Business name: Neon Events Elements (also trading as Neon Hiring / Neon Hiring Services)
Registered/physical address: 115/6 Chapman Road, Eastlea, Harare, Zimbabwe
Contact: +263 77 567 2250 / +263 77 233 6333 | info@neonhiring.co.zw
1. Application of these Terms
These Terms and Conditions apply to all quotations, bookings, equipment hire, event production services, installations, technical support, transport, crew supply, live event operation, live streaming, branding and related services supplied by Neon Events Elements (“Neon”) to the customer (“Client”).
A Client is deemed to have accepted these Terms when the Client accepts a quotation in writing, pays a deposit, approves a job sheet, signs a delivery note, instructs Neon to proceed, or allows Neon to deliver, install or operate equipment for the event.
These Terms apply together with any quotation, scope of work, event brief, run sheet, invoice, delivery note, site plan, or special conditions issued by Neon. If there is any conflict, the written quotation or special conditions for the specific event will prevail to the extent of that conflict.
2. Quotations and validity
All quotations are subject to equipment availability, crew availability, site suitability, and confirmation by Neon.
Unless otherwise stated in writing, quotations are valid for 7 days from the date of issue and may be revised after expiry.
A quotation is based on the event details provided by the Client, including venue, dates, access times, event duration, power availability, rigging requirements, scope of setup, and breakdown conditions. Any change to these details may result in revised charges.
Equipment or dates are only reserved once the required deposit or advance payment has been received and acknowledged by Neon.
3. Booking, deposits and payment
Neon may require a booking deposit or advance payment before confirming any order. Until that payment is received, Neon may treat the booking as unconfirmed and may release the equipment or date to another client.
Unless otherwise agreed in writing, all invoices must be paid in full before delivery, setup, collection, or commencement of services.
Neon may request a refundable security deposit for hired equipment, especially where equipment is collected by the Client, installed at an unsecured venue, exposed to elevated risk, or supplied without Neon crew remaining on site.
Any overdue amount may attract interest at a reasonable commercial rate stated on the invoice or quotation, provided such charge is clearly disclosed in advance and complies with Zimbabwean law.
Neon may suspend further performance, withhold delivery, refuse setup, switch off equipment at a venue where legally permissible, or retain undelivered items if payment milestones are not met.
4. Scope of service
Neon supplies event technology and production services including, but not limited to, audio systems, lighting systems, LED screens, staging, trussing, special effects, branding installations, livestreaming, technical crew, and event operation support.
Unless specifically included in the quotation, the following are excluded: venue hire, event permits, public liability insurance, security, generators, fuel, certified venue rigging approval, municipal permissions, traffic control, crowd control, internet services, and power distribution beyond the stated scope.
Any additional items, labour, crew hours, equipment, content changes, redesign work, standby time, rehearsals, late finishes, return visits, or emergency callouts requested by the Client will be charged in addition to the original quotation.
5. Delivery, setup, access and collection
Delivery and collection times are estimates only. Neon will use reasonable efforts to meet agreed schedules but is not liable for delays caused by traffic, weather, venue restrictions, security delays, force majeure events, third-party suppliers, or circumstances outside Neon’s reasonable control.
The Client must provide Neon with safe, timely and adequate access to the venue for delivery, setup, testing, operation, breakdown, and collection.
If access is delayed, restricted, or materially different from what was disclosed at quotation stage, Neon may charge for waiting time, overtime, extra labour, extra transport, overnight security requirements, or additional hire days.
To facilitate smooth delivery, goods may be delivered earlier than the event date at no extra hire charge if Neon so decides; security for all items delivered in this manner is the sole responsibility of the Client from the time of delivery until collection.
If goods are not available for collection on the agreed date due to the Client or venue, an additional hire charge of up to 50% per extra day of the hire charge may be applied until the equipment is available for collection, or as otherwise stated in the quotation.
6. Client responsibilities at venue
The Client must ensure that the venue is safe, accessible, structurally suitable, and legally compliant for the intended installation and use of the equipment.
The Client must disclose in advance any restricted access, stairs, soft ground, distance from unloading point to setup area, low ceilings, rigging limitations, generator issues, unstable power, weather exposure, underground services, or other site hazards likely to affect setup or operation.
