Booking & Hire Terms

Nothing in this policy limits or excludes any consumer right that cannot legally be excluded under applicable Kenyan law. Where any provision of this policy conflicts with such a right, that right prevails.

Quotations and prices

All prices are based on the information supplied by the client at the time the quotation is prepared. A quotation may change where there is a change in guest count, location, quantities, equipment, décor, tent size, setup complexity, delivery requirements, event duration, access conditions, labour or other services. A quotation is valid for the period stated on that quotation; after that period, availability and pricing may be reconfirmed. Availability and prices are guaranteed only after booking confirmation. A quotation does not reserve stock or an event date.

Package pricing

Package prices apply to the package as quoted. Removing individual items from a bundled package does not necessarily reduce the package price by the standalone rental value of those items.

A deposit of fifty percent (50%) of the total quoted amount is required to confirm the booking and reserve the event date, equipment and service team. The deposit allows Sherehe Events to allocate rental inventory, tents, décor, event staff, setup crew, transport resources, production materials and third-party services where applicable. No deposit means no confirmed reservation: quotations, enquiries, WhatsApp conversations, verbal discussions and provisional dates do not constitute a confirmed booking. Payment may be made by M-Pesa or another method communicated on the quotation. A screenshot or payment message alone is not treated as cleared payment until the payment has been received and verified.

Unless otherwise stated in writing on the quotation, the remaining fifty percent (50%) balance must be cleared before delivery, unloading or the commencement of setup or services. Sherehe Events may suspend dispatch, unloading, setup or performance where the agreed balance has not been paid. Any additional items or services requested after the original quotation must also be paid for as agreed before or during the event.

More than 7 days before the event. The booking deposit may be transferred once to a new event date within sixty (60) days of the original event date, subject to availability. The new date must be mutually confirmed. A change of date may result in a revised quotation where quantities, location, season, logistics, availability or requirements have changed. Unless otherwise required by applicable law or agreed by Sherehe Events in writing, booking deposits are not redeemable for cash after stock and resources have been committed.

Within 7 days of the event. The booking deposit is normally non-refundable and non-transferable, because equipment, décor, staff, transport and other resources may already have been allocated or prepared.

Event-day cancellation or no-show. Where the event is cancelled after Sherehe Events has dispatched equipment, arrived at the venue, commenced setup, prepared customised materials or made the contracted service available, the full outstanding amount may remain payable.

Any statutory cancellation or refund rights available under Kenyan law remain unaffected.

A request to move an event date must be made in writing through Sherehe Events’ official communication channels. Rescheduling is subject to equipment availability, staff availability, the new date, venue or location changes and existing confirmed bookings. A transferred deposit cannot automatically guarantee that every original item will be available on the replacement date. Where an identical item is unavailable, Sherehe Events will discuss an appropriate alternative with the client.

Requests to increase or reduce an order should be communicated at least forty-eight (48) hours before the event and are subject to availability. Additional guests, chairs, tables, tents, tableware, décor or other equipment are subject to stock availability and additional payment; last-minute additions are not guaranteed. Reductions requested after equipment, materials, staff or transport have been allocated may not result in a proportional reduction in price, and reductions exceeding ten percent (10%) of the original invoice value may not reduce the price proportionally once the deposit is paid. Customised items already produced or purchased cannot normally be cancelled.

Hire period

The standard hire period is a twenty-four (24) hour block commencing when setup is formally completed by the Sherehe Events crew, unless a different duration is expressly stated on the quotation. Delivery, setup and post-event collection are scheduled outside this block and are not counted against it. The hire period does not mean that equipment must be actively used continuously for twenty-four hours.

Extended hire and collection

Any requirement to retain equipment for longer than the agreed hire period must be approved by Sherehe Events in advance. Extended hire may attract additional daily rental charges, transport, labour, overnight charges and additional staffing or security costs where applicable. Unauthorised retention of equipment beyond the agreed hire period may attract additional charges. Extension requests are subject to availability, because the equipment may already be booked for another client’s event. Equipment must remain safe, complete and available for collection at the agreed time, and the client must ensure Sherehe Events has reasonable access to the venue for collection.

Delivery, installation, dismantling and collection are carried out by Sherehe Events crew, and that labour is included in the hire price unless the quotation states otherwise. Transport is charged separately in accordance with the transport clause below.

