Every Expo Hire order includes a free Minor Damage Waiver. Accidental breakages and minor wear are written off at no charge. No claim form, no excess.
The Minor Damage Waiver covers accidental damage within normal event use. That includes:
Return items as normal after the event. The depot team checks them on arrival and writes off anything that falls within the waiver scope. You do not need to report minor damage before or after the event, note it on the collection paperwork, or contact the team unless you want to.
The waiver applies to accidental minor damage. It does not apply to:
For anything outside the waiver, the depot team assesses the item and contacts you before raising a charge. That assessment takes place within 48 hours of collection in most cases. Charges for excluded damage are based on repair or replacement cost — not an arbitrary penalty rate.
Most event hire companies charge a damage waiver or protection fee as a percentage of the order total. The typical rate is 2 to 3%. That charge appears on every invoice regardless of whether a single item is damaged.
| Order value | Expo Hire waiver charge | Competitor at 2% | Competitor at 3% |
|---|---|---|---|
| £500 | £0 | £10 | £15 |
| £1,000 | £0 | £20 | £30 |
| £2,500 | £0 | £50 | £75 |
| £5,000 | £0 | £100 | £150 |
For a client running 10 orders per year at an average of £1,500 each, the difference is £300 to £450 annually — paid to a supplier for cover that may never be needed.
Including the waiver at no charge also keeps quoting clean. There is no second line item to explain, no percentage to add to comparisons, and no ambiguity about the total cost before you confirm the order.
Damage at events is not caused by carelessness. It is a predictable result of the conditions: hundreds of guests in a confined space, catering staff working fast under time pressure, furniture moved repeatedly during setup and breakdown, glassware cleared in bulk at the end of service. A dropped wine glass at a 300-cover dinner is not negligence — it is normal.
The minor damage waiver exists because holding clients financially responsible for every glass broken at a live event creates a bad working relationship and generates billing disputes that neither party wants. Most hire companies know this, which is why they offer a waiver — they simply charge for it.
Event agencies and professional caterers running multiple bookings per year save the most from a free waiver. A catering company placing 20 orders per year at an average of £800 per order would pay £320 to £480 in waiver fees annually with a competitor charging 2 to 3%. Over three years, that is £960 to £1,440 — for cover they may use once, or never.
The waiver also reduces the administrative friction of running regular accounts. There is no waiver line to query on invoices, no percentage to negotiate at account setup, and no discussion to have with a client about why the hire total is higher than the sum of item and carriage costs.
Not for minor accidental damage. Return items at collection as normal. If something has been significantly damaged — a broken chair frame, cracked equipment — it helps to mention it when you contact us or at collection, so the depot team knows what to expect. It does not change the outcome for covered damage.
Items are checked on return by the depot team. Minor surface damage, broken glassware and crockery, and general wear from event use are written off under the waiver. Items with structural damage or that require full replacement are assessed separately, and you are contacted before any charge is raised.
Check all items on delivery and note any pre-existing damage on the delivery paperwork or contact us the same day. This protects you from any charge for damage that was present before your hire period started.
Items are the responsibility of Expo Hire during transit. Damage caused during delivery or collection by the driver is not chargeable to you regardless of the waiver.
No. The Minor Damage Waiver is a commercial arrangement between you and Expo Hire — it is not an insurance product. It covers accidental minor damage within the scope described above. It does not cover loss, theft, or deliberate damage.