T&Cs

Bosveld Audio and Lighting (PTY) LTD Terms and Conditions

These Terms & Conditions apply to all services provided by Bosveld Audio & Lighting. By paying a deposit, signing a quotation, and confirming a booking (email or WhatsApp), the client (“you”) agrees to these Terms & Conditions in full.

1. BOOKINGS & CONFIRMATION

1.1 A booking is only confirmed once:

A service fee deposit has been received, and

Written confirmation has been issued by Bosveld Audio

1.2 Verbal agreements hold no validity.

1.3 Dates are allocated strictly on a first-paid basis. No date is reserved without a deposit.

1.4 Service fee deposit = 50% required for booking, unless discussed otherwise.

Payment arrangements can be made to be payable in 2 months. Outstand payment will be paid in full.

2. PAYMENTS

2.1 Service fee deposit is required to secure any booking.

2.1 The service fee deposit must be received within 14 days of the final quotation has been issued.

2.3 All promotional, special, or discounted pricing reflected on the final quotation will be immediately forfeited if the service fee deposit is not received within 14 days. Bosveld Audio reserves the right to re-quote at standard or current rates thereafter. Meaning - original full amount will be re-quoted with no discount adjustments.

2.4 The full outstanding balance must be paid no later than 14 days prior to the event date.

2.5 Failure to settle the balance by the due date will result in:

Immediate suspension of services, and

Possible cancellation without refund.

2.6 Bosveld Events reserves the right to withhold setup, performance, or breakdown until payment reflects.

2.7 All prices are quoted in South African Rand (ZAR) and are subject to change if event details change.

3. CANCELLATIONS

3.1 Client cancellations:

Cancellation within 60 days of the event: Forfeit 50% of the service fee deposit. Not full amount.

3.2 If Bosveld Audio is unable to perform due to circumstances.

DJ fell ill and can not do your wedding

DJ have been in an accident that includes, death

Client have proof of passed certificate or accident proof

4. EVENT DETAILS AND CHANGES

4.1 The client is required to provide accurate, complete, and truthful information regarding the venue, final guest count, layout, setup location, access, timings, power availability, and any other event-related details.

4.2 The final guest count supplied by the client is used to determine the size, quantity, and specification of equipment and staffing. If the actual guest count exceeds the confirmed number, additional fees will apply and are payable immediately or as invoiced after the event.

4.3 The client must clearly specify where the setup will take place (exact location, room, area, or outdoor position). If the setup location is changed on the event day:

• Bosveld Audio will relocate the setup a maximum of (1) time only.

• Any further relocations will be refused or charged at an additional fee.

4.4 Bosveld Audio shall not be held responsible for reduced performance quality, delays, limitations, or additional costs resulting from incorrect, incomplete, misleading, or late information supplied by the client, venue, or planner.

4A. WEATHER AND RAIN POLICY

4A.1 Outdoor events must have a confirmed indoor or covered backup plan communicated in writing no later than 14 days prior to the event.

4A.2 Bosveld Audio will not operate in rain, heavy mist, excessive moisture, or unsafe weather conditions that may endanger equipment, staff, or guests.

4A.3 Adequate weather protection must include:

• A fully waterproof roof or marquee

• Dry, stable flooring

• Protection from wind and water run-off

4A.4 If rain or unsafe weather conditions occur and suitable cover is not available:

• Services may be delayed, modified, relocated (subject to Section 4.3), or suspended

• No refunds will be issued for interruptions or stoppages caused by weather

4A.5 Bosveld Audio is not liable or responsible for any damage caused by poor or adverse weather conditions to the client’s decor, flowers, furniture, installations, structures, or the venue itself.

4A.6 Bosveld Audio responsibility is strictly limited to ensuring its own equipment is operated safely and remains in a working condition. No responsibility is accepted for third-party items or venue property.

4A.7 If rain or unsafe weather conditions occur and suitable cover is not available.

4A.8 Any weather-related damage to Bosveld Audio equipment will be fully chargeable to the client, unless the venue has formally accepted full written responsibility for such damages.

4A.9 If the client elects to proceed with the event outdoors, or at a venue or location that may reasonably result in weather-related damage, despite warnings or recommendations from Bosveld Events, the client accepts full financial responsibility for any resulting damage to Bosveld Audio’ equipment.

4A.10 Any discussions or decisions regarding weather-related risks, relocation, suspension, or continuation of services may be made on the day of the event and shall be final and binding.

4A.11 The client agrees that liability for damage will apply regardless of whether the damage is immediate or discovered after the event.

5. SETUP, ACCESS & POWER

5.1 The client is responsible for ensuring:

• Safe and adequate access to the venue

• Sufficient setup and breakdown time

• A reliable, stable, and compliant power supply

5.2 Power must be suitable for professional audio, lighting, and production equipment. Bosveld Audio is not responsible for issues arising from unstable voltage, power surges, incorrect wiring, insufficient amperage, or faulty generators.