Delivery and collection are available within Nairobi, Kiambu and other locations agreed at quotation stage. Transport is charged separately unless expressly included in the package. Transport charges may depend on distance, the vehicle required, equipment quantity, the number of trips, road conditions, loading requirements, access restrictions and collection time. Delivery and collection times are agreed as closely as reasonably possible; traffic, weather, road closures, venue restrictions and other circumstances outside reasonable control may affect arrival or collection times.

The client is responsible for ensuring that the venue is ready and accessible at the agreed setup time. The setup area should be cleared of unnecessary objects, safe for staff and equipment, accessible to the required delivery vehicle, and available for the agreed installation period. The client must notify Sherehe Events in advance of stairs, lifts, narrow access, long carrying distances, restricted parking, security procedures, loading restrictions, difficult terrain, muddy or unstable ground, limited setup hours and venue-specific rules. Unrestricted hard-standing access is required for 3–10 ton lorries to within thirty (30) metres of the setup location; where this is not available, a porterage charge from KSh 5,000 per hour of manual labour applies. Waiting time exceeding sixty (60) minutes is charged from KSh 3,000 per hour. Additional labour, waiting-time or logistical charges may apply where site conditions are materially different from those disclosed when quoting.

Unless expressly included in the quotation, the client is responsible for obtaining any required venue permission, estate access, parking approval, county or event permits, noise permission, power supply, generator requirements, water supply and security arrangements. The client should confirm that the venue permits the tents, décor, entertainment or equipment being ordered. Charges imposed directly by the venue, estate, parking facility or authority are the client’s responsibility unless specifically included in the quotation.

Tents may only be installed where Sherehe Events considers the site reasonably safe and suitable. The client must advise Sherehe Events of any known underground electrical cables, water pipes, drainage lines, irrigation systems, gas lines, septic systems or other underground installations. No person may remove, loosen, reposition or interfere with tent ropes, weights, anchors, poles or structural components after installation. Open flames, charcoal jikos, BBQ grills, unapproved heaters, fireworks, hot cooking equipment and other significant fire hazards must not be placed against or inside tents without prior approval. Sherehe Events reserves the right to stop installation, modify a setup, evacuate a structure or dismantle equipment where continuing would create a serious safety risk.

The client is responsible for considering weather conditions when booking an outdoor event. Tents and canopies provide reasonable shelter but are not a guarantee against extreme weather, flooding, severe wind, storms or other hazardous conditions. Where weather conditions become unsafe, Sherehe Events may delay installation, change the installation method, recommend an alternative location, suspend use of equipment or remove equipment where reasonably necessary for safety. Safety decisions take priority over aesthetics or the planned event layout.

Hired equipment remains the property of Sherehe Events at all times. Responsibility for hired items transfers to the client once they are delivered or handed over, and continues until they are collected or returned to Sherehe Events. The client must take reasonable care of all hired equipment. Hired items must not be sold, sub-hired, loaned to another event, removed from the agreed venue, altered, painted, cut, stapled, nailed, permanently taped or otherwise modified without written approval.

Clients are responsible for loss or damage occurring while hired items are under their control, except for ordinary wear and tear or damage caused by Sherehe Events. Examples include broken chairs, tables or glassware; damaged décor; missing equipment; burns; torn fabrics; permanent staining; lost cushions; missing tent components; and damage caused by guests or by unauthorised movement or alteration. Where an item is damaged but repairable, the reasonable repair cost may be charged. Where an item is lost, destroyed or uneconomical to repair, the reasonable replacement cost may be charged. Sherehe Events may provide photographic or inventory evidence where necessary.

Certain high-value, delicate or specialist items may require a refundable damage or security deposit, typically from KSh 10,000 to KSh 50,000 depending on the scale and fragility of the inventory. Where required, the amount will be shown on the quotation. The deposit may be retained temporarily after collection while the equipment is inspected. Where no chargeable loss or damage is identified, the refundable portion will be returned according to the agreed payment procedure, normally within a few working days of inspection. Where damage or loss occurs, Sherehe Events will provide an assessment of the applicable repair or replacement charge, and any remaining balance of the deposit will be returned. If the damage exceeds the security deposit, the client remains responsible for the outstanding amount.

