terms and conditions

DESIGN PROCESS

 

If a render is required for your project in order to give an accurate quote, a R10 000 ex VAT design commitment fee is required. Please note that this is a deposit against the job, which will be deducted from your final production invoice should you decide to proceed. This design commitment fee is non-refundable and all designs remain the intellectual property of Happinest at all times unless otherwise agreed upon in writing. This R10 000 ex VAT includes a maximum of TWO (2) revisions of the render. Thereafter, you will be charged R2000 ex VAT per revert, which cannot be deducted from the final production invoice. 

Please ensure you have confirmed an estimated budget for your project with the team before commencing with the design, as this will guide us through the design process.

If any changes to design made by the client negatively impacts the longevity and quality of the final product, Happinest™ cannot be held liable.

All renders, images and designs remain the intellectual property of Happinest™ and cannot be shared with or replicated by other suppliers under any circumstance. It is an offence under the Copyright, Designs and Patents Act 1988 (CDPA) to pass on, communicate or otherwise transmit any design from the Company to any third party; and in particular to other manufacturing companies to get comparative quotes.

Renders are for illustrative purposes only and not indicative of exact specs, sizes and colours. There may be variations in real life when compared to the renders.

Any logos or brand artwork will need to be provided by the client prior to the design process starting.

We require a minimum lead time of 1-2 weeks to provide the first revision of a render, and this lead time can increase and fluctuate depending on the scale of the project, the capacity of our designers and how many projects are in our production line at the time.

Happinest™ cannot be held liable should the selected paint colours not be exact in real life, if approved by the client prior to manufacturing. All pantones will need to be provided by the client prior to the design process starting if specific colours are required for any reason.

‘Design approval’ is an important step in the production approval process. It requires the client to authorise or ‘sign-off’ the exact structure of the stand design shown in the 3D render. Once ‘Design approval’ has been given by the client, any further design changes requested by the client will be charged at an hourly rate.

 

Due to the nature of the manufacturing process, the final measurements of items may vary slightly compared to renders and drawings.

Pantone colours may differ across mediums like screens, prints, paints, and real-life applications due to variations in colour calibration and display settings. Achieving an exact match across these mediums can be challenging due to differences in colour rendering and material properties. Please be aware that the colour may vary accordingly.


PAYMENT & PRODUCTION

A 50% deposit is required to commence production, and the balance 50% is due prior to dispatch. No items will be dispatched without the balance payment being received. Any variations to this will need to be confirmed in writing prior to the project commencing.

Our standard production lead time is 4-6 weeks from date of deposit payment, and this is subject to change at the discretion of Happinest™, depending on the nature and scope of each project and production capacity at the time of booking.

Should the lead time be shorter than our standard 4-6 week lead time a larger deposit will be required, 80% to commence production and 20% before dispatch.

Short lead time projects may require an overtime surcharge to be included in your quote to cover the additional hours for evening or weekend work by our production team to complete the project on time.

No items can be returned or refunded due to the custom nature of every item.

Should the original timeline be affected due to client changes or delays, this may impact production due to shorter lead times resulting in overtime charges. These charges will be over and above the original quote, which will be invoiced accordingly and payable before dispatch.

We offer a 5% discount on payments paid in full upfront.

 

Factory visits during production are not permitted, however should the client wish to sign off on the build at our factory prior to dispatch, this can be done during the QUALITY CHECK phase of production. All factory visits are strictly by appointment only.

 

Happinest follows an internal project and production management process and any additional requests to create documents, presentations or reports that do not form part of our standard process, will incur additional costs for project management.

 

No internal timelines will be shared with the client due to the nature of production and timings shifting constantly due to various factors. Happinest commits to a client timeline with delivery dates only. 


LATE PAYMENT

Should the client not settle any amounts owing prior to dispatch, Happinest™ will not deliver or install the items and Happinest will not be liable to refund any amounts paid. The full balance will still be due for items completed.

It is the responsibility of the client to make payment or transfer funds in good time in order to avoid delays or project cancellation. A late payment fee of 3.5% will be applied to any invoice for which cleared funds have not been received in accordance with the above payment terms.


VAT

All estimations and quotations, unless otherwise stated, exclude VAT.


