Equipment Hire Terms and Conditions
Last Updated: June 2026
1. Introduction
These Terms and Conditions govern the hire of turf, furniture, containers, décor, event equipment, structures and related services supplied by Pro Expo.
2. Definitions
Hirer means any person, company, organisation, venue, planner, coordinator, contractor or representative engaging Pro Expo.
Supplier means Innobitions (Pty) Ltd t/a Pro Expo.
Equipment means all turf, furniture, containers, décor, event equipment, structures, flooring, staging, accessories and related items supplied by Pro Expo.
3. Quotations and Confirmation
All quotations are subject to availability.
A booking is confirmed only once:
- A quotation has been accepted;
- Written confirmation has been received;
- Required documentation has been completed; and
- Required deposits or payments have been received.
4. Payment Terms
- A 70% deposit may be required unless otherwise stated.
- Full payment must be received prior to delivery, installation or collection unless otherwise agreed in writing.
- Late payments may result in suspension of services, cancellation of bookings, interest charges and recovery costs.
5. Delivery, Collection and Access
The Hirer must provide safe and unrestricted access to the site.
Additional costs resulting from:
- Access restrictions
- Delays
- Waiting time
- Venue limitations
- Incorrect information
shall be payable by the Hirer.
6. Responsibility for Equipment
The Hirer assumes responsibility for all hired items from delivery until collection.
The Hirer shall be liable for:
- Loss
- Theft
- Damage
- Misuse
- Vandalism
- Excessive dirt
- Weather-related damage
Repair or replacement costs may be charged accordingly.
7. Site Information
The Hirer must provide accurate:
- Measurements
- Access details
- Venue requirements
- Contact information
- Operational requirements
Any additional costs arising from inaccurate information shall be for the Hirer’s account.
8. Installation Requirements
Where applicable, turf should be installed before tents, staging, flooring, trussing or structures.
Additional labour or corrective work resulting from sequencing issues may incur additional charges.
9. Additional Services
Any additional items, labour, transport, overtime, call-outs or variations requested after confirmation may incur additional charges.
10. Rush Orders
Late confirmations or urgent requirements may attract additional costs, including expedited transport, overtime, emergency sourcing and additional staffing.
11. Out-of-Hours Work
Standard operating hours are Monday to Friday, 07:30 to 16:30.
Work performed outside these hours, including weekends and public holidays, may incur additional charges.
12. Use of Equipment
Equipment must be used only for its intended purpose.
No equipment may be altered, painted, drilled, glued, modified or transferred without prior written approval.
13. Cancellations and Postponements
More than 30 days before the event:
Reasonable costs already incurred remain payable.
14–30 days before the event:
Any deposit paid may be forfeited.
Less than 14 days before the event:
Up to 100% of the quoted value may become payable.
Custom-manufactured, branded, printed, prepared, packed, loaded, reserved or specially sourced items remain chargeable regardless of cancellation date.
Weather conditions do not automatically qualify for penalty-free cancellation.
14. Liability
To the fullest extent permitted by law, Pro Expo shall not be liable for indirect, consequential or special damages arising from the use of hired items.
Nothing in these Terms excludes liability that cannot legally be excluded under South African law.
15. Insurance
The Hirer is responsible for obtaining any insurance considered necessary for hired equipment, events, property and attendees.
16. Force Majeure
Pro Expo shall not be liable for delays or failure to perform resulting from circumstances beyond its reasonable control, including but not limited to severe weather, natural disasters, labour disputes, government restrictions or supply chain disruptions.
17. Governing Law
These Terms shall be governed by the laws of the Republic of South Africa.
18. Acceptance
These Terms form part of every quotation, invoice, proposal, purchase order and agreement issued by Pro Expo.
Acceptance occurs when the Hirer:
- Accepts a quotation;
- Issues a purchase order;
- Provides written confirmation;
- Instructs Pro Expo to proceed; or
- Makes any payment.
No separate signature shall be required.
19. Contact Information
Pro Expo
Innobitions (Pty) Ltd
Registration Number: 2013/039926/07
VAT Number: 4630276147
Website: www.peg24.com
Email: info@peg24.com