Normal event use and ordinary cleaning are included unless otherwise stated. Additional cleaning or replacement charges may apply for excessive or permanent soiling, including wax, paint, glue, permanent marker, chewing gum, burns, oil, heavy food staining, bodily fluids, mud beyond normal outdoor use and permanent fabric stains. Clients should not attempt to clean specialist fabrics, décor or equipment using chemicals without approval.

Décor is produced according to the agreed theme, colour direction, package and available materials. Fresh flowers are natural products and may vary slightly in colour, size and shape. Balloon shades may vary slightly between manufacturers or batches. Colours viewed on phones and computer screens may differ slightly from physical colours. Custom designs may require reasonable creative interpretation. Where a particular flower, colour or décor item becomes unavailable, Sherehe Events may propose an equivalent or appropriate alternative; a materially different substitution will be discussed with the client wherever reasonably possible. Customised boards, signs, printing and personalised items should be checked and approved by the client before production where an approval proof is supplied. Errors contained in information approved by the client may require additional payment to reproduce.

Children’s equipment — conditions of use

Where a booking includes children’s entertainment, inflatables, bouncing castles, trampolines, slides, play equipment or similar activities, children must have appropriate adult supervision at all times, and manufacturer or operator age, capacity and safety instructions must be followed. Food, drinks, sharp objects, shoes and unsafe items must not be taken onto play equipment where prohibited. Equipment must not be moved after installation without permission. Equipment must not be overcrowded. Adults must not use children’s equipment unless it is specifically rated for adult use. Older and younger children should be separated where appropriate to reduce collision and injury risk. Use may be suspended during unsafe weather or site conditions. Parents, guardians and event organisers remain responsible for ensuring appropriate supervision of children throughout the event.

Children’s play equipment — supervision and hours

Children’s entertainment and play equipment may form part of a standard twenty-four (24) hour hire. For safety, supervision, visibility and security, Sherehe Events strongly recommends that active children’s play takes place during daylight hours, preferably between 10:00am and 6:00pm. The recommended daytime-use window does not automatically change the agreed delivery or collection schedule. Active children’s play outside the recommended period is discouraged unless the venue is appropriately secured, sufficiently illuminated and adequately supervised. Attended entertainment requiring a supervising Sherehe crew member on site throughout — including clowns, mascots and face painters — is scheduled as a session concluding by 6:00pm. Sherehe Events may require activity to stop where lighting, weather, supervision or venue conditions make continued use unsafe.

Sherehe Events aims to supply the exact items booked. Where an item becomes unexpectedly unavailable because of damage, safety concerns, supplier failure or another circumstance outside reasonable control, Sherehe Events may offer an equivalent or higher-standard substitute where reasonably possible. Where the substitute would materially change the appearance, function or value of the agreed setup, Sherehe Events will communicate with the client wherever reasonably possible before substitution.

Where Sherehe Events is engaged as a party planner or event coordinator, the scope of service is limited to the tasks and deliverables stated in the quotation or written event plan. Services not included in the agreed scope are not automatically included because Sherehe Events is coordinating the event. Clients must provide approvals, guest information, venue decisions, themes and other required information within reasonable deadlines. Sherehe Events is responsible for third-party vendors only to the extent that their sourcing, contracting or management is expressly included within the agreed written scope.

Sherehe Events reserves the right to suspend work or withdraw staff from a venue where staff face violence, threats, harassment, unsafe conditions, serious intoxication-related risk, unlawful activity or interference that prevents safe installation or operation. Where possible, the client will first be given an opportunity to resolve the situation.

Sherehe Events may take operational photographs of installations, equipment and setup conditions for inventory records, quality control, damage documentation, proof of setup and service records. Client contact and booking information will be used for legitimate purposes connected with the enquiry, quotation, contract, delivery, event and payment administration. Photographs, videos or identifiable client or guest information will not be used for unrelated direct marketing merely because a booking was made. Where consent is required for promotional use, such as identifiable event photographs, testimonials or direct marketing, Sherehe Events will obtain appropriate permission. Clients may contact Sherehe Events regarding the use of their personal information.

If there is a problem during delivery, setup or the event, clients should contact Sherehe Events immediately so the team has a reasonable opportunity to correct the issue. After-event complaints should be raised as soon as reasonably possible and should include the booking name, event date, a description of the issue and photographs or supporting information where relevant. Sherehe Events will review complaints in good faith and seek a reasonable resolution. This complaints procedure does not remove any statutory rights available to the client.