Sunbow Rentals – Terms and Conditions of Hire

Company Information

Company Name: RAJAN ARJOON CC t/a Sunbow Rentals

Contact Number: +27 82 892 4297

Definitions and Scope

Definitions

• Sunbow Rentals: Refers to Sunbow Rentals cc, including its owners, managers, employees, and agents.
• Customer: The individual or entity entering into the rental agreement, including any representatives, employees, guests, or agents of the Customer.
• Rental Agreement: The signed and accepted estimate, invoice, or contract specifying the items, terms, and services provided by Sunbow Rentals.
• Rental Centre: Any physical location owned or leased by Sunbow Rentals for storing, maintaining, or renting out equipment.

Agreement Scope and Acceptance

By engaging Sunbow Rentals’ services and making a payment or signing any part of the Rental Agreement, the Customer acknowledges acceptance of all terms and conditions. These Terms and Conditions apply to all rentals, including items picked up from or delivered by Sunbow Rentals.

Reservation and Payment Terms

Booking and Deposit Requirements

Reservations are only confirmed upon receipt of a signed Rental Agreement and a 50% non-refundable deposit. Sunbow Rentals reserves the right to adjust the deposit requirement for specific orders.

Full Payment Terms

The remaining balance is due 7 days before the delivery date. Failure to pay in full may result in cancellation of the order without refunding the initial deposit, or additional charges may be applied as per the highest allowable annual percentage rate (APR).

Late Payment Charges

If payment deadlines are missed, Sunbow Rentals may apply a late fee based on the maximum legal APR. Customers are responsible for timely payments to avoid delays and potential additional fees.

Cancellation and Refund Policy

All deposits are non-refundable. Cancellations will result in forfeiture of the deposit regardless of the reason. Changes to the rental order may be made up to 7 days before delivery; however, these changes cannot reduce the rental cost below the 50% deposit amount.

Specialty Items

Specialty items (such as custom-manufactured equipment or special-order items) are non-refundable once ordered. Adjustments to specialty items must be made at least 14 days prior to the rental date.

Customer Responsibilities and Safety Precautions

Customer’s Responsibility to Inspect Equipment

It is the Customer’s duty to inspect all items upon delivery or pickup. Acceptance of the equipment without reporting any visible damages constitutes agreement that the equipment is in satisfactory condition.

Use and Handling of Equipment

The Customer is responsible for ensuring proper use of the rented items and following Sunbow Rentals’ instructions. Misuse, negligence, or unauthorized modifications of equipment will lead to additional repair or replacement charges.

Site Preparation and Accessibility

Customers must prepare the site and provide sufficient access for delivery. The Customer is also responsible for identifying any underground utilities or obstacles. Sunbow Rentals will not be held liable for damages to unmarked underground utilities.

Safety and Compliance

The Customer agrees to provide a safe environment for both the equipment and Sunbow Rentals personnel. Should unsafe conditions arise, Sunbow Rentals reserves the right to refuse service without refund.

Possession, Ownership, and Rental Period

Duration of Rental Period

The Customer’s possession of rented items is limited to the agreed rental period. Standard rentals cover a 3-day period unless stated otherwise. Late returns are subject to additional rental fees equivalent to the daily rate.

Ownership and Title

All rented items remain the property of Sunbow Rentals at all times. The Customer has no rights to sell, sublease, or transfer rented items. Any attempt to do so will be treated as theft and reported to the appropriate authorities.

Extension of Rental Period

Requests to extend the rental period must be made in writing and approved by Sunbow Rentals. Extended rental days are charged at the agreed daily rate unless otherwise stated.

Return of Equipment

Equipment must be returned in the same condition it was received, barring reasonable wear. The Customer is responsible for losses or damages to items due to negligence, theft, or accidents.

Delivery, Setup, and Collection

Delivery and Collection Services

Sunbow Rentals offers delivery and collection services at additional costs. Delivery is limited to ground-level, easily accessible locations. The Customer is responsible for ensuring someone is available for delivery and collection.

Delivery Windows

The Customer must be available for the entire delivery window. Sunbow Rentals requires customers to be present upon delivery or assign a trusted person to be present upon delivery, notifying Sunbow Rentals at least 2 hours in advance.

