Terms & Conditions
Capital Audio Visual (Pty) Ltd T/A Capital Productions
Last Updated: 7 March 2026
The following Terms and Conditions provide the basis for a good working relationship between Capital Productions ("we", "us", or "our") and the Client ("you" or "the Client").
All work is carried out by Capital Productions on the understanding that the Client has agreed to our terms and conditions.
1. Acceptance of Quotation and Agreement
1.1 Quotations issued by Capital Productions are valid for 14 days unless otherwise stated.
1.2 Capital Productions reserves the right to withdraw or amend quotations prior to confirmation.
1.3 Confirmation of a booking requires a written acknowledgement accompanied by a 50% deposit, purchase order, or an agreed upon arrangement.
1.4 By booking our services, or by making a payment toward a quotation or invoice, the Client confirms acceptance of these Terms and Conditions.
2. Booking & Payment Terms
2.1 No equipment, crew, or services will be scheduled until the deposit has been received and cleared. We will not be held liable for delays in this regard.
2.2 The remaining balance is due no later than 14 days prior to the event date unless otherwise agreed in writing.
2.3 Capital Productions reserves the right to withhold services or equipment if full payment has not been received before the event.
2.4 Payments must be made via Electronic Funds Transfer (EFT) unless otherwise agreed.
2.5 Any bank charges incurred during payment (such as cash deposit fees) will be the responsibility of the Client.
3. Scope of Services
3.1 Services to be provided will be outlined in the quotation.
3.2 Any services requested outside the agreed scope may incur additional charges, including extension of service time, which may be billed at an hourly overtime rate.
3.3 Additional services requested during an event (such as extended hours or additional equipment) are subject to availability and approval by Capital Productions.
3.4 All equipment provided by Capital Productions is on a rental basis, and remains the property of Capital Productions.
4. Travel Charges, Accommodation and Subsistence
4.1 Transport and travel will be charged for either at a flat rate based on the vehicle and area, or at a per km rate from our location in Pretoria.
4.2 Add-on pricing (such as Wedding Ceremony Sound) is on the basis of the service being rendered at the same venue. Additional logistics will be charged for should the service be required elsewhere.
4.3 When travel is included as part of a package, this covers a single round trip to a single venue in Pretoria, within 40km from our location. Any additional travel will be charged for.
4.4 When air travel is required for any crew, this will also be at the Clients expense.
4.5 Events outside of Pretoria may require accommodation, this will be communicated beforehand. If deemed necessary, accommodation will be at the Clients expense, and can be provided by the Client or sourced by Capital Productions.
4.6 When crew is required to be on site for more than 8 hours or past 18h00, crew meals and refreshments will be charged for, unless otherwise provided by the Client.
4.7 In such cases where the Client fails to provide reasonably acceptable meals or accommodation, Capital Productions will source what is needed and add the costs to the invoice.
5. Changes to Bookings
5.1 Any changes to the event schedule, location, equipment requirements, or scope of work must be submitted in writing.
5.2 Capital Productions will make reasonable efforts to accommodate changes but cannot guarantee availability.
5.3 Significant changes may result in a revised quotation.
6. Cancellation and Postponement
6.1 All cancellations must be submitted in writing.
6.2 The booking deposit is non-refundable.
6.3 Cancellation fees will apply as follows depending on the notice period:
More than 30 days before event – 30% of total fee payable
7–30 days before event – 50% of total fee payable
Less than 7 days before event – 100% of total fee payable
6.4 If an event is postponed, Capital Productions may allow funds paid to be transferred to the new date, subject to availability and the following penalties:
More than 30 days before event – no penalty.
7–30 days before event – 30% of the service fee charged additionally.
Less than 7 days before event – 50% of the service fee charged additionally.
Any expenses already incurred by Capital Productions for the initial date will also be at the Clients expense.
6.5 If Capital Productions is unavailable for the rescheduled date, the cancellation terms will apply.
6.6 In the unlikely event that Capital Productions cannot deliver services due to severe illness or an emergency, a full refund will be issued, and assistance will be offered to find a replacement service provider.
7. Venue Requirements and Client Responsibilities
The Client is responsible for ensuring the venue meets the following requirements:
7.1 Adequate power supply suitable for the required equipment.
7.2 Safe access for loading and unloading equipment.
7.3 Adequate setup and breakdown time before and after the function.
7.4 Compliance with all venue rules, permits, and regulations.
7.5 Protection of equipment from weather, water, or unsafe environmental conditions.
7.6 The Client will be liable for any additional costs incurred due to venue limitations or delays, including if additional crew is required.
8. Equipment Safety and Damage
8.1 The Client agrees to ensure adequate security measures are in place during the function, as well as during the time that the crew and/or equipment are on site. This includes overnight security if the equipment is to stay overnight at a venue.
8.2 The Client agrees to ensure that guests, venue staff, and other vendors do not tamper with or interfere with equipment.
8.3 The Client will be responsible for any loss, theft, or damage to equipment caused by negligence, misuse, or unauthorised handling.
8.4 Repair or replacement costs will be invoiced to the Client.
9. Outdoor Events and Weather
9.1 The Client is responsible for providing adequate shelter and protection for equipment in outdoor environments.
9.2 Capital Productions reserves the right to stop or refuse services if weather conditions pose a risk to equipment or personnel.
9.3 No refunds will be issued where services are halted for safety reasons. Alternative arrangements should be in place for rainy seasons.
