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Event & Hire Terms and Conditions

Last Updated: June 2026

PURPOSE

These Terms and Conditions govern the hire of turf, furniture, containers, event equipment and related services supplied by Pro Expo.

1. DEFINITIONS

Hirer means the person, company, organisation, venue, planner, coordinator, contractor or representative hiring goods or services from the Supplier.

Supplier means Innobitions T/A PRO EXPO, its employees, subcontractors and authorised representatives.

Equipment means all turf, furniture, containers, décor, event equipment, structures, flooring, staging, accessories and related items supplied by the Supplier.

2. QUOTATIONS AND CONFIRMATION

All quotations are subject to availability. Quotations may be amended should quantities, specifications, access requirements, site conditions, timing or scope of work change.

No booking shall be deemed confirmed until:

  • A quotation has been accepted;
  • Written confirmation has been received;
  • Required documentation has been completed;
  • Required deposits or payments have been received.

3. PAYMENT TERMS

  • A 70% deposit is required unless otherwise stipulated. Full payment must be received prior to delivery, installation or collection unless otherwise agreed in writing.
  • Late payments may result in delays, suspension of services, cancellation of bookings, additional charges and interest on overdue accounts.
  • Deposits are subject to Clause 13.

4. DELIVERY, COLLECTION AND ACCESS

The Hirer shall ensure safe and unrestricted access. Delays caused by access restrictions, venue limitations, inaccurate information, waiting time or third parties may result in additional charges.

5. LOSS, DAMAGE, WEATHER PROTECTION AND CLIENT RESPONSIBILITY

The Hirer assumes responsibility for all hired items from delivery until collection. Loss, theft, damage, misuse, vandalism, weather damage and excessive dirt shall be charged at repair or replacement value.

Furniture and equipment must be protected from rain, water, excessive sunlight, damp conditions, coastal spray and other damaging environmental conditions.

6. SITE INFORMATION AND RESPONSIBILITY

Accurate measurements, access details, venue restrictions, contact information and operational requirements must be provided by the Hirer. Additional costs arising from incorrect information shall be for the Hirer’s account.

7. TURF CUTTING, ALTERATIONS AND WASTAGE

All cutting, shaping, trimming and custom installation requirements must be disclosed during the quotation stage. Undisclosed cutting requirements may incur additional labour, transport, material and wastage charges.

8. INSTALLATION SEQUENCE

Turf should be installed before tents, structures, staging, flooring and trussing. Additional costs arising from incorrect installation sequencing shall be chargeable.

9. ADDITIONAL ITEMS, EXTRAS AND ON-SITE REQUESTS

Any additional items, services, labour, transport, overtime, call-outs or changes requested after confirmation or on-site shall incur additional charges.

10. LATE CONFIRMATIONS, RUSH ORDERS AND EXPEDITED COSTS

Late confirmations may result in rush fees, overtime, expedited transport, premium-priced materials, emergency supplier sourcing and additional staffing costs. These costs shall be passed on to the Hirer.

11. OUT-OF-HOURS CHARGES

Standard working hours are Monday to Friday, 07:30–16:30. Work outside these hours, including weekends and public holidays, may attract additional charges.

12. USE OF HIRED ITEMS

The Hirer shall use items only for their intended purpose and shall not alter, modify, paint, drill, glue or transfer equipment without written approval.

13. CANCELLATION, POSTPONEMENT AND DATE CHANGES

  • More than 30 days before the event: Any reasonable costs already incurred by Pro Expo remain payable.
  • 14–30 days before the event: Deposit forfeited.
  • Less than 14 days before the event: 100% of the quoted value payable.
  • Custom-manufactured, branded, printed, prepared, packed, loaded, reserved or specially sourced items remain fully chargeable regardless of cancellation date.
  • Weather conditions do not qualify for penalty-free cancellation.

14. LIABILITY AND INSURANCE

The Supplier accepts no liability for injury, property damage, financial loss or consequential loss arising from the use of hired items. Appropriate insurance is recommended.

15. FORCE MAJEURE

The Supplier shall not be liable for delays or non-performance resulting from circumstances beyond its reasonable control.

16. GOVERNING LAW

These Terms and Conditions shall be governed by the laws of the Republic of South Africa.

17. ACCEPTANCE OF TERMS AND CONDITIONS

These Terms and Conditions form part of every quotation, invoice, proposal, purchase order, booking and agreement issued by the Supplier.

Acceptance occurs upon:

  • Acceptance of a quotation;
  • Issuing a purchase order;
  • Written confirmation;
  • Instructing Pro Expo to proceed;
  • Making any payment.

No separate signature or acknowledgement is required.

18. WEBSITE REFERENCE

These Terms and Conditions form part of every quotation, invoice, purchase order, booking and agreement issued by Innobitions T/A Pro Expo and are available on the Pro Expo website.