Terms & Conditions
By confirming a booking with Outdoor Affair, the client agrees to the following Terms & Conditions.
1. Hire Agreement
All equipment hired from Outdoor Affair remains the property of Outdoor Affair at all times. Hire items are rented to the client only for the agreed hire period and purpose.
2. Booking Confirmation & Payments
A booking is only confirmed once the required deposit or full payment has been received.
- Bookings above R2000 require a 50% non-refundable deposit.
- Bookings below R2000 require full payment upfront.
- The remaining balance must be paid prior to delivery.
Outdoor Affair reserves the right to cancel bookings where payment has not been received by the agreed date.
3. Cancellations
Deposits are non-refundable.
Where a booking is cancelled close to the event date, Outdoor Affair reserves the right to retain payments already made to cover reserved stock, scheduling, transport, and administration costs.
4. Hire Period
Hire equipment is supplied for the agreed event period only.
Standard weekend bookings generally include:
- Delivery before the event date
- Collection on the next business day
For Saturday or weekend events, collection will typically take place on the Monday following the event unless otherwise arranged.
Items must be ready for collection at the agreed time.
Additional hire charges may apply where:
- Equipment is kept beyond the agreed hire period
- Collection cannot be completed at the scheduled time
- Equipment is used for multiple event days
Late returns may result in additional daily hire fees.
5. Delivery & Collection
Delivery and collection times are estimated and may be affected by traffic, weather, access restrictions, or circumstances beyond our control.
Clients must ensure:
- Safe and reasonable access to the venue
- Someone is available to receive and sign for the equipment
- Equipment is accessible for collection at the agreed time
Standard delivery and collection pricing applies to ground-floor access within a reasonable distance from the unloading point unless otherwise agreed.
Additional fees may apply for:
- Stairs
- Long carrying distances
- Difficult access
- Delayed loading or unloading
6. Equipment Checks
All items must be checked upon delivery and collection by the client or an appointed representative.
A signed delivery/collection note confirms:
- Quantities delivered
- Condition of items
- Quantities collected
- Any shortages or damages noted at the time
Any shortages, damages, or incorrect items must be reported immediately upon delivery.
Outdoor Affair cannot accept responsibility for claims made after the delivery team has left the venue.
7. Responsibility for Equipment
The client accepts full responsibility for all hired items from the time of delivery or collection until the items are returned to Outdoor Affair.
The client will be liable for:
- Lost items
- Theft
- Breakages
- Burns
- Water damage
- Excessive dirt
- Damage caused by misuse or negligence
Damaged or missing items will be charged at replacement or repair value.
8. Use of Equipment
Hire equipment must only be used for its intended purpose and handled with reasonable care.
Clients may not:
- Alter or repair equipment
- Remove labels or markings
- Sub-hire items to third parties without written permission
Furniture and cushions must be protected from rain and harsh weather conditions.
9. Cleaning
All hired items must be returned in a reasonably clean condition unless otherwise agreed.
Additional cleaning fees may apply for:
- Excessively dirty items
- Wax damage
- Staining
- Food residue
- Mold or mildew
- Smoke or burn damage
10. Weather Conditions
Outdoor Affair cannot be held responsible for weather-related disruptions, including wind, rain, storms, flooding, or unsafe setup conditions.
Clients are responsible for ensuring suitable cover and protection for hired equipment.
11. Damage to Property
Outdoor Affair will take reasonable care during delivery and collection. However, we cannot be held responsible for damage resulting from:
- Restricted access
- Uneven terrain
- Underground services
- Overhead cables
- Venue limitations outside of our control
12. Substitutions
Outdoor Affair reserves the right to substitute equipment with similar items of equal quality and function should any item become unavailable or unserviceable.
13. Limitation of Liability
Outdoor Affair shall not be liable for:
- Delays beyond our control
- Venue disruptions
- Event interruptions
- Indirect or consequential losses
- Injury or damages arising from misuse of hired equipment
14. Collection of Outstanding Amounts
The client remains responsible for all outstanding amounts relating to:
- Hire fees
- Damages
- Missing items
- Collection costs
- Legal or recovery fees where applicable
15. Acceptance of Terms
By confirming a booking, making payment, or accepting delivery of hired items, the client acknowledges that they have read and accepted these Terms & Conditions.