5.3 If power is unstable, unsafe, or unavailable, Bosveld Audio reserves the right to:

• Delay services

• Modify the setup

• Reduce output

• Suspend or terminate performance

No refunds will be issued in such cases.

5.4 Power Failure & Electrical Damage Policy:

• Any damage to Bosveld Audio equipment caused by power failure, load shedding, generator failure, power surges, incorrect electrical distribution, or venue-supplied power will be fully chargeable to the client.

• This includes, but is not limited to, damage to amplifiers, mixers, controllers, speakers, lighting fixtures, control systems, and cabling.

• 5.5 Bosveld Audio will take reasonable steps to protect its equipment; however, liability for electrical-related damage remains with the client, unless the venue has accepted full written responsibility for the electrical supply and any resulting damage.

• 5.6 Any decisions regarding continuation, suspension, or shutdown due to power-related risks may be made on the day of the event and shall be final and binding.

6. VENUE & SAFETY

6.1 Bosveld Audio may refuse to operate if the venue is deemed unsafe for equipment, staff, or guests.

6.2 The client is liable for any damage caused to Bosveld Audio’ equipment by guests, venue staff, vendors, or weather exposure.

6.3 Outdoor events must provide adequate cover. Weather-related damage is fully chargeable to the client.

7. ACCOMMODATION, TRAVEL & MEALS

7.1 Events outside a 60km radius from Bosveld Audio’ base may require accommodation.

7.2 Accommodation requirements:

A bed and roof, no need for a 5 star hotel. The DJ in charge will decide if extra staff members must be booked, depening on production size.

Custom packages. Depending on staff count on quotation and final invoice.

7.3 Accommodation must be:

On-site or within close proximity of 10km from venue.

Safe and of reasonable standard

At least for the night of your wedding date if the venue is in 60km radius.

If venue exceeds 60km radius, the previous night and the day of.

7.4 Meals must be provided for all Bosveld Audio staff on duty. Meals must be equivalent in quality and timing to vendor or guest meals and may not be delayed until the end of service.

7.5 Bosveld Audio staff, including DJs, are on their feet for the duration of the event. A designated seated eating area or vendor table must be provided to allow staff to sit and eat properly. Staff are not required to eat standing or in unsuitable service areas.

7.6 Additional travel, transport, and logistics fees apply to destination, weekend, or complex events.

8. PERFORMANCE & MUSIC POLICY

8.1 Music selections remain at the professional discretion of Bosveld Audio.

8.2 Explicit, offensive, or inappropriate content will not be played during formal settling or formal portions of the event. Some songs may have poor sound quality if edited or censored; if the original song is explicit, Bosveld Audio may play it to maintain professional quality and accurate performance, while still considering appropriateness for the event setting.

8.3 Music Requests

To ensure your special day flows smoothly, especially when the party starts, clients should inform guests in advance via RSVP cards, invitations, or pre-event communications that:

• The DJ will only take certain requests in line with this policy.

• Guests must respect the DJ's discretion regarding song selection, timing, and event flow.

• Requests that are refused or deferred will not be argued, repeated excessively, or harassed on the day.

• The DJ may play requests later at an appropriate time, but guests may not insist on immediate playback.

• This policy ensures professional performance, proper pacing, and a seamless experience for all attendees.

• Clients may submit song requests in advance.

• Requests are acknowledged but cannot be guaranteed, especially if they conflict with the flow, timing, or atmosphere of the event.

• Last-minute or on-the-day requests may be limited by technical, timing, or equipment constraints.

• May substitute tracks to ensure professional quality, live mixing integrity, and seamless performance.

• The DJ’s discretion is final on all musical decisions to maintain the best experience for all guests.

• If a guest makes a request that the DJ refuses, the DJ cannot be blamed, and the guest’s dissatisfaction is not the responsibility of Bosveld Audio.

• If the DJ indicates a request will be played later - it will be played late when the time is right.

• RESPECT THE DJ AND THE DJ WILL RESPECT YOU

9. OVERTIME

9.1 Performance times are strictly as per the agreed quotation.

9.2 Overtime is subject to:

Availability

Venue approval

Immediate payment or pre-agreed rate

9.3 Bosveld Audio reserves the right to end performance immediately if overtime is not approved.

9.4 Overtime invoice will be implemented the day after your event. Payment must be paid within 3 days.

9.5 If the client accepts the conditions and do not comply to the new invoice payments. Legal actions will be taken.

9.6 Overtime = Starting at R 1000 per hour. 4 to 5 hours extra will add additional charges for fatigue and health.

10. INTELLECTUAL PROPERTY & MEDIA

10.1 All branding, concepts, setup designs, playlists, and production methods remain the intellectual property of Bosveld Audio.

10.2 Bosveld Audio may capture and use photos or videos of setups and performances for marketing purposes unless explicitly declined in writing.