10. Load-Shedding and Power Interruptions
10.1 Capital Productions shall not be held responsible for interruptions to services caused by load-shedding, power outages, or electrical failures at the venue.
10.2 The Client is responsible for ensuring that the venue provides a reliable power supply for the duration of the event.
10.3 Where power outages are anticipated, the Client may request the provision of generators or backup power systems, which will be quoted separately.
10.4 Capital Productions cannot guarantee the continuation of services where venue power fails and no backup power has been arranged.
10.5 Any delays, interruptions, or cancellation of services resulting from power failure will not constitute grounds for refund.
11. Venue Power Specifications
11.1 The Client must ensure that the venue provides adequate electrical supply suitable for the equipment specified in the quotation.
11.2 Electrical supply must be safe, compliant, and accessible within reasonable proximity to the setup areas.
11.3 Capital Productions reserves the right to refuse connection to unsafe, overloaded, or non-compliant power sources.
11.4 Any costs incurred due to insufficient power supply, including the hiring of generators, cabling, or additional technical solutions, will be the responsibility of the Client.
11.5 Any delays caused by power access issues may result in additional labour or overtime charges.
12. Noise Restrictions and Curfews
12.1 The Client is responsible for ensuring that the event complies with venue regulations, municipal by-laws, and noise restrictions.
12.2 Capital Productions will not be responsible if sound levels must be reduced or music stopped in order to comply with venue rules, legal regulations or noise curfews.
12.3 No refunds or compensation will be provided where services are limited or terminated due to venue or legal noise restrictions.
13. Rigging and Structure Installation
13.1 Where lighting, speakers, screens, or other equipment must be rigged, suspended, or mounted, installation will be performed by qualified technicians.
13.2 The Client is responsible for ensuring the venue permits rigging and structural installation, and that suitable rigging points are available.
13.3 Capital Productions will not be responsible for any structural limitations, restrictions, or venue regulations that prevent rigging installation.
13.4 Where rigging requires structural certification, or third-party rigging services, these requirements remain the responsibility of the Client, or will be charged for additionally upon request.
13.5 Capital Productions reserves the right to decline rigging installation where safety standards cannot be met.
14. Technical Limitations and Failures
14.1 Capital Productions will use reasonable skill and care to ensure equipment operates correctly. However, we cannot be held responsible for issues beyond our control including:
Venue power outages
Internet connectivity issues during livestreams
Venue technical limitations
Third-party equipment failure
14.2 In the unlikely event of equipment failure, we will make reasonable efforts to repair or replace equipment where possible.
15. Live Streaming and Recordings
15.1 Live streaming quality may be affected by internet connectivity, venue infrastructure, and external platform performance.
15.2 Capital Productions cannot guarantee uninterrupted streaming where internet connectivity is outside our control.
15.3 Recorded content will be delivered within a reasonable timeframe after the event.
15.4 Any recordings (video or audio) will be stored for a period of 30 days from the event date, after which they will be cleared from our system. It remains the responsibility of the Client to ensure that they request the media from us, and to make their own backups.
16. Copyright Music on Live Streams
16.1 Streaming platforms (such as YouTube and Facebook) use automated systems to detect copyrighted music, and may mute sections of audio or block the video entirely.
16.2 Capital Productions will not be held liable for stream interruptions caused by copyright blocks. We recommend using royalty-free music wherever possible.
17. Artist and DJ Riders
17.1 Where artists, DJs, speakers, or performers provide technical riders, these requirements must be supplied to Capital Productions within a reasonable timeframe as to make the necessary arrangements.
17.2 Capital Productions will review the rider and advise whether the requirements fall within the existing quotation or require additional equipment or services.
17.3 Any additional equipment, crew, or services required will be quoted separately and must be approved by the Client.
17.4 Capital Productions shall not be responsible for fulfilling uncommunicated rider requirements or last-minute technical changes.
18. Use of Subcontractors
18.1 Capital Productions reserves the right to use qualified subcontractors, technicians, or freelancers where necessary.
18.2 All subcontractors will operate under Capital Productions' direction and quality standards.
19. Marketing and Portfolio Use
19.1 Capital Productions reserves the right to use photos, videos, or event footage for our portfolio, promotional, or marketing purposes unless otherwise requested.
20. Liability & Legal Costs
20.1 Capital Productions shall not be liable for:
Indirect or consequential losses
Loss of revenue or reputation
Delays caused by third parties or venue limitations
20.2 Liability for any claim shall be limited to the total amount paid by the Client for the services.
20.3 The client or venue must have Public Liability insurance and be compliant with the Live Events legislation. Capital Productions bears no responsibility in this regard.
20.4 In the event of any legal action, Capital Productions is entitled to recover costs at attorney/client scale, including collection commissions.
21. Force Majeure
21.1 Capital Productions will not be liable for failure to perform services where such failure is caused by circumstances beyond our control, including but not limited to pandemics, war, strikes, industrial disputes or unrest, government restrictions, transport delays, fire, power outages, theft, vandalism, riots, civil commotions, or accidents of any kind.
21.2 In such cases we will attempt to reschedule services if possible.
22. Governing Law
22.1 These Terms and Conditions are governed by the laws of the Republic of South Africa.
22.2 Any disputes shall be subject to the jurisdiction of the courts of South Africa.
Contact Us
For any questions regarding these Terms and Conditions please email info@capitalpro.co.za