The Client must ensure that where any stakes, pegs or structural supports are installed, there is no risk to underground pipes, cables, drains or other services; Neon is not responsible for damage to such services where their location has not been clearly identified by the Client.
The Client must provide a stable and adequate power source in the location and capacity specified by Neon.
If the Client fails to provide suitable power, safe rigging points, approved hanging positions, protected working area, or weather protection where needed, Neon may suspend or limit the service without liability for resulting disruption.
7. Power source distance and generators
The Client must ensure that the main power source (DB, generator or feed point) that Neon is instructed to draw from is not more than 20 metres from Neon’s main distribution board or designated control position, unless otherwise agreed in writing.
If the power source is further than 20 metres, additional charges will apply for extra cabling, cable ramps, labour and time required to extend safely to the power source.
The Client is responsible for providing:
- A stable power supply of the voltage and amperage specified by Neon.
- Separate, clean feeds for audio, video and lighting where requested.
- Adequate grounding and protection against overload, surges and nuisance tripping.
Neon is not liable for interruption, noise, damage or reduced performance caused by unstable venue or generator power, including low voltage, frequency variation, surges, brown-outs and incorrect earthing.
If power conditions are unsafe or likely to damage equipment, Neon may power down part or all of the system until conditions are rectified; in that event no refund or discount will be due for the period affected.
8. Equipment risk, loss and damage
All hired equipment remains the property of Neon at all times.
From the time equipment is delivered to the Client, collected by the Client, or left at the venue for the Client’s use, the Client bears the risk of loss, theft, damage, misuse, tampering, overload, unauthorised relocation, exposure to weather, power surge, and damage caused by guests, venue staff, contractors, performers, or any third party, until the equipment is collected by Neon or signed back into Neon’s possession.
The Client must keep the equipment secure, dry, properly supervised, and used only for its intended purpose by competent persons.
The Client must not permit any third party to repair, alter, move, dismantle, climb, rig from, or interfere with the equipment without Neon’s prior written approval.
The Client will be liable for the repair cost or replacement value of any lost or damaged equipment, together with related transport, sourcing, testing, labour, customs, downtime, or reconfiguration costs reasonably incurred by Neon.
9. Security and overnight equipment
Once equipment has been delivered to site or collected by the Client, the Client is solely responsible for the security of all Neon equipment until it is collected and signed back into Neon’s possession, including any period the equipment remains on site overnight or unattended.
Where equipment is to remain on site overnight or for multiple days, the Client must provide:
- Lockable rooms or cages for high-value items.
- Adequate on-site security personnel for the duration equipment is unattended.
- Weather-proof and theft-resistant protection for outdoor kit.
If Neon reasonably considers security arrangements inadequate, it may:
- Require additional security measures at the Client’s cost.
- Remove certain items overnight and re-install them the next day at the Client’s cost.
- Decline to leave equipment on site overnight, without being in breach.
Any theft, loss, vandalism, or damage occurring while equipment is on site and outside Neon’s control will be charged to the Client at repair or replacement cost, plus any reasonable associated costs (including emergency sub-hire where necessary to keep a show running).
10. Operation and technical control
Where Neon provides operators, technicians, engineers, stage crew, riggers, camera operators, switchers or streaming personnel, all technical operation of Neon equipment remains under Neon’s control.
The Client, performers, venue staff, or third-party suppliers may not instruct Neon crew to operate equipment in an unsafe manner or contrary to manufacturer limitations, venue rules, or accepted technical practice.
Neon may refuse any instruction that, in Neon’s reasonable opinion, creates a safety risk, legal risk, reputational risk, unreasonable technical risk, or risk of damage to equipment or persons.
If the Client elects to use hired equipment without Neon operators where Neon has approved that arrangement, the Client does so entirely at its own risk and remains responsible for all resulting loss, misuse, or damage.
11. Weather, outdoor events and wet conditions
Outdoor setups are booked and performed at the Client’s risk unless the quotation expressly includes weather protection measures and contingency provisions.
Neon may, at its sole but reasonable discretion, shut down, cover, move, or remove equipment, or suspend operations, where:
- Rain, lightning, high winds, flooding, extreme dust or other conditions make operation unsafe for people or equipment.
