Use & Care Instructions
Just a friendly reminder!
Below are the use and care instructions for the equipment you will be hiring from us. It is imperative that you read the below carefully and ensure that our equipment is used and cared for in line with the below instructions to avoid any damage.
It is your responsibility to ensure the items are packed and stacked where they were delivered, ready for our team to collect. If there are any missing/damaged items or if our team has to spend additional time searching the venue for items, your card will be charged or the amount will be deducted from your bond for these items/additional labour. Our team will deliver/collect your items to 1 x location. If you specifically require items to be dispersed across multiple areas please advise your AM as there may be additional charges.
We recommend you pass this information onto the caterer (if applicable) so they know how to clean items following service on the night on your behalf.
Our catering equipment is provided in set quantities and box sizes – this assists us to maintain the hygienic standards required to provide you with a good quality and clean product. Because of this you may, in some cases, receive more items than you have ordered. The boxes are clearly labelled with the style and number of each item that should be inside so please keep this in mind when packing away after your event.
GLASSWARE
Empty all liquid out of the glasses and place back into the boxes FACEUP so that no excess liquid drains into the bottom of the box.
PLATES
Scrape, rinse and dry all plates and place back into their correct boxes.
CUTLERY
Rinse and dry all cutlery and place back into the boxes provided (if it is not dried rust marks will appear on the cutlery).
OTHER CATERING EQUIPMENT
Any catering equipment including tongs, trays etc to be cleaned and packed back into their original boxes and packaging.
Please note that failure to return catering equipment in the above conditions or at all (including cracked, broken or chipped items) will incur breakage/replacements fees – if you would like specific replacement/breakage fees for the items you have hired please don’t hesitate to let us know and we can send this information through to you.
***If you have hired tables from us please ensure that all crates of catering items are not left on the tables, these crates can be sometimes heavy and is likely that the weight could damage the tops.***
MATTE CUTLERY RANGE
Below are the instructions for the return and care of our Matte range of cutlery (gold, champagne gold, rose gold or black). We recommend you pass this information onto your caterer so they are aware of the care instructions.
- All cutlery is provided in the individual pockets rolled up in lots of 10 – this avoids them rubbing on each other and scratching.
- When collecting and handling the cutlery after service, place them all in the sink and handle with care – rubbing onto each other and when they get all stuck together does result in scratching and ruining the cutlery.
- Warm soapy water only and no abrasive scrubbers just a soft cloth – microfiber cloth is best for drying.
- Do not put the cutlery through the dishwasher.
- Do not leave the cutlery wet as this will produce water marks that will render the cutlery useless.
- Place all cutlery back into individual pockets – we are not fussy about them being in order as long as they are in a pocket so they are protected from scratching.
The replacement cost per piece of the matte cutlery range is $7 – $10 depending on the piece. The replacement fee will be charged on all non-returned pieces but also on pieces that are deemed to be excessively damaged due to not following above instructions.
If you have chosen to hire the matte cutlery it is highly recommended you speak with your caterer directly about this as they may not have allocated enough staff to clean the cutlery following service.
If you can please ensure that the below is kept in mind when handling our linen
100% LINEN NAPKINS
- All napkins are to be returned dry in the purple bags provided
- Please ensure any knotting is unknotted prior to return – failure to do so will incur an additional labour charge to unknot them prior to cleaning
- If there is any damage to the napkins or a significant number are missing on return please advise us asap so we can assess the damage
- Any tears, burn marks or candle wax will result in the replacement cost for the napkin being charged
- If we cannot remove significant food or drink stains such as red wine or red sauce a replacement cost will be charged
WEAVE KING CLOTHS
- All cloths are to be returned dry and folded in the purple bags provided. Cloths CANNOT be packed away wet or they will grow mould and the replacement cost will be charged
- If there is any damage to the cloths please advise us asap so we can assess the damage
- Any tears, burn marks or candle wax will result in the replacement cost for the cloth being charged- candles should be displayed in enclosed votives to ensure wax does not drop onto the cloths
- If we cannot remove significant food or drink stains such as red wine or red sauce a replacement cost will be charged
- A $200 replacement cost per cloth will be charged if any of the above occurs to individual cloths
(Including all Timber, Bamboo, Rattan and Lounge Ranges)
It is your responsibility to protect all items from the elements including, but not limited to, rain, hail and high winds, plus keep the items secure from the time of pick up, delivery, use, storage or waiting period before collection or return of the hire items to South Coast Party Hire.
All outside events must have enough cover in close proximity (no more than 10 meters) from where the hire items are displayed in case of bad weather. The shelter must have room for all hire items and guests. Please note that upon collection of your items if any furniture has been left outside your bond will be void, there may be additional charges to cover for wet weather damage, cleaning or replacement costs.