Setup and Breakdown Services

Setup and breakdown services are available upon request for an extra fee. All items should be returned in the same setup as delivered unless breakdown service is purchased. Sunbow Rentals may assess labor fees if conditions at the delivery site impede setup.

Setup

Customers are required to ensure the setup is to their satisfaction. Relocating items during installation may result in additional charges.

Curbside Delivery Terms

Curbside delivery means items are delivered to a ground-level location within 25 meters of the nearest accessible entry point, with no steps or obstacles. Items must be ready for collection in the same area they were delivered to.

Collection of Items Left on Site

All items must be re-stacked and ready for collection as they were delivered. The Customer is responsible for ensuring the security of items left outside until collection.

Damage, Loss, and Cleaning Policy

Responsibility for Damages

The Customer assumes full responsibility for any damage or loss of rented items, including those due to theft, weather, or other events. Charges for repairs or replacement will be billed to the Customer.

Cleaning Fees

Items such as china and glassware must be rinsed free of food debris before return. A cleaning fee of R1.25 per item will be applied for items not cleaned as per agreement. Additional cleaning charges apply for items returned in excessively dirty condition.

Damage Waiver Option

An optional damage waiver at 8% of the rental cost covers normal wear and cleaning but does not cover loss, theft, or damages due to negligence. Broken items must be returned to Sunbow Rentals or will be charged as lost.

Assessment of Damaged Items

Sunbow Rentals reserves the right to assess damages within 72 hours of the return. The Customer agrees to pay all repair, replacement, and associated shipping costs.

Portable Toilet Service

Additional fees will be charged for extra toilet services requested by customers. These amounts must be paid in advance before servicing occurs.

Liability, Indemnity, and Insurance

Customer’s Assumption of Risk

The Customer acknowledges the risks involved in the use of rented items and voluntarily assumes responsibility for injury or damages resulting from misuse.

Release of Liability

The Customer releases Sunbow Rentals from any claims for injury, death, or damage resulting from the use or possession of rented items.

Indemnity Agreement

The Customer agrees to indemnify Sunbow Rentals against all claims, damages, and losses, including legal fees, arising from the use or possession of rented equipment.

Insurance Requirements

Sunbow Rentals recommends that the Customer obtain insurance for high-value rentals or large events to cover potential damages or losses.

Terms for Tents and Large Equipment

Tent Installation Requirements

Tents must be securely anchored as per safety standards. If conditions prevent proper anchoring (e.g., concrete surfaces), Sunbow Rentals will advise on alternatives such as concrete weights. The Customer assumes responsibility if anchor points are unavailable.

Weather-Related Precautions

Sunbow Rentals is not liable for damages to tents or equipment due to severe weather, including high winds or heavy rain. If inclement weather is forecasted, Sunbow Rentals may postpone installation.

Prohibited Actions Near Tents

The Customer must not light fires or place heat sources near tents or equipment. Damages from burns or discolouration will be charged to the Customer.

Inspection and Permits for Event Sites

Customers are responsible for securing all necessary permits and compliance with local regulations. Failure to comply may result in fines for which the Customer is responsible.

Customer Service and After-Hours Policy

Customer Service Communication

The Customer is expected to communicate in a respectful manner with Sunbow Rentals personnel. Abusive language or hostile behavior may result in immediate termination of the rental agreement.

After-Hours Support

Sunbow Rentals does not provide after-hours support except for pre-arranged cases. Additional fees apply for weekend or holiday service requests.

Reporting Malfunctions

The Customer must report any issues with equipment immediately during business hours. If problems occur outside of business hours, they should be reported as soon as possible on the next business day.

Governing Law and Jurisdiction

Governing Law

This Rental Agreement is governed by the laws of South Africa, and all disputes arising out of this agreement are subject to the jurisdiction of local courts.

Attorney’s Fees and Costs

The Customer is responsible for all costs, including attorney’s fees, incurred by Sunbow Rentals to enforce these Terms and Conditions.

Acknowledgment and Acceptance of Terms

By entering into this Rental Agreement and using Sunbow Rentals services, the Customer acknowledges and accepts all terms and conditions outlined in this document. This acceptance may be communicated through signature, payment, or verbal agreement.