges will apply.

30 days or more prior to delivery – You are liable for a minimum 0% cancellation fee.

Up to 30 days prior to delivery – You are liable to pay 50% of the total hire cost.

Up to 14 days prior to delivery – You are liable to pay 100% of the total hire cost.

If you need any more help or assistance on this, please visit our FAQs below, or speak to one of our team members.

Q: Can I make changes to my order after it has been placed?

A. Additions are welcome, based on availability. Small deletions prior to delivery can also usually be accommodated.

Q: Is there a deadline for making changes to my order?

A: Officially, no – we’ll always do our best to accommodate small changes in the lead up to your event. However, bear in mind that during peak season, this is not always possible, due to high demand.

Q: How do I cancel my order?

A: You must inform us of your cancellation in writing – you can do this by emailing the sales team member you have been liaising with, or by sending your message via the e-form on our contact page.

Q: How will I know if my order change or cancellation has been processed?

A: We will confirm your cancellation by email, along with next-step instructions.

Q: Can I postpone my order instead of cancelling?

A: Please speak to one of our sales team members about this.

For non-trade account customers, payment is required in full to secure your order. Your items cannot be reserved for any period of time.

30-day trade accounts can sometimes be established for B2B clients who have a trading history with us, and upon satisfying other requirements.

We accept all major credit / debit cards, or electronic bank transfer.

You can place your order via email and we will send you an invoice with a secure checkout process, or – if you prefer – one of our sales team members can send you a payment link together with your quotation.

If you make payment by electronic bank transfer, please use your invoice number as the payment reference.

If you need any more help or assistance on this, please visit our FAQs below, or speak to one of our team members.

Q: When is payment required?

A: For non-trade account customers, payment in full is required to secure your order.

Q. What payment methods do you accept?

A: We accept payments by card or bank transfer only. We do not accept payment by cheque.

Q: What cards do you accept?

A: We accept all major credit and debit cards including Paypal.

Q: How do I make payment online?

A: Simply use our secure online invoice payment system, which will walk you through the steps.

Q: How do I make payment by bank transfer?

A: You’ll find our bank details on your invoice. Please use your hire invoice number as a reference on the payment.

Q: Can you send me a link to make payment?

A: Yes, this is something we can do.

Q: Do you offer trade accounts?

A: Yes, we can offer trade account terms to large, repeat B2B clients. Please speak to one of our sales team about this.

When you sign for your equipment hire upon delivery to your venue, then you are responsible for it, and this responsibility lasts until you self-return the items, or we pick them up from you.

We understand that loss & damage can occur.  For example the odd scuffs and dents can occur and smaller issues such as rips or tears in the door seals.

Your responsibility is to return all the items you received in the same quantity, the same condition and in the same way that it arrived in. Any lost or damaged items should be identified by you at the point of return. Once the trailer arrives back with us, an additional check is carried out, at which point we also notify you of any losses or damages.

You are liable to pay the replacement fee for any equipment that has been lost or damaged during the hire period. Each item has a replacement value, which is outlined on your hire contract that you sign. You will be notified of final replacement costs once your order is off-hired.

For non-trade account customers, any losses or damages will be deducted from your refundable deposit. If the total replacement value of the lost or damaged items exceeds the value of your refundable deposit, then we reserve the right to collect any outstanding fees from you.

If you need any more help or assistance on this, please visit our FAQs below, or speak to one of our team members.

Q: What should I do if I notice that an item is damaged or missing upon delivery?

A. You should immediately notify our driver of any issues, upon delivery.

Q: What happens if an item gets damaged during my event?

A: Once you sign the delivery note, the trailer and equipment is your responsibility. Therefore, if an item gets damaged during your event, then you will be liable to pay the item repair or replacement fee.

Q: What is the item replacement value?

A: This depends upon the item in question. The value will be outlined on the pro-forma invoice / hire contract you receive prior to your rental period.

Q: Can I repair a damaged item myself to avoid fees?

A: No, you should not attempt to repair items yourself.

Q: What should I do if I lose an item?

A: Upon collection, our driver will check the equipment anyway, but please do notify them of any losses. We also do a count back when the equipment arrives back at our distribution centres, and inform you of the losses that need to be paid for.

Q: Is there any way to protect myself against charges for lost or damaged items?

A: We do offer our slight damage waiver, which protects you against standard wear and tear, but this does not cover you against loss or damage. The key is, therefore, to look after the equipment whilst it is your responsibility.

Q: If I do need to pay an item replacement fee, how is this charged?

A: For non-trade account customers, this is usually deducted from your refundable deposit, and the balance then returned to you.

Q: Can I dispute a charge for a lost or damaged item?

A: If you feel that you are being incorrectly charged, then please speak to a member of our sales team.

After use, items such as dishwashing equipment and  others need to be returned to us in the same clean condition that they arrived with you. We realise, however, that sometimes there are no facilities on site, or you simply want to save yourself a job! If this is the case, then we can take care of your washing up and cleaning for you.

If you want to use this service, simply let us know. The cost of this service depends on the equipment hired, for example, the cleaning cost for our dishwashing trailer is 20% of the vaule of the hire. Refrigerated/freezer trailers is 10% of the valie of the hire.

If you need any more help or assistance on this, please visit our FAQs below, or speak to one of our team members.

Q: What do you mean by return-dirty service?

A: This is a service we offer for certain products, whereby you can return them to us in an unwashed condition, and we will charge you a cleaning fee for doing so.

Q: What is the charge for the return-dirty service?

A: This is currently between 10% and 20% of the value of the equipment that requires cleaning.

Q: Can I decide to use the return-dirty service after the event?

A: No, this is something that you need to select in advance.