- Ground conditions become unstable or vehicles cannot safely access or exit.
- The venue structure or rigging points show signs of instability.
If the Client insists that the event continues in unsafe conditions, Neon may withdraw its crew and equipment without liability for resulting disruption or loss, and all charges for the booking will remain payable.
The Client acknowledges that some equipment (including LED screens, fixtures, cabling and power distribution) cannot be safely operated in wet conditions without sufficient weather protection, and that Neon has the right to prioritise safety over show continuity.
12. Special effects
Any special effects service, including smoke, haze, sparkulars, confetti, cold pyro, CO2, flame-style effects, or similar theatrical effects, is subject to venue rules, safety requirements, and legal permissions.
The Client is responsible for obtaining venue approval and disclosing any smoke detectors, sprinkler systems, low ventilation, guest sensitivities, prohibited effects, or permit requirements before the event.
Neon may cancel or modify special effects on site if venue safety, legal compliance, or technical conditions require it, without being in breach.
13. LED screens, livestreaming and content
The Client is responsible for supplying content in the file formats, resolution, aspect ratio, language, and submission deadlines specified by Neon.
Neon is not responsible for poor playback, wrong formatting, low-resolution visuals, missing fonts, corrupted files, unsupported codecs, audio sync issues originating from client-supplied media, or third-party streaming platform outages.
The Client warrants that it holds all necessary rights, licences and permissions for any text, graphics, logos, music, video, livestream feed, webcast material, or other content supplied to Neon or displayed using Neon equipment.
The Client indemnifies Neon against any third-party claim arising from the content supplied or instructed by the Client, including copyright, trademark, privacy, defamation, and regulatory claims, except to the extent caused by Neon’s own wrongful act.
14. Branding, drawings and intellectual property
Any proposal, technical design, setup concept, render, stage layout, cable plan, signal flow, equipment list, quotation format, drawing, or site plan prepared by Neon remains Neon’s intellectual property unless otherwise agreed in writing.
The Client may use such materials only for evaluating or receiving Neon’s services and may not share them with competitors, copy them for reuse, or use them to procure a similar setup from another supplier without Neon’s written permission.
Neon retains ownership of all pre-existing know-how, templates, operating systems, workflows, and production methods used in performing the services.
15. Overtime, late running and standby
Standard working hours for Neon crew on site are 08:00 to 17:00, Monday to Friday, unless otherwise specified in the quotation. Any hours worked outside these times, on weekends or on public holidays, will be billed as overtime.
Overtime will be charged at rates stated in the quotation or current rate card, which may include:
- 1.5 times the standard hourly rate for work outside standard hours on weekdays.
- Up to 2 times the standard hourly rate for work on Sundays, public holidays, or for hours worked after midnight.
If the event programme, rehearsal, sound check or show runs beyond the booked crew time, or if breakdown/collection is delayed beyond the agreed time by the Client, venue or other suppliers, the Client will be liable for:
- Crew overtime.
- Additional day hire for equipment where the collection is delayed to the next day.
- Extra accommodation and meals where crew must stay out of town for longer than originally booked.
If equipment cannot be collected on the agreed date due to the Client or venue, additional hire charges of up to 50% of the daily hire rate per extra day may be charged until the equipment is available for collection, or as otherwise stated in the quotation.
16. Changes, postponements and cancellations
Any request to change dates, venue, scope, access times, equipment specification, crew call times, branding artwork, streaming setup, or installation requirements must be approved by Neon and may result in revised pricing.
If the Client cancels after booking confirmation, Neon may retain the deposit and charge a reasonable cancellation fee reflecting equipment reservation, crew commitment, planning time, outsourced items, transport planning, and loss of booking opportunity.
As a guideline, Neon may charge:
- 25% of the contract value if cancelled 14 or more days before the event.
- 50% if cancelled 7 to 13 days before the event.
- Up to 100% if cancelled less than 7 days before the event or after setup has commenced, subject to reduction where Neon is able to reallocate major costs.
Postponed events may be treated as cancellations and rebookings where the original date cannot be rescheduled using the same resources, suppliers, and pricing assumptions.
17. Inspection and sign-off
The Client must inspect the equipment and services at delivery, setup, handover, or sound check and must notify Neon immediately of any apparent issue.