We also ask that you keep in mind that following are considered to be incidences where the cost to repair, clean or replace will be deducted from your bond
- Cigarette burns or excess smell of smoke
- Red wine spillages
- Oil stains
- Damage due to hire items being exposed to the elements (rain, wind etc)
(Pine, Vintage, Whitewash & Inkwash Tables)
Just a few things to note regarding our range of timber trestle tables as they are very easily damaged so we just want to ensure they are handled properly.
- Please ensure the tables do not get wet in the rain as they are timber this will ruin them so they do need to stay dry
- On delivery our crew will leave the tables and legs stacked up for you to setup. Please handle the tables with extreme care and use two people to lift each table top to avoid damage.
- Do not drag or drop the corners of the table tops or slide the table tops along each other
- Please ensure all cake, food and liquid is cleaned off the tables prior to collection
- On completion of your event if the tables are in a safe and dry place inside the venue please DO NOT pack the tables down – leave them setup. The reason we ask this is that most damage to the tables is done on the pack down of the event so for this reason we ask you to leave them setup and we will collect them from this position.
- Please do not leave any heavy items on the tables as this can damage/bend the tops. For example crates of crockery/glassware/cutlery.
Please ensure all chairs are stacked up as they were left by our team. If you have hired timber chairs (bentwood, wooden folding, cross back chairs) these chairs CANNOT be left outside in the weather to get wet so they must be kept indoors at all times.
(1mW Extra Wide, 2.4m Trestle, 1.8mL Trestle, 1.8mR Table)
Please ensure tables are folded down and stacked as they were when delivered by our crew.
(Including Milan & Lille ranges)
Our Milan and Lille range of lounges, when the white or black covers are selected, are an outdoor option. This means they are weather resistant and can withstand the weather. Our suggestion is always that at the very least, the cushions are stored indoors as once wet they do take some time to dry out so if they get wet prior to your event they may not be usable for the event itself if they haven’t dried out in time.
It is also worth mentioning leaving them outside overnight does leave the cushions vulnerable to wildlife interfering with the cushions so this is another great reason to store indoors!
If the cushions are wet do not stack the cushions on top of one another wet or they may get moldy, leave them on the lounges setup and they will dry out over time.
We also ask that you keep in mind that following are considered to be incidences where the cost to repair, clean or replace will be deducted from your bond
- Cigarette burns or excess smell of smoke
- Red wine spillages
- Oil stains
- Soiled cushions from animals interacting with the furniture
(Market, Scalloped, Stripped & Rafia)
Please note that the umbrellas are not built to withstand strong winds or weather conditions. Please close umbrellas down should you experience high winds.
In the event that the umbrellas get wet from rain or condensation please ensure the umbrella is fully dry prior to placing it back in its purpose built bag. This will avoid mould and damage to the umbrella which may result in additional charges being incurred.
Please ensure the heater is placed on a firm and level surface. It’s important to keep the area around your gas heater well-ventilated and out of the wind (1m away from any walls).
All timber flooring provided by South Coast Party Hire including the outdoor timber dance floor or integrated timber floor has a lacquered finish. Because of this it does get slippery if it becomes wet so if there is rain prior to the wedding or the flooring gets wet please ensure it is wiped down prior to guests walking or dancing on the floor.
Please ensure any gas/electrical catering equipment (ovens, urns, deep fryers) has any leftover food/liquids removed.
Please ensure the area that the coolroom is placed is a flat, level surface that a vehicle can easily drive in and out to access. We ask that you don’t adjust any of the settings or touch the controls.
- Plug the coolroom in and it will begin cooling down.
- Allow approximately 1-2 hours for the coolroom to reach temperature
- The coolroom is required to be completely empty prior to pickup
Please ensure all cushions are dry before placing them back into the linen bag provided, and rugs are completely dry before rolling them up. Our hire includes standard cleaning, not stain removal. If the items are damaged and cannot be repaired or returned to their original hire condition, you will be charged the full replacement value of the item.
Our rugs and cushions cannot be left out in the rain or weather overnight. Please ensure they are bought in and protected from the weather.
The following are considered to be incidences where the cost to repair, clean or replace these items will be deducted from the bond
- Cigarette burns or excess smell of smoke
- Red wine spillages
- Oil stains
- Damage due to hire items being exposed to the elements (rain, wind etc)
Any lights which are installed by you must be dismantled and left with all other items in their original crates. They must be removed from their location and placed back on the reel ready for our team to collect.
FESTOON LIGHTING – SELF INSTALL OPTION
Please ensure when you dismantle the lights that all the globes go back into the original boxes they were delivered in and the festoon string is rolled up on the reel as it was left for you.