Overseas Customers:

South African VAT will NOT be applied to our invoice provided that:

- The customer provides its company VAT number in its country (outside of South Africa)
- The company’s invoice is addressed to the Customer company’s name and postal address in its country (outside of South Africa)
- Payment received into the Company’s bank account originates from the bank account outside South Africa.
- The company does not have offices in South Africa.

In instances as described above, if the funds received into the Company’s bank account originate from a client bank account within South Africa, South African VAT will be applied to the invoice retrospectively at the current rate and the invoice will be resubmitted to the client for payment.


CUSTOM MANUFACTURED ITEMS & STANDS

All custom items and expo stands manufactured by Happinest™ are made by hand, which means variations and minor flaws can occur that do not affect the overall look and functionality of the items

Happinest™ is not liable for damages to any custom items caused by customers, guests, clients or any external suppliers.

 

Due to the highly customized nature of our work and the expedited timelines we adhere to, there is limited or no R&D phase for many of our products. Each item is uniquely crafted, and in some cases, it may be the first of its kind. We kindly request understanding and flexibility regarding these unique aspects of our production process.


CUSTOM ITEMS & STANDS MADE TO HIRE

All items and/or expo stands are custom manufactured for HIRING unless otherwise specified in your quote.

All items remain the property of Happinest™ after breakdown unless otherwise specified in your quote.


CUSTOM ITEMS & STANDS MADE TO PURCHASE

Should the client request to purchase the custom items or exhibition stand there will be additional costs. If these costs are approved and paid in full, the items will become the property of the client and they will be liable to store them. Happinest™ then accepts no liability and gives no guarantee of the longevity of the items.

Any items stored at Happinest™ for a period longer than one week will accrue a storage fee that will be payable upfront and items will not be dispatched until all outstanding costs are settled.

If any custom items are left at the Happinest™ warehouse for longer than 1 month without any written confirmation and payment from the client, Happinest™ reserves the right to dispose of or use the items as needed.

Happinest™ is not liable for any damage to items during transport if couriers are used or if a client arranges their own transport.

Should any future maintenance be required on the items, Happinest™ reserves the right to charge additional fees for call outs, inspections, collections, deliveries, refurbishments, replacements etc. We do not provide any long-term guarantee on our custom items as each item is completely unique.


TIMELINES

Happinest™ will often issue a timeline detailing key project ‘milestones’ such as approval deadlines, delivery of artwork, timing of payments, print deadlines and other critical events in the life-cycle of a project. 

A client's failure to adhere to an agreed timeline and deadline may result in Happinest™ incurring overtime costs in order to meet an agreed deadline, timely delivery, or installation, of a project. Any such overtime working is chargeable to the client. 


INSTALLATION

Happinest™ standard installation times are between 09h00 and 16h00 Monday-Friday.

Quotes do not include any overtime for after hours installation or breakdown outside of these normal hours unless otherwise specified in your quote.

Should you require after hours installation, additional costs will apply and these will need to be paid upfront prior to installation. Should overtime hours be incurred on site unexpectedly, these will be invoiced post-installation. 

Should weather conditions affect our ability to install the custom items for any reason, the full invoice will still be due and no amounts can be withheld by the client.

Should the client require a team on standby on site for the duration of an event, additional costs will apply.

It is the responsibility of the client to ensure the installation site has level flooring. Should the floor not be level for any reason and should this affect the overall look or sturdiness of the custom item, Happinest cannot be held liable.

Should there be no power on site for installation, a generator will be supplied by Happinest™ at an additional cost, which will be invoiced upon completion of the installation.

No clients are permitted to be onsite during the build-up of exhibition stands unless otherwise agreed by the company and event organisers. Clients are required on site for final sign-off and approval.

 

It is the responsibility of the client to ensure the measurements and size of confirmed custom items and stands can fit into a venue and that there are accessible entryways into the venue. Happinest™ cannot be held liable should any items not fit into a venue for any reason and no refunds will be issued for items not used due to access restrictions.

 

Please note that should the client choose to install and setup the items themselves without the assistance of Happinest, Happinest accepts no responsibility for the final product once setup. Our team of highly-skilled crew members are trained to execute our builds perfectly, and without them we cannot guarantee the same finish. We highly recommend using our team for all installations, breakdowns and setups to ensure consistent quality and maintenance of the build.

