Pulsate Events – Hiring Policy
1. General Terms
• By hiring equipment or services from Pulsate Events (“the Company”), the customer (“the Hirer”) agrees to the terms and conditions set out in this Hiring Policy.
• All hire agreements are made between Pulsate Events and the named Hirer only. The Hirer is responsible for all equipment and services for the full duration of the hire period.
• Pulsate Events reserves the right to amend this policy at any time, with updated versions made available on our website.
2. Bookings and Payments
• A booking is only confirmed once payment has been received and a booking confirmation issued.
• Full payment must be made prior to delivery or collection unless otherwise agreed in writing.
• Deposits are non-refundable unless cancellation terms (see Section 8) apply.
• Payments can be made via approved payment methods.
3. Hire Period
• The hire period begins once the equipment is delivered, set up, or collected by the Hirer and ends when the equipment is returned or collected by Pulsate Events.
• Late returns or extended use may incur additional charges, which will be detailed in a final invoice.
4. Equipment Care and Responsibility
• The Hirer is responsible for the safekeeping, proper use, and return of all hired equipment in the same condition as it was received.
• The Hirer must ensure equipment is operated safely, following all provided instructions and under appropriate supervision.
• The Hirer agrees not to modify, tamper with, or repair any equipment without written consent from Pulsate Events.
• The Hirer must ensure all equipment is protected from theft, weather damage, liquids, and misuse.
5. Loss, Damage, or Theft
• The Hirer is liable for the full replacement cost of any equipment that is lost, stolen, or damaged beyond repair during the hire period.
• For damaged but repairable equipment, the Hirer will be charged the full cost of repairs plus any loss of hire income.
• In the case of theft, the Hirer must report the incident to the Police immediately and provide a copy of the report to Pulsate Events.
• Pulsate Events recommends but does not enforce, that Hirers obtain suitable event or public liability insurance to cover any loss, damage, or injury arising from the use of hired equipment.
6. Delivery, Setup, and Collection
• Delivery services are included in the hire package.
• The Hirer must ensure adequate access and space for delivery, setup, and pack-down.
• Any delays or failed delivery attempts caused by the Hirer may incur additional fees.
• Equipment setup by Pulsate Events must not be altered or relocated by the Hirer without prior approval.
• A fuel or travel surcharge may apply for deliveries outside of the Christchurch area.
7. Safety and Compliance
• All Pulsate Events equipment is regularly tested and maintained to ensure safety and reliability.
• The Hirer must comply with all local laws, venue regulations, and safety requirements when using the equipment.
• Pulsate Events reserves the right to refuse setup or terminate hire if conditions are unsafe, unsuitable, or pose a risk to staff, guests, or equipment.
8. Cancellations and Refunds
• Cancellations made more than 14 days prior to the event will receive 75% of hire cost refunded to the Hirer.
• Cancellations made within 14 days of the event may incur up to 100% of the hire cost, depending on preparation, staffing, and delivery commitments.
• If Pulsate Events cancels a booking due to unforeseen circumstances, a full refund will be issued.
• Refunds will not be provided for issues arising from circumstances beyond our control (e.g., extreme weather, power outages, venue restrictions).
9. Liability and Insurance
• Pulsate Events will not be liable for any injury, loss, or damage arising from misuse or improper handling of hired equipment.
• The Hirer accepts full responsibility for the safety of all persons using or near the equipment during the hire period.
• Pulsate Events maintains its own public liability insurance but recommends that all Hirers also have appropriate event insurance coverage.
10. Event Planning and Hosted Events
• For events planned or hosted by Pulsate Events, all terms of this Hiring Policy still apply unless otherwise stated in a written contract.
• Event planning fees, deposits, and timelines will be agreed upon prior to commencement.
• Pulsate Events reserves the right to make professional decisions on event logistics, vendors, and execution to maintain safety, quality, and compliance.
11. Force Majeure
• Pulsate Events shall not be liable for delays, cancellations, or losses caused by circumstances beyond its control, including but not limited to extreme weather, natural disasters, accidents, or government restrictions.
12. Agreement
• By confirming a booking, the Hirer acknowledges that they have read, understood, and agreed to the terms of this Hiring Policy.
13. Event Planning Services
• Pulsate Events offers a full range of event planning services, including concept design, budgeting, licensing, venue sourcing, supplier coordination, décor, production, ticketing, marketing, and on-site management.
• Event planning services can be tailored to suit each client’s needs — from full-service event management to partial planning or consultation support.
• A formal Event Planning Agreement will be issued prior to commencement, outlining scope of work, deliverables, fees, and timelines.
• A non-refundable planning deposit is required to secure all event planning services, with staged payments due as per the signed agreement.
• Any changes to scope or additional requests after project commencement may incur further costs, which will be discussed and approved in writing before proceeding.
• The Client must ensure that all required permits, licences, and consents (e.g. alcohol licences, venue permits, noise approvals, or council permissions) are obtained. Pulsate Events can assist in this process as part of the service if agreed.
• Pulsate Events will take all reasonable steps to deliver the event as planned but cannot be held responsible for external factors such as venue limitations, supplier issues, or acts of nature that impact delivery.
• All intellectual property, creative concepts, and event materials produced by Pulsate Events remain the property of the Company until full payment is received.