If the Client or its representative signs a delivery note, job card, setup sheet, or handover document, that will be prima facie proof that the listed items and services were delivered in good order unless the document records an exception.
Where no representative is available to sign, Neon’s delivery or setup records, photographs, crew notes, or system logs may be used as evidence of delivery and performance.
18. Insurance
Neon may, at its discretion, insure certain equipment while under its own control, but unless expressly agreed otherwise in writing, the Client is responsible for insuring the event and, where risk has passed, the hired equipment against loss, theft and damage.
The Client is encouraged to obtain appropriate event insurance, public liability insurance, cancellation cover, and cover for hired-in equipment.
19. Limitation of liability
Nothing in these Terms excludes liability that cannot lawfully be excluded under applicable Zimbabwean law, including mandatory protections under the Consumer Protection Act and Consumer Contracts Act.
Subject to the above, Neon will not be liable for indirect, consequential, special, or pure economic loss, including loss of profit, loss of revenue, loss of business opportunity, reputational loss, or third-party claims arising from event disruption, equipment failure, power failure, internet failure, venue restrictions, weather, or delays beyond Neon’s reasonable control.
Neon’s total liability arising out of any booking shall, to the maximum extent permitted by law, be limited to the amount actually paid by the Client to Neon for the specific services giving rise to the claim, except in cases of gross negligence, wilful misconduct, or liability that cannot legally be limited.
20. Indemnity
The Client indemnifies Neon against loss, damage, cost, or claims arising from the Client’s breach of these Terms, unsafe venue conditions, lack of permits, unauthorised use of equipment, client-supplied content, or instructions given by the Client contrary to Neon’s advice, except to the extent caused by Neon’s proven negligence or wilful misconduct.
21. Force majeure
Neon will not be in breach, nor liable for delay or non-performance, where performance is prevented or materially hindered by events beyond its reasonable control, including extreme weather, civil unrest, labour disruption, road closures, acts of God, fire, flood, pandemics, power grid failure, internet failure, government action, or venue closure.
In such cases, Neon may suspend performance, revise timelines, substitute reasonably equivalent equipment, or cancel the affected portion of the booking.
22. Consumer rights and fair dealing
Nothing in these Terms is intended to override any mandatory rights or remedies that a Client may have under applicable Zimbabwean law, including protections against unfair, unreasonable or unjust contract terms.
If any term is found to be unfair, unreasonable, or unenforceable, the remaining terms will continue to apply to the extent permitted by law.
Neon will endeavour to handle complaints in good faith and may, where appropriate, seek to resolve disputes through negotiation, conciliation or other lawful dispute resolution mechanisms.
23. Venue approvals, permits and compliance
The Client is responsible, at its own cost, for obtaining and maintaining all required venue and regulatory approvals for the event, including venue booking, municipal permissions, ZESA or power permissions, fire and structural approvals, and any permits for road closures, outdoor events, fireworks, pyrotechnic-style effects and noise exemptions, where applicable.
The Client must ensure the venue allows the installation and operation of Neon’s equipment, including any necessary fixings, rigging and use of special effects.
The Client must disclose in advance any restrictions on sound levels, curfews, load-in and load-out windows, truck access, parking, structural loading limits, or working-at-height methods.
Neon will not be liable for delays, redesign work, reduced systems, additional crew hours or additional costs caused by venue rules or authorities where such information was not disclosed at quotation stage.
If any authority or venue official requires changes or removal of any equipment or effect on the day, any additional costs, fines or charges will be for the Client’s account, provided Neon has acted lawfully and in accordance with the Client’s instructions.
24. Electronic acceptance and website transactions
Where a booking, quotation acceptance, approval, or instruction is made by email, WhatsApp, website form, or other electronic means, such communication may constitute valid acceptance and may be relied upon by Neon. Zimbabwe’s legal framework recognises electronic contracting and electronic signatures where they are reliable and indicate intent.
The Client is responsible for ensuring that its authorised representatives review and approve all booking details before confirming electronically.
25. Governing law and jurisdiction
These Terms are governed by the laws of Zimbabwe.
Subject to any mandatory consumer protection remedies, the parties submit to the jurisdiction of the courts of Zimbabwe for the resolution of disputes arising from these Terms or any booking.