 

Should an instruction manual be required for self-installation, there will be an additional charge for design time as well as a lead time of one week to complete this. 

We require onsite client sign off for all projects. This ensures mutual agreement and acknowledgment of the final deliverables, providing clarity and accountability for both parties.

Quotations including installation and breakdown assume that the individual project will involve access times and logistical factors that are normal and reasonable for exhibition venues and exhibition work. The reason for this is that it is not possible to research all logistical issues at the time of quoting, despite Happinest™ taking all reasonable steps to do so.

As a result of unusual or unreasonable restrictions or logistical obstacles imposed by event organisers or venue management, or unforeseen or unnecessary delays caused by third-party contractors who are integral to the stand-build, Happinest reserves the right to invoice for additional costs over and above the original quoted value to recover the extra unforeseen costs incurred by Happinest.

Some reasons why this might happen (the list is not exhaustive):

- Unreasonably short build-up or installation times
- Requirement to park an unreasonable distance from the venue
- No parking at the venue for installation vehicles
- Central city venues with no parking, very restricted parking, and/or very high parking costs
- Difficulty in loading or access (e.g. 2nd floor with no goods-lift)
- Last minute diversions by organisers or venue management to different vehicle parking locations
- Organisers or venues allowing the dumping of heavy machinery or other items on a client's stand-space and ignoring requests to have it removed to allow work to commence.
- On-site third-party contractors failing to complete their assigned tasks on time e.g. electric supply; internet connection; carpet/floor covering supply/fitting; overhead bulkhead rigging.

 

 

SELF INSTALLATION & TRANSPORT

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We strongly recommend utilising the Happinest™ delivery and installation team to ensure the safe handling and proper setup of our bespoke items. As our products are custom-designed and unique, external teams may lack the expertise required, potentially leading to damage or the need for costly repairs or refurbishment.

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It is a client's responsibility either to weigh items themselves, or have them independently weighed, prior to shipping or onward delivery. Happinest™ can provide estimated weights of goods prior to dispatch, but accepts no responsibility or liability for any additional cost incurred by a client due to inaccuracies or variations in indicated weights.

Happinest™ does not take any responsibility for damage caused by transport arranged by the client.

Happinest™ will bubble wrap all items with one layer of protection. If extra protection is necessary for external transport arrangements it is the client’s responsibility to communicate this in writing and to cover the additional charges incurred for additional packaging. Happinest™ will not be held liable for any damage due to packaging as we cannot control how items are handled by external suppliers.

 

We do not recommend using general transport services such as ride-share companies (Uber) or standard couriers for moving our custom goods. Any damages, losses, or associated costs incurred during such transport will be the sole responsibility of the client and Happinest™ accepts no responsibility in these cases.


CUSTOMER'S OWN MATERIALS

Happinest™ does not accept/receive, handle, temporarily hold, store, or transport materials of any description belonging to a client other than the components, graphics & accessories needed for manufacturing.

Happinest™ accepts no liability for loss or damage, howsoever caused, to a client's own equipment (other than the Exhibition Stand / Custom Item elements), marketing materials, promotional items, literature, product samples or any other items that it may agree to receive, handle, store, transport or hold on a client's behalf in preparation for use at an event or installation. In such circumstances it is the responsibility of a client to arrange appropriate insurance cover at its own expense. Any materials or items belonging to a customer held at Happinest’s premises, or transported in one of its vehicles, are not insured under the Company’s Combined Business or Goods in Transit policies.

Happinest™ requires the client to remove all of its own personal belongings, marketing materials, promotional items, literature, product samples, or any other items belonging to a client, away from their stand space and venue location at the end of an exhibition or event. Happinest accepts no responsibility or liability for loss of, or damage to, any such items or materials left on a stand space or at a venue location at the end of an exhibition or event.



USE OF DESIGNS AND PHOTOGRAPHS

Happinest™ retains the right to use all design visuals and 3D CAD designs it produces for clients or prospective clients for its own marketing and advertising purposes. During the course of manufacture, production and installation and during the open days of a show or activation, Happinest™ may take photographs and videos of the exhibition stand which it retains the right to use for its own marketing and advertising purposes.

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The client confirms that access will be granted to a Happinest™ photographer.

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Happinest™ will ensure clients are always credited where relevant when using images and photographs for marketing purposes.