Introduction

These terms govern the hire of event equipment and services from Host the Event (“we”, “us”, “the Company”) to you (“the Client”). By booking, paying a deposit, or using our services, you accept these terms in full.

1. Booking & Payment

A booking is only confirmed once payment has been received through one of our payment providers. Once paid, this constitutes acceptance of these Terms and Conditions and legally binds you to them.

A Refundable Deposit of R750 per Box (4pax) is required to secure your order and is charged 7 days before your event. Failure to pay may result in the cancellation of your booking. This deposit is refunded in full on the day the items are received back with us, in complete and working condition (see clause 4).

Prices, item descriptions, and availability may change at any time without notice and are at our sole discretion.

2. Delivery & Collection

We arrange delivery and collection through our preferred courier and will notify you ahead of time by email, SMS, or WhatsApp where possible.

You must give us a valid, secure delivery address where someone can physically receive the goods. Delays or extra fees caused by an incorrect or unattended address are your responsibility, and we are not liable for goods left unattended.

Collection is arranged for the next working day after your event, unless we agree otherwise. Items must be repacked in their original boxes and packaging exactly as supplied, with all debris removed and liquids drained. Please don’t wash items on our behalf.

3. Caring for Hired Items

Our sets are cleaned, sanitised, and delivered ready to use, but use is at your own risk and we’re not liable for health-related complaints linked to any item. If you choose to re-rinse before use, use only lukewarm water, a soft cloth, and no abrasive materials. Scratches caused by abrasive cleaning are treated as damage.

You’re responsible for all items from delivery until we collect them, and agree to take good care of them at all times.

4. Damage, Loss & Charges

You’re liable for any item that is lost, stolen, destroyed, badly stained, or otherwise damaged beyond normal wear and tear. Normal wear and tear covers minor, easily and inexpensively fixed marks — for example light staining on linen or small scratches on crockery or cutlery.

Charges for damaged, broken, or missing items are calculated at up to 150% of the item’s retail value and are deducted from your Refundable Deposit first, with any shortfall payable by you.

If something is broken or damaged at your event, please photograph it and report it to info@hosttheevent.co.za or WhatsApp on 082 471 6559 as soon as possible – we’ll talk you through next steps. We may inspect returned goods for any unreported loss or damage.

If your box arrives with something already broken, call us right away and we’ll courier a replacement within 24 hours (same day for Cape Town orders, where possible).

Your deposit is refunded on the day we receive the goods back, provided everything is returned complete and in working condition.

5. Late Return & Non-Return

All hired items remain our property at all times, including packaging and courier boxes. If you’re not available for the scheduled collection, a late fee of R1000 per Set per day applies, up to a maximum of 150% of the item’s total retail value.

If a Set isn’t returned within 5 days of the due date, we’ll treat it as a non-return and charge you its full value, less any late fees and deposit already paid. We may pursue lawful debt collection if payment can’t be processed, and you’ll be responsible for any reasonable costs we incur recovering what’s owed.

6. Cancellations

Cancellations made 7–14 days before your event may attract additional charges. Cancellations within 7 days of your event are subject to the full hire fee. Where possible, we’ll try to move your booking to a new date instead.

7. Acceptable Use

By hiring from us, you confirm this is for a lawful purpose. You may not use our site or services to: break South African law; infringe anyone’s intellectual property; harass, defame, or discriminate against any person; submit false information; upload viruses or malicious code; harvest others’ personal data; spam, scrape, or crawl our systems; or bypass our security. We may end your access immediately for any of the above, and reserve any further legal remedy — including reclaiming goods, keeping monies already paid, and recovering the full value of anything not returned.

8. Your Personal Information & Payment Security

Information you give us is handled under our Privacy Policy and kept confidential. We only share what’s needed to deliver and collect your order (address and contact number) with our courier partner, and never sell your details to third parties.

We do not hold your card details on file. Payments are processed securely by our third-party payment providers, and your transaction – including how your card and personal details are handled – is governed by the terms and conditions and privacy policy of whichever provider you choose to pay with.

We’re not responsible for security issues caused by malware or inadequate protection on your own device.

9. Payments

Payments are processed by Peach Payments (Pty) Ltd on PCI Level 1-compliant, encrypted infrastructure. We don’t store your card details – see Peach Payments’ own policies for how they handle your data.

9. Website Content & Intellectual Property

All content on our website belongs to Host the Event or our licensors and may not be copied, reproduced, or used commercially without our written permission. Where content is licensed to us by a third party, their own terms apply to your use of it too.

Our website may link to other sites we don’t control. These Terms don’t apply to them, and we’re not responsible for their content, privacy practices, or any loss arising from your use of them.

10. Disclaimer & Liability

We don’t guarantee uninterrupted, error-free, or fully secure access to our services, and may suspend or withdraw them at any time. We may refuse or cancel any order, including where fraud, an unauthorised transaction, availability issues, or a pricing/description error is suspected, and may limit hire to particular people, regions, or quantities at our discretion.

Services and items are provided “as is” and “as available.” You confirm that any payment method you use is legally yours and that the information you give us is accurate. Should a dispute arise between us, both parties agree to first try to resolve it in good faith directly before pursuing formal action.

11. Governing Law & Jurisdiction

These Terms are governed by the laws of the Republic of South Africa. Both parties submit to the non-exclusive jurisdiction of the High Court of South Africa (Western Cape Division, Cape Town). Nothing here limits your rights under the Consumer Protection Act to approach any competent court, tribunal, or forum.

12. Changes to our Terms

We may update these Terms at any time by posting the revised version on our website. It is your responsibility to check back periodically. Continuing to use our services after changes are posted means you accept the updated Terms.

For any questions, please email us at info@hosttheevent.co.za.

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TERMS & CONDITIONS OF HIRE