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1. Acceptance of these Terms

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By confirming an equipment hire booking, the Hirer agrees to these Terms and Conditions.

For external equipment hire, the Hirer may also be required to complete and sign a Southward Events Equipment Hire Agreement before equipment is released.

The person making the booking must be authorised to enter into the hire agreement on behalf of the individual, business or organisation named on the booking.

The Hirer remains responsible for the equipment where another person collects, receives, uses, supervises or returns it on their behalf.

2. Quotations and Bookings

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All equipment hire is subject to availability.

A quotation is based on the information supplied by the Hirer at the time of enquiry, including the equipment required, quantities, hire period, event location and intended use.

Changes to the booking may affect availability and pricing and must be approved by Southward Events.

A booking is not considered confirmed until Southward Events has accepted the booking and any information, signed documentation or payment required to confirm the hire has been received.

3. Hire Period

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The hire period will be agreed in writing as part of the booking.

The Hirer is responsible for all hired equipment from the time the equipment leaves Southward Events' control until it has been returned, inspected and accepted by Southward Events staff.

Equipment that is returned after the agreed time may incur additional hire or associated charges.

The Hirer must contact Southward Events as soon as possible if equipment cannot be returned within the agreed hire period.

4. Collection and Return

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Equipment must be collected and returned at the dates and times agreed with Southward Events.

Unless otherwise agreed, the Hirer is responsible for arranging suitable transport and ensuring equipment is safely loaded, transported and unloaded.

All equipment will be checked following its return. The hire is not considered complete until the equipment has been returned and accepted by Southward Events staff.

Equipment must be returned:

  • complete;

  • clean and dry;

  • correctly and safely packed;

  • in any supplied cases, containers or packaging; and

  • in substantially the same condition in which it was supplied, allowing for fair wear and tear.

Additional charges may apply where equipment requires cleaning, repacking, repair or other work before it can be hired again.

5. Equipment Condition

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Southward Events supplies hire equipment in good working order.

The Hirer should inspect the equipment when it is collected or received and notify Southward Events as soon as possible of any visible damage, missing components or faults.

If equipment develops a fault or appears unsafe during the hire period, the Hirer must stop using it and contact Southward Events.

The Hirer must not attempt to repair, modify or alter hired equipment without prior approval from Southward Events.

6. Hirer Responsibility

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The Hirer assumes responsibility for all hired equipment throughout the hire period.

The Hirer must take reasonable steps to ensure equipment is:

  • handled and transported safely;

  • used only for its intended purpose;

  • operated by competent persons where appropriate;

  • stored securely;

  • protected from theft, vandalism and misuse;

  • protected from rain, moisture, excessive heat, wind and other weather conditions; and

  • kept in a condition suitable for its safe return.

Equipment must not be sub-hired, loaned or transferred to another party without prior approval from Southward Events.

7. Safe Use of Equipment

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All equipment must be used in accordance with its intended purpose and any operating instructions or safety information supplied by Southward Events.

The Hirer is responsible for ensuring anyone using hired equipment has the appropriate knowledge, experience or supervision required to operate it safely.

The Hirer must comply with applicable venue requirements, health and safety obligations and any lawful instructions relating to the use of the equipment.

Southward Events may refuse to release equipment or may require equipment to stop being used if it reasonably considers the proposed use or conditions to be unsafe.

8. Electrical, Audio, AV and Lighting Equipment

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Electrical, audio, audio visual and lighting equipment must be connected to a safe and suitable power supply.

Equipment must be kept protected from water, moisture, vehicles, public access and other conditions that could cause damage or create a safety risk.

The Hirer must not use damaged leads, plugs, connections or equipment.

Any technical equipment requiring specialist knowledge must only be installed or operated by a suitably competent person.

9. Outdoor Use and Weather

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The Hirer must advise Southward Events if equipment will be used outdoors.

Unless equipment has specifically been approved for outdoor use, it must be protected from rain, excessive moisture, strong winds and other weather conditions that could damage the equipment or make its use unsafe.

The Hirer remains responsible for monitoring weather and site conditions throughout the hire period and taking reasonable steps to protect the equipment.

10. Cleaning and Pack Down

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Equipment must be returned clean, dry and correctly packed.

Furniture and other event equipment must be returned free from food, drink, rubbish, mud, tape, adhesives, decorations or other substances that may cause damage or require additional cleaning.

Southward Events may charge reasonable cleaning, drying, labour or handling costs where equipment is not returned in an appropriate condition.

11. Damage, Loss or Theft

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The Hirer is responsible for loss, theft or damage to hired equipment occurring during the hire period, excluding fair wear and tear.

Southward Events must be notified as soon as possible if equipment is lost, stolen or damaged.

The Hirer may be responsible for reasonable costs associated with:

  • inspection and assessment;

  • repair labour and materials;

  • cleaning or specialist cleaning;

  • testing or certification;

  • retrieval or transport;

  • replacement of equipment that cannot reasonably be repaired; and

  • reasonable loss of use or other direct costs resulting from the equipment being unavailable for subsequent bookings.

