Corporate AV Hire Agreement & Terms

Terms of Service

1. Scope of Services

This agreement governs all equipment hire, technical production services, and crew deployment supplied by JJ Sounds Pty Ltd (“JJ Event AV”) for conferences, corporate events, exhibitions, and live productions.

All quotations are subject to these terms unless otherwise agreed in writing.

2. Booking Confirmation & Payment

2.1 Securing Your Booking

A 50% deposit is required to reserve equipment and schedule technical crew. Bookings are confirmed upon receipt of cleared funds.

Quotations remain valid for the period stated. Equipment is allocated on a first-confirmed basis.

2.2 Balance Payment

The remaining 50% is due no later than 24 hours prior to scheduled load-in.

Mobilisation of equipment and crew is scheduled against cleared funds. Proof of payment alone does not constitute confirmation.

2.3 Payment Methods

All payments are processed in South African Rand (ZAR).

  • International Clients – Wire Transfer (SWIFT):
    • Bank: The Standard Bank of South Africa Limited
    • SWIFT Code: SBZAZAJJ
    • Universal Branch Code: 051001
    • Account Name: JJ Sounds Pty Ltd
    • All bank charges must be covered by the sender.
  • Secure Online Payment: pay.yoco.com/jjsptyltd

Please use your Proposal Number as payment reference.

3. CANCELLATION, POSTPONEMENT & REFUND POLICY

1. INVENTORY ALLOCATION & OPPORTUNITY COST
JJ Event AV operates as a specialized technical production partner, not a volume rental house. When a project is confirmed and a deposit is received, specific equipment inventory and senior technical crew are allocated to your event. This creates a "Commercial Lockout" for those dates, meaning we decline other potential business to guarantee your resources.

Because our costs—including warehouse preparation, technical design, and labor allocation—are incurred well before the event date, cancellation fees are applied to cover these irreversible commitments and the commercial opportunity cost.

2. PRE-PRODUCTION & CONSULTING SERVICES (NON-REFUNDABLE)
Projects often require significant work prior to the first day of rental. Any fees related to Specialized Procurement (Sourcing), Technical Site Inspections, Demonstrations, or System Design are considered "Services Rendered" upon completion.

  • These costs are distinct from equipment rental and are 100% non-refundable immediately upon execution of the service, regardless of subsequent event cancellation.

3. STANDARD CANCELLATION FEE STRUCTURE
In the event of a cancellation, the following retention percentages apply to the total quoted project value:

  • 7+ Days Prior to Event (50% Retention):

    • Covers administrative processing, booking guarantees, and initial pre-production planning.

  • 2 – 6 Days Prior to Event (75% Retention):

    • Covers the Inventory Lockout Period, warehouse preparation, equipment testing, and sub-rental commitments.

    • This tier specifically covers the commercial displacement of turning away other clients for these specific dates.

  • Less than 48 Hours Prior (100% Retention):

    • Full project value is payable. At this stage, equipment is staged or loaded, and freelance technical crew are legally entitled to full payment for their booked time.

4. POSTPONEMENT
We understand that event dates can shift. Postponements are accommodated at the sole discretion of JJ Event AV, subject to:

  • Equipment and crew availability for the new dates.

  • A potential Re-Booking Fee (typically 15%) to cover administrative adjustments and the rescheduling of resources.

4. Equipment Responsibility & Insurance

Equipment remains the property of JJ Sounds Pty Ltd at all times.

From completion of installation until collection, the client assumes responsibility for:

  • Theft
  • Loss
  • Accidental damage
  • Damage caused by guests, venue staff, or third-party contractors

We strongly recommend that event insurance includes cover for hired-in technical equipment.

5. Venue & Technical Requirements

Access

Agreed load-in and strike access must be provided. Delays outside our control may result in additional labour charges.

Power

The venue must supply clean, stable, earthed power within reasonable proximity to installation areas.

JJ Event AV is not liable for equipment failure or interruption caused by unstable power, municipal outages, or third-party generators unless supplied by us.

Safety

Our technicians reserve the right to halt work if conditions are deemed unsafe, including structural instability, weather exposure, or electrical hazards.

6. Limitation of Liability

Our liability is limited to the value of the contracted services. We are not liable for consequential loss, loss of revenue, or event interruption resulting from factors beyond our reasonable control.

7. Force Majeure

We are not responsible for delays or non-performance caused by circumstances beyond reasonable control, including natural disasters, government restrictions, civil unrest, or utility failures.

8. Acceptance

Acceptance of any quotation, invoice, or written confirmation constitutes acceptance of these Terms of Service.