FAIRY LIGHTS – SELF INSTALL OPTION
Each reel of Fairy Lights will have one power lead attached. To rewind a fairy light trade reel please start with a female end against the inner core and wind all the sections leaving the power lead for testing on the outer of the reel.
POLES
To install the poles you need to hammer (mallet recommended) the star picket into the ground then place the steel pole over the picket, ensuring the small holes to cable tie the light string to the pole is at the top. Please note you will need to provide your own cable ties.
DIMMER
To operate the dimmer:
- Plug the extension lead into the power
- Plug all lights directly into the dimmer
- Turn the dimmer on
- Use the dimmer sliders for each light string to alter the light level
Please note you will only need to set 1 light up as a transmitter
TRANSMITTER
- Turn power switch on
- Press Menu button Until S-tr appears
- Press up or down arrows until dtCH Appears
- Press Enter twice
- Press up or down arrows until dt 1 appears
- Press menu
- Select Program by pressing the menu button
- C – Colour Options (1-15)
- P – Party Programming (1-4)
- S – Speed of the Party Programming (1-100)
- U – User Custom Colour Select
- Use arrows to select programming then press enter to activate
RECEIVER
- Turn power switch on
- Press Menu button Until S-tr appears
- Press up or down arrows until drCH Appears
- Press Enter twice
- Press up or down arrows until dr 1 appears
- Press menu until 10CH appears
- The Lights should now be synced and will follow the programming set to the Transmitting Light
Please refer above instruction video below for troubleshooting information
INSTRUCTIONS
- Plug in and turn on at power source
- Turn on the amplifier
- Check your microphone
- Adjust volume (if needed)
Wireless Mic Range: 5 metres
Bluetooth Range: 10 metres
Battery Power: Up to 5 hours
INSTRUCTIONS
- Turn the master output volume down
- Turn the PA on at the back with the switch in the bottom left hand corner. There is no need to touch any of the channels or settings. (BATT = Speaker Battery & AC = Use when plugged in to charge)
- Turn the microphone on, slide power button up at the side of the microphone – green light power on.
- Use the volume on the back to adjust the sound when using the microphone.
- Please turn both microphones and the PA system off once you have finished using it.
Please ensure that the placemats are dry before placing them back into the bag provided.
Here are the instructions for the installation of the bamboo arbour
- Hammer the 4 stakes into the ground in a square formation approx 2m apart from each other
- Place the four thicker bamboo posts over the top of the stakes
- Cable tie the smaller bamboo posts onto each end of the upright
- There are two pieces of long material – drape them over the top (one at the back and one at the front) and then wrap around the base of the upright poles
If you could ensure all the walls on the marquee are closed and secured overnight. If a big wind was to come up and the walls are not secured it could rip walls off the marquee.
INSTRUCTIONS
With our walls, to curtain them to the side all you need to do is:
- Unlace the walls from the inside
- Remove the bottom wall bar by removing the clips on each end (place the clips back onto the marquee). Slide out the pole and place it out of the way so no-one trips on it (please place it somewhere we can access it on collection of the structure)
- Slide the walls to the side.
In the process of removing walls etc if you remove a pin from any bar at all it is important that this is replaced as soon as possible as the marquee is no longer complete without it and each piece plays an integral part in the safety of the marquee.
SAFETY
For the safety of yourself and guests please do not under any circumstances remove the diagonal brace bars on the marquee. They are required to maintain the structural integrity of the marquee and if removed could result in the marquee no longer being stable.
- PLEASE NOTE WE DO NOT ALLOW CONFETTI MACHINES INSIDE THE MARQUEE AS THE CONFETTI WILL PERMANENTLY STAIN THE MARQUEE WALLS AND ROOF
- PLEASE ALSO TAKE EXTREME CARE WHEN CUTTING CABLE TIES AND OTHER ITEMS THAT YOU MAY HAVE INSTALLED IN THE MARQUEE AS YOU CAN CUT OR RUIN THE VINYL AND ADDITIONAL CHARGES WILL BE INCURRED FOR DAMAGE TO THE VINYL
On occasion in the Autumn months (generally between March – May) where we have cold nights and warm days there can be rare circumstances where the marquee will form condensation on the inside overnight due to the weather condition. Please be mindful of this as it can drip onto already set tables should this occur.
If you could ensure all the walls on the marquee are closed and secured overnight. If a big wind was to come up and the walls are not secured it could rip walls off the Pagoda.
INSTRUCTIONS
With our walls to curtain them to the side all you need to do is:
- Remove the bottom wall bar by removing the clips on each end (place the clips back onto the marquee and put the bar in a safe place so it is available for collection).
- Release the velcro and slide the walls to the side.
Please do not release the tension on this ratchet strap on each corner of the Pagoda as it holds the roof in place.