What the hire covers on your event day
Our hire includes the agreed items, transport from the Midrand base, set-up at the venue and collection after the event. The same hire terms apply whether the order is for a wedding, party, launch or corporate function, with indoor and outdoor placement handled to suit the space and the venue's rules.
Each item is checked before loading, then placed where the layout allows safe access and a clean visual finish. If the event uses LED lightboxes, illuminated letters or a neon-style sign, the final position must allow for stable standing, clear visibility and protected cabling.
Before delivery: details that keep the install on track
Correct venue details help us plan the vehicle, route and offloading method. For out-of-town work, extra travel planning may be needed, especially where access roads, loading bays or security procedures slow movement on site.
- Venue name, suburb and full address
- Event date, event time and collection time
- Indoor or outdoor use
- Power point position and whether a nearby socket is available
- Floor type, stairs, lifts, gravel, lawn or uneven ground
- Any venue rules on access, noise, after-hours collection or vehicle entry
If the venue has a strict access window, that needs to be stated upfront so the delivery and set-up plan can match it. Where a foyer, hall or marquee has a tight entrance, a larger item may need a different route or a revised layout.
Power points, cabling and safe placement
LED lightboxes and illuminated letters normally need a suitable mains power point within reach of the planned position. We use safe cable routing to keep cords tidy and away from walkways, dance floors and service areas. If the venue has limited sockets or a fixed layout, the placement may need to shift a little to keep the run neat and practical.
Outdoor use needs extra care. The ground should be steady, dry enough for safe placement and free from traffic that could disturb the item. If wind, wet grass or a rough surface is expected, we may recommend a more sheltered position or a different orientation of the display.
- Cables must not cross busy exits without protection
- Power points should be tested before set-up begins
- Any extension run must remain neat and secure
- Access to the item must stay open for collection later
Responsibility while the item is in use
Once set up and accepted on site, the hired item stays under the care of the client and the venue team during the event. That includes keeping children from climbing on it, stopping guests from moving it and preventing drinks, décor or props from being placed against the equipment.
Any damage caused by impact, misuse, water, dragging, rough handling or unauthorised repositioning can affect the hire agreement. This also applies if staff at the venue move the item after installation without checking the cable run or the standing position first. If something looks loose, unstable or out of place, it should be left alone and reported through the event contact person.
Collection after the lights go down
Post-event collection is arranged from the agreed address, and the item must be ready for removal when the collection window begins. Clear access helps the driver and installation team lift out the equipment without delay or damage to the venue floor.
Before collection, the following should be done:
- Switch off the item if the venue has requested it
- Remove guest décor, flowers or table items nearby
- Keep access paths open from the display point to the loading area
- Alert venue staff if a gate, lift or security counter controls exit
Late night collection can be arranged where the venue allows it, but the item still needs to be reachable and safe to move. If the event ends in a busy shared space, we may need a short pause while other guests clear the area.
Changes, cancellations and service limits
If the order changes after it has been allocated, the revised request must suit the stock available, the route plan and the venue conditions. A bigger display, a different wording choice or an extra item can change transport space and set-up time, especially on multi-item installs.
Our hire terms also allow for practical limits on access, weather, building rules and power availability. If a venue does not permit outdoor placement, or if the site cannot support the planned layout, an alternative placement may be needed. For work in Johannesburg, Pretoria, Sandton, Centurion, Rosebank, Fourways and Durban, the same on-site rules apply, even where the delivery distance changes.
Once the hire is confirmed, the event organiser remains responsible for keeping the site ready, keeping the agreed contact available and making sure the venue team knows where the display will sit. That keeps the install orderly and the collection straightforward.
