Terms & Conditions
Custom Events Terms & Conditions

1. All quotations are valid for 7 (seven) days only.

2. All tender quotations are valid for 60 (sixty) days

3. By signing the quotation the client / hirer acknowledges that he / she accepts the standard terms and conditions of Custom Events.

4. Equipment is subject to availability.

5. A 50% deposit of the total quoted amount is payable with the signed acceptance of a quotation to confirm the booking date and the balance of the payment is due before any vehicle will leave Custom Events premises. Custom Events will not be held liable for any delays of a function due to non/late payment. Alternative arrangements for payments needs to be requested in writing to “Custom Events” and accepted by Custom Events in writing.

6. The duration of a working day for all staff is 8 hours inclusive of a 30 minutes lunch break.

7. Please note that all quotations exclude 24 hour security whilst the equipment/staff are on-site.

8. It is the reasonability of the client to ensure the safety of Custom Events staff / gear for the duration of an event from the time of arrival at the venue to the time of departure from the venue where the event is being hosted.

9. “Custom Events” reserves the right to remove its gear / staff from any event at any time should it become apparent that either the staff or gear is no longer safe.  The decision to execute this option remains with “Custom Events”. Should this option be executed by “Custom Events” then “Custom Events” will not be held liable for any loss of income, damages of any sort and the client will still be liable for full payment to “Custom Events” for the function / event.

10. Where a stage and gear is supplied for an outdoor event and left over night, two trained armed guards  needs to be present from the time that “Custom Events” staff leave the  relevant premises where the “Custom Events” infrastructure was erected, until such time that the “Custom Events” staff arrive back on site. One armed guard will be situated on the “Custom Events” stage and the second guard will be patrolling the area around the stage. Additional security can be requested from “Custom Events” should it be deemed necessary by “Custom Events”.

11. The client will be held liable for the payment of any damages of equipment provided by “Custom Events”, caused as a result of the client or any person attending his/her event. Damages to equipment includes but is not limited to the following: malicious damage, accidental damage, fire, theft, power caused due to irregular power, power spikes due to high voltage power, voltage drops due to low voltage power, damage caused by weather conditions, etc.

12. A detailed program with full contact details needs to be communicated to “Custom Events” at least 2 days prior to any event.

13. A map/directions to the venue needs to be communicated to “Custom Events” at least 2 days prior to an event.

14. “Custom Events” will not be held liable for any equipment required to be used by ‘Custom Events” staff but not supplied by “Custom Events” including but not limited to insurance, damage, proper functioning of such equipment, placement and connection of such equipment.

15. “Custom Events” will not be held liable for any software compatibility errors that may occur with intelligent information supplied in any format by the client, including but not limited to, memory sticks, CD’s, DVD’s, MP3’s, MP4’s, VCD’s, presentations, spreadsheets. “Custom Events” will supply all relevant hardware and software information of equipment supplied by “Custom Events” on every quote for transparency and compatibility.

16. Direct access to the venue needs to be arranged for “Custom Events”. Should the drop off point for the equipment / infrastructure be more then 30m away from the venue where the function is being hosted then this should be brought to the attention of Custom Events and Custom Events  reserves the right to refuse to provide the infrastructure / equipment quoted on, if this point was not brought to the attention of Custom Events. The client will still be liable for full payment.

17. Should the level/height /floor  where Custom Events will be providing any infrastructure / equipment be of a different level/height to/floor where the Custom Events vehicles are off loading, then this must be brought to the attention of Custom Events by the person requesting the infrastructure / equipment form Custom Events as this can result in additional charges. Custom Events reserves the right to refuse to provide the infrastructure / equipment quoted on if this point was not brought to the attention of Custom Events and the client will still be liable for full payment.

18. The venue/area where “Custom Events” will be providing the service/infrastructure needs to be prepared, prior to the arrival of any equipment supplied by “Custom Events”. No preparation will be performed by “Custom Event”.

19. Custom Events will not be held liable for any delays caused due to the area not being prepared prior to arrival of the equipment supplied by “Custom Events”

20. Dedicated, stable and uninterrupted 220V AC Power must be supplied no more than 30 meters from the control desk of “Custom Events”. No gear/equipment of “Custom Events” will be connected without dedicated, stable 220V power. Should the power become unstable after “Custom Events” has connected gear/equipment, then all “Custom Events” gear/equipment will be disconnected immediately until such time as stable power can be provided by the client.

21. A dedicated, stable and uninterrupted  3-phase power connection/point must be supplied no more than 30 meters from the controlling station of “Custom Events” where required. No gear/equipment of “Custom Events” will be connected without a dedicated, stable 3 phase power connection/point. Should the power become unstable after “Custom Events” has connected gear/equipment, then all “Custom Events” gear/equipment will be disconnected immediately until such time as stable power can be provided by the client.

22. An electrician needs to be on site and available to rectify any power failures, power spikes, voltage drops and for the connection and disconnection of any 3 phase power.

23. Crowd barriers are required for any outdoor event where “Custom Event” will be erecting a structure including but not limited to staging, flooring, speaker wings, visual screens, video risers, sound, lighting, etc. to protect both “Custom Events” gear and staff.

