1. BOOKING & PAYMENTS
1.1 The deposit must reflect in Halo 360’s bank account before the booking is confirmed.
1.2 The full outstanding balance must be settled no later than 14 (fourteen) days before the event date.
1.3 If full payment is not received by the due date, Halo 360 reserves the right to cancel the booking without refund of deposit and reserves the right not to provide any service.
2. CANCELLATION POLICY
2.1 All deposits are non-refundable, regardless of the reason for cancellation.
2.2 If you cancel after paying in full, 50% of the total booking fee will be non-refundable.
2.3 If cancellation occurs less than 7 days before the event, the full booking fee will be forfeited.
2.4 Cancellations must be made in writing (email or WhatsApp) and will only be effective once acknowledged by Halo 360.
3. USE OF EQUIPMENT
3.1 The booth is to be used at the client’s own risk.
3.2 Halo 360 will not be held liable for any injury, accident, or damage to persons or property during the use of the booth.
3.3 Clients remain responsible for the conduct of their guests and will be liable for any damage or misuse caused by them.
3.4 Children must be supervised by a responsible adult at all times when using the booth or add-on equipment. Halo 360 staff are not responsible for supervising minors.
4. BUBBLE & SMOKE MACHINE TERMS
4.1 Venue Approval – The client is responsible for ensuring that the venue allows the use of bubble machines and/or smoke/fog machines. Halo 360 will not be held liable if the venue prohibits their use.
4.2 Safety & Liability – These machines may cause floors to become slippery or may trigger smoke detectors. The client accepts full responsibility and liability for any damages, injuries, or venue fines resulting from their use.
4.3 Supervision – Our staff will operate and monitor the machines, but the client must ensure that guests use them responsibly.
4.4 Liquid Usage – The Bubble Machine rental includes 1 litre of bubble liquid, which provides approximately 2 hours of use. The Smoke/Fog Machine rental includes liquid sufficient for approximately 2 hours of use. If additional liquid is required for extended use, it will be charged at an additional cost.
4.5 Additional Fees – If the venue imposes cleaning or damage fees due to the Bubble or Smoke Machine, the client is responsible for covering those costs.
4.6 No Refunds – If the machines cannot be used because of venue restrictions or other circumstances beyond our control, no refunds will be issued.
4.7 Rental Condition – The Bubble Machine and Smoke/Fog Machine are only available as add-ons and can only be rented together with the 360 Video Booth. They cannot be hired separately.
5. SETUP REQUIREMENTS
5.1 The client must provide a suitable location with safe and stable flooring, access to electricity, and adequate space for setup and operation.
5.2 The 360° video booth requires a minimum operating space of 3m x 3m.
5.3 The Video Booth setup takes between 30 minutes and 1 hour. Access to the venue must be provided at least 1 hour before the scheduled operating time.
5.4 Halo 360 reserves the right to refuse setup if the location is deemed unsafe or unsuitable.
5.5 The client is responsible for ensuring a reliable power source is available at the venue. Halo 360 will not be held liable for interruptions or failure of service due to insufficient or faulty power supply.
5.6 The client is responsible for securing all necessary permissions, permits, or approvals required by the venue for Halo 360 to operate its equipment and services.
5.7 The client must ensure Halo 360 has suitable access to the venue for loading and setup, including nearby parking or loading areas. Any parking fees or special access arrangements are the client’s responsibility.
6. LIABILITY & DAMAGES
6.1 Any damage to Halo 360’s equipment caused by the client or guests will be charged to the client.
6.2 Halo 360 is not responsible for any technical issues caused by power failure, weather conditions, or venue restrictions beyond our control.
6.3 Halo 360 will not be held liable for any delay or failure to perform its obligations due to circumstances beyond its reasonable control, including but not limited to power outages, load shedding, adverse weather, strikes, or illness (Force Majeure).
6.4 In no event shall Halo 360’s liability exceed the amount paid by the client for the booking. Halo 360 will not be responsible for any indirect, consequential, or incidental damages.
7. OVERTIME & EXTRA HOURS
7.1 If the event runs over the booked time, additional hours will be charged at Halo 360’s standard overtime rate.
7.2 Overtime must be agreed upon with Halo 360 staff on-site and settled before extended services continue.
7.3 Service time begins at the agreed start time. Any delays caused by the client, venue, or event schedule will not result in extended service time unless additional hours are purchased.
8. MEDIA USAGE
8.1 Halo 360 may use photos and videos taken during the event for marketing and promotional purposes unless the client specifically requests in writing that we do not.
8.2 The online gallery or download link provided for event videos will remain active for a maximum of 3 (three) months from the date of the event. Clients are responsible for downloading and saving their media within this period. After 3 months, the link will expire, and Halo 360 will not be obligated to store or resend the files.
8.3 All media collected will be handled in accordance with data protection and privacy standards. Halo 360 will not sell or distribute client media to third parties without permission.
9. TRAVEL COSTS
9.1 Within a 50km radius from Halo 360’s base location, there will be no travel cost.
9.2 For distances exceeding a 50km radius, travel will be charged at the current AA (Automobile Association of South Africa) rate per kilometre.
9.3 Travel time may also be billed at Halo 360’s hourly rate.
10. BOOKING CHANGES & RESCHEDULING
10.1 If the client wishes to change the event date, Halo 360 will make reasonable efforts to accommodate the new date, subject to availability.
10.2 Rescheduling within 14 days of the event will incur a rescheduling fee.
10.3 Deposits remain non-refundable but may be transferred once to a new date within 6 months, subject to availability.
11. GOVERNING LAW
These terms are governed by the laws of the Republic of South Africa.