Replacement equipment may be charged at its current replacement cost.

12. Bond

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Southward Events may require a bond for an equipment hire booking.

Any bond may be retained in whole or in part to cover damage, loss, cleaning, late return or other amounts reasonably payable by the Hirer in connection with the booking.

Where no additional costs are payable, the bond will be returned following inspection of the equipment.

Payment of a bond does not limit the Hirer's responsibility where loss, damage or other costs exceed the amount of the bond.

13. Insurance

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By confirming an equipment hire booking, the Hirer agrees to these Terms and Conditions.

For external equipment hire, the Hirer may also be required to complete and sign a Southward Events Equipment Hire Agreement before equipment is released.

The person making the booking must be authorised to enter into the hire agreement on behalf of the individual, business or organisation named on the booking.

The Hirer remains responsible for the equipment where another person collects, receives, uses, supervises or returns it on their behalf.

14. Delivery, Setup and Collection

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Where Southward Events has agreed to deliver, install, dismantle or collect equipment, the Hirer must provide accurate information about the event location and ensure safe and reasonable access is available.

Southward Events should be advised in advance of any access restrictions including stairs, lifts, restricted loading areas, long carrying distances or venue-specific requirements.

Additional charges may apply where additional labour, transport, waiting time or return visits are required because the information supplied was incomplete or access was not available as agreed.

15. Changes to a Booking

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Any request to change equipment, quantities, dates, hire periods or services is subject to availability and approval by Southward Events.

Changes may result in additional charges.

Where a reduction or change to a booking occurs after Southward Events has incurred costs or reserved equipment that could otherwise have been hired, cancellation charges may apply.

16. Cancellations

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Cancellation terms may vary depending on the booking, the amount of notice provided and any costs already incurred by Southward Events.

Cancellation requests must be made in writing as soon as possible.

In determining any refund, credit or cancellation charge, Southward Events may take into account reasonable costs already incurred, including administration, preparation, staffing, transport, third-party services and any equipment or services specifically obtained for the booking.

Any booking-specific cancellation conditions stated in the quotation, booking confirmation or Equipment Hire Agreement will also apply.

17. Liability

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The Hirer is responsible for the safe use, handling and supervision of hired equipment while it is under their control.

To the extent permitted by law, Southward Events accepts no responsibility for loss, damage or injury arising from:

  • misuse of hired equipment;

  • failure to follow supplied instructions;

  • unauthorised modification or repair;

  • unsafe or unsuitable site conditions;

  • information supplied incorrectly or incompletely by the Hirer;

  • the acts or omissions of the Hirer, venue, guests, contractors or other third parties; or

  • circumstances outside Southward Events' reasonable control.

Nothing in these Terms excludes or limits any right or liability that cannot legally be excluded or limited under New Zealand law.

18. Events Outside Reasonable Control

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Southward Events will take reasonable steps to fulfil confirmed bookings but will not be responsible for delays or inability to provide equipment caused by circumstances beyond its reasonable control.

These may include severe weather, fire, flood, earthquake, civil emergency, transport disruption, utility failure, government restrictions or other comparable circumstances.

Where this occurs, Southward Events will work with the Hirer to determine a reasonable solution where practicable.

19. Consumer Rights

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Nothing in these Terms is intended to exclude, restrict or modify any rights or remedies that cannot lawfully be excluded under New Zealand legislation, including the Consumer Guarantees Act 1993 and Fair Trading Act 1986 where those Acts apply.

20. Equipment Ownership

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All hired equipment remains the property of Southward Events or its owner at all times.

Payment for damaged, lost or replacement equipment does not transfer ownership of that equipment to the Hirer unless otherwise agreed in writing.

21. Complaints and Disputes

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Any concern relating to hired equipment should be raised with Southward Events as soon as possible.

The Hirer must provide Southward Events with a reasonable opportunity to inspect equipment and investigate any issue.

Both parties will first attempt to resolve any dispute in good faith.

22. General

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Any booking-specific terms or special conditions agreed in writing form part of the hire agreement.

If a booking-specific condition conflicts with these general Terms and Conditions, the booking-specific written condition will take priority.

If any part of these Terms is found to be invalid or unenforceable, the remainder will continue to apply.

These Terms and Conditions are governed by New Zealand law.

23. Signed Equipment Hire Agreement

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External equipment hire may require a separate Equipment Hire Agreement to be completed and signed before equipment is released.

The signed agreement records the specific hirer, hire dates, equipment, quantities, event location and sign-off details relating to that booking.

By signing the Equipment Hire Agreement, the Hirer confirms acceptance of these Terms and Conditions together with any booking-specific conditions provided by Southward Events.

Equipment Hire

Terms & Conditions

Last updated: 27th August 2026

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These Terms and Conditions apply to equipment hired from Southward Events for use at Southward Events venues and at approved external venues.

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The individual, business or organisation making the booking is referred to as the Hirer, you or your.

These Terms should be read together with your quotation, invoice, booking confirmation, signed Equipment Hire Agreement and any equipment instructions, safety information or special conditions provided by Southward Events.

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