24. Any additional set up day / dry run day / sound checks / dress rehearsal day will be subject to additional staff and vehicle hire costs and therefore has to be communicated to “Custom Events” in writing to accommodate such a request,.

25. Non-performance by “Custom Events” will result in a full refund by “Custom Events” unless point 9 comes into effect. “Custom Events” cannot be held liable for any act of God resulting in non-performance.  “Custom Events” will not be held liable for any loss of income, damage of any sort for non performance.

26. Custom Events does not include any certification of compliance (structural, hoisting, etc.) in any quote and as such needs to be requested by the client if so required either by law or by the client. Custom Events will presume that all C.O.C.’s (Certificate Of Compliance) has been addressed and completed by the client if no request has been received in writing from the client for Custom Events to provide such C.O.C.

27. The client will be held financially responsible for any damage caused to equipment while on rental from “Custom Events”. The client can request to have any gear/equipment tested before signing for any rental. Once the client has signed for the rental gear/equipment he/she is accepting that it is in good working condition and he/she will be held liable for any fault/damage to such gear/equipment including but not limited to globes, gels, cables, connectors, etc. Rental gear needs to be returned by 09h00 the day after the rental. Failing to return rented gear by 09h00 will result in an additional rental charge for that day unless otherwise mutually agreed upon, in writing, by Custom Events and the client.

28. All equipment quoted on, and present on site, on the day of the function will be charged for whether it was used by the client or not.

29. No infrastructure of “Custom Events” may be used for advertising unless prior written consent has been granted by “Custom Events”. Thus no banners, posters, etc. will be allowed to be drilled, glued, stuck, cable tied, etc. to any infrastructure of Custom Events.

30. No equipment/gear/infrastructure may be setup, erected, dismantled, moved, connected, operated or handled in any way by any person not qualified or authorized to do so. Any damage caused to equipments / gear / infrastructure while on site, due to unqualified or  unauthorized persons erecting, dismantling, moving, connecting, operating or handling such equipment / gear / infrastructure in any way, will be for the account of the client whether caused by a guest, visitor, employee or any other person attending the site, show during the rental period.

31. Secure, safe and free parking needs to be supplied for all “Custom Events” vehicles for the duration of an event from time of arrival on site to the time of departure from the site where the function is being hosted. Parking for vehicles needs to be in a locked area with a guard for the duration that the vehicles are parked there.

32. Accommodation supplied by clients needs to be at least a 3 star rating and the accommodation details needs to be mailed to Custom Events 48hours prior to departure to ensure that the accommodation is acceptable. Accommodation cannot be supplied further than 10km from the venue where the event is taking place unless prior arrangement has been made and agreed upon in writing by Custom Events.

33. “Custom Events” will not be held liable for any damage caused by our infrastructure during a function. “Custom Events” will erect, build, supply infrastructure where requested by the client and “Custom Events” will thus accept that the client has done a full site inspection and that the placement of the infrastructure has been approved by the site / property owner/s. The client will take full responsibility for any damage caused to site / grounds / infrastructure due to the placement of any “Custom Events” infrastructure/s. upon signature of the “Custom Events” quotation or this agreement.

34. Cancellation of a function 7 days or less, prior to the function will result in the full quoted amount being payable to “Custom Events”. All cancellations need to be done in writing.

35. Cancellation of a function 30 days or less prior to the function will result in the 50% deposit being retained by “Custom Events” as a cancellation fee. All cancellations need to be done in writing.

36. Cancellation of any gear/equipment/infrastructure 30 days or less prior to the function will result in the 50% deposit being retained by “Custom Events” for the cancelled gear/equipment/infrastructure as a cancellation fee. All cancellations need to be done in writing.

37. Cancellation of any gear/equipment/infrastructure 7 days or less before the function will result in the full quoted amount being payable to “Custom Events” for the cancelled gear/equipment/infrastructure. All cancellations need to be done in writing.

38. No gear/equipment/infrastructure will be setup and positioned without prior consent from the client. Any changes requested by the client to re-position, whether it be height or physical location (irrespective of how minor the re-positioning or height adjustment might be), will result in an additional charge of 20% on the price of each item quoted on that needs to be moved. Any infrastructure, equipment and safety gear required to execute the requested to re-positioning/move this gear/equipment/infrastructure will be for the account of the client.

39. All function times will be present on the “Custom Events” quotes. Overtime will be charged at a   

          rate of 10% per hour or part thereof for the total amount quoted.


40. “Custom Events” reserves the right to cancel its commitment to the client before or during an event of any sort, at any time, should it be found that any of the above terms and conditions have been bridged, changed, not adhered to or cancelled by the client or any person attending his / her event. Should “Custom Events” decide to execute the option of cancelling the commitment to the client due to a bridge of any of the above conditions then the client will still be liable for full payment to “Custom Events” and “Custom Events” will not be held liable for any loss of income or damage suffered by the client, any person attending his / her event or any sponsors. All claims for loss of income or damage will be for the account of the client.