11. DAMAGES, LIABILITY & INDEMNITY

Note: While Bosveld Audio carries insurance on its equipment and staff, this does not prevent intentional or reckless damage by the client or any party, including guests. Liability for deliberate destruction remains fully with the responsible party.

11.1 The client accepts full responsibility for the actions of guests, venue staff, vendors, and any third parties present at the event.

11.2 Any loss, damage, or destruction to Bosveld Audio equipment caused by:

• Guests

• Weather conditions

• Power failure or electrical faults

• Venue infrastructure

• Third-party suppliers

• Negligence, misuse, or interference

will be fully chargeable to the client.

11.3 Bosveld Audio shall not be liable for any damage, loss, or injury to:

• Client or guest property

• Decor, flowers, furniture, installations

• Venue property

• Third-party equipment

howsoever caused.

11.4 The client agrees to indemnify and hold harmless Bosveld Audio, its owners, staff, and contractors from any claims, losses, damages, costs, or legal action arising from:

• The event

• Venue conditions

• Guest behavior

• Third-party suppliers

Failure to comply with these Terms & Conditions

11.5 Bosveld Audio’s total liability, under any circumstances, is strictly limited to the value of the services actually provided.

11.6 Bosveld Audio shall not be held liable for indirect, consequential, or economic losses, including but not limited to loss of enjoyment, loss of reputation, or loss of income.

11.7 If any damage has been made to the equipment the client shall.

Pay a fee of 50% of full service price

Pay full amount of each equipment piece price

All of these can be implemented after the service. Not during, we do not want to disturb your special day! Any of the cases can be held to imply to court.

12. GOVERNING LAW

12.1 These Terms & Conditions are governed by the laws of the Republic of South Africa.

12.2 Any disputes shall be resolved under South African jurisdiction.

13. CONFIDENTIALITY 

Both Parties hereby agree that they shall not disclose any confidential information to any third parties throughout the duration of this Contract and shall not use the confidential information for any purpose except those detailed herein or expressly authorized by the other Party.

14. CLIENT EXPECTATIONS & DJ RESPONSIBILITY

14.1 The DJ cannot be held responsible if your wedding or event does not turn out exactly as imagined. Unforeseen changes, circumstances, and dynamics may occur during the event.

14.2 Bosveld Audio staff will make every effort to prevent disruptions and provide the best possible performance.

14.3 If clients or guests have concerns regarding music or service, these should be communicated respectfully to the DJ. Bosveld Audio staff are professional adults and expect to be treated as such.

14.4 The DJ cannot take responsibility for dissatisfaction resulting from insufficient or inaccurate information provided prior to the event. Clients are encouraged to provide as much detailed information as possible about the event, preferences, and expectations.

14.5 Bosveld Audio DJs are active, professional performers, not passive operators. DJs spend the majority of the event standing, mixing, coordinating, and managing multiple responsibilities simultaneously.

14.6 Small, respectful guidance or direction to the DJ during the event is acceptable, but excessive interference, improper instructions, or harassment will not be tolerated.

14.7 Clients should understand that the DJ’s performance is dynamic and may require real-time adjustments to maintain flow, energy, and professionalism. Cooperation and clear communication are essential for a successful event.

15. VENUE EQUIPMENT & CONTROL POLICY

15.1 Bosveld Audio will not use or rely on any installed P.A. or lighting systems provided by the venue. We will always provide and operate our own equipment to ensure quality, consistency, and professional performance. We have made agreements with some venues to use some of their equipment to ensure best performance.

15.2 Venues that switch off power or interfere with our equipment before the agreed end time will be invoiced for any resulting damages. Even our smallest setup is valued at over R350,000.

15.3 Our policy is Client Over Venue. Harassment, demands, or interference from the venue will not be tolerated.

15.4 Examples of unacceptable venue interference include, but are not limited to:

• Demanding that equipment be switched off before the agreed end time without the client’s consent.

• Demanding that volume levels be lowered without client approval.

• Dictating how our equipment is set up, used, or where it is placed.

• Using SPL meters or monitoring equipment inappropriately without understanding technical requirements.

• Attempting to control or instruct Bosveld Audio staff during the event.

15.5 Venues do not have the authority to substitute their own equipment for ours, even for minor cost savings. They lack the expertise of a professional DJ company and cannot make technical decisions on behalf of the client.

15.6 Just as we would never instruct a venue how to manage catering, decor, or other logistics, the venue is not permitted to dictate how artists perform. It is the client’s day, not the venue’s. Bosveld Audio will protect the integrity and reputation of its services and will not compromise our performance or brand due to venue interference.

16. ACCEPTANCE

By confirming a booking with Bosveld Audio, the client confirms that they have read, understood, and agreed to these Terms & Conditions in full.

Bosveld Audio and Lighting

EG Rohrbeck – Owner | Headliner DJ

info@bosveldaudio.co.za

www.bosveldaudio.co.za