TERMS & CONDITIONS

2.1 Booking Confirmation

All bookings require a written confirmation (via email or signed contract) to be considered valid. A deposit or advance payment may be required to secure your booking.

2.2 Payment Terms

• Deposit: Typically 50% of total rental fee is required to confirm booking
• Final Payment: Remaining balance must be paid at least 7 days before the event date
• Payment Methods: We accept bank transfers, cash, or cheques (subject to clearance)
• Late Payment: A 5% monthly interest charge may apply to overdue amounts

2.3 Cancellation & Refund Policy

Payments are non-refundable within 24 hours of the event date. Cancellation terms:

• More than 30 days before event: 90% refund (10% administrative fee)
• 14-30 days before event: 50% refund
• 7-13 days before event: 25% refund
• Less than 7 days before event: No refund (deposit forfeited)
• Within 24 hours of event: No refund, full payment due

3.1 Equipment Condition

All equipment is provided in good working condition. The Client is responsible for inspecting equipment upon delivery and must report any defects immediately. Equipment will be considered accepted in good condition if no defects are reported within 2 hours of delivery.

3.2 Installation & Setup

Our standard service includes delivery, setup, operation, and teardown by our trained technicians. Setup typically begins 3-5 hours before event start time. Additional setup time may incur extra charges.

3.3 Technical Support

A dedicated technician will be present on-site throughout the event duration to ensure smooth operation. For extended events, additional technicians may be required at extra cost.

4.1 Equipment Security

Client is responsible for equipment security during the event. This includes:

• Ensuring equipment is not damaged, stolen, or mishandled by event attendees
• Providing adequate security personnel if required for high-value equipment
• Preventing unauthorized access to equipment areas
• Protecting equipment from weather conditions (if applicable)

4.2 Venue Access & Requirements

The Client must provide:

• Unrestricted access to venue at agreed setup time
• Adequate space for equipment installation
• Power supply points as specified (or generator placement area)
• Safe working conditions for our technicians
• All necessary permits, approvals, and permissions from venue management

4.3 Content & Media

The Client is responsible for providing all display content (videos, images, graphics) in compatible formats (e.g., MP4, Full HD 1920x1080). We recommend testing content before the event. Any delays caused by incompatible content may result in additional charges.

5.1 Equipment Damage

The Client is liable for any damage, loss, or theft of equipment during the rental period. Charges will be based on repair costs or replacement value. Normal wear and tear is excluded.

5.2 Liability Limitation

Hiru Event shall not be liable for:

• Indirect, consequential, or incidental damages
• Loss of profits or business interruption
• Equipment failure due to client misuse, power surges, or external factors
• Delays or cancellations due to circumstances beyond our control (force majeure)

5.3 Insurance

We maintain general liability insurance for our operations. Clients are advised to obtain event insurance covering equipment damage and liability. For high-value events, additional insurance may be required.