Rental Terms & Conditions Agreement
Equipment will be reserved upon receipt of a signed contract and a deposit of 50% of total charges or a credit card on file that will be charged the full amount 14 business day prior to delivery. Proper credit card authorization form must be filled out and signed.CHANGES AND CANCELLATIONS:
Client must provide Extravagant Affairs Rental Inc with the final count before 6 pm two (2) weeks prior to scheduled DELIVERY date. Any increases are based on availability. All cancellation must be received before 6 pm two (2) weeks prior to scheduled DELIVERY date.RESERVING TENTS IN CASE OF INCLEMENT WEATHER:
A 50% retainer is required upon reservation of the total cost of all tent and tent accessories (including tax) that would otherwise be canceled if
the weather was good and the equipment was not needed. All Cancellations Must be Received at least 48 Hours before DELIVERY date. Once the 50% retainer is made it is non-refundable. If reservation is kept the 50% will go towards your total, if it is canceled the retainer is kept as a reservation fee. A re-stocking free will be applied to all inventory canceled less then 14 business days prior to the scheduled DELIVERY date.FINAL PAYMENT:
Final payment of an order is due 14 business days prior to delivery.
Please be sure that your site is ready, (lawns mowed, furniture moved, vehicles moved, etc.) before the crew is scheduled to arrive. If the site is not ready or accessible when the crew arrives, the equipment may not be delivered. We try and keep a tight schedule and the delay may throw off the rest of the deliveries. Customer agrees to notify Extravagant Affairs' Rental Inc in writing or fax to main office at least 7 days prior to event, of the existence and location of any underground utilities (e.g. phone lines, cable lines, sprinkler systems, water lines, gas lines, electric lines, septic system etc.), or conditions that may interfere with the ability to stake and/or anchor equipment. If the set up will take place on concrete and/or asphalt Extravagant Affairs' Rental will be notified two (2) days prior to delivery date. If water barrels will be needed to anchor equipment customer will have to insure that water will be available to fill water barrels. Client will assume responsibility for all damages to underground utilities.
EXTRAVAGANT AFFAIRS RENTAL WILL NOT BE LIABLE FOR ANY DAMAGES OR INJURY FOR ANY EVENT.
DELIVERY & SET UP:
Extravagant Affairs Rental Inc will strive to accommodate client delivery requests; however delays and changes in the schedule are sometimes unavoidable. We try to communicate any scheduling changes as they occur. Extravagant Affairs' Rental is responsible for set up and take down of Tents, Tent accessories, dance floors, stages, wedding arbors and pipe & drape that is on the rental order however set up of all other rental equipment is NOT Extravagant Affairs Rentals responsibility. All requests to have any other rental equipment (including but not limited to tables and chairs) set up must be made at time of confirmation and is subject to additional fees.
All rentals are for one (1) day use only!. Equipment is usually delivered a day before the event and picked up a day after. During our busy season we may deliver up to 2 days before the event and picked-up up to 2 days after. Customers will be notified appropriately.
PERMITS AND LICENSES:
Customer is responsible for acquiring any permits and/or licensing necessary for installation of rental equipment. (Including tents). Extravagant Affairs' Rental Inc may provide the necessary paperwork needed to acquire tent permits if given proper notice and $300 Administrative fee.
Tents are temporary structures designed to handle most normal weather conditions; however there may be situations that become unsafe such as high winds or lightning. Evacuation of tents is recommended in these or other unsafe conditions.
RESPONSIBILITY OF USE/ HOLD HARMLESS AGREEMENT:
Customer is responsible for the use of the rented items. Customer assumes all the risks inherent to the operation and use of the rented items. Customer will take all necessary precautions regarding the equipment rented, and protect all persons and property from injury or damage. Customer agrees to hold harmless Extravagant Affairs Rental from and against any and all liability, claims, judgments, attorneys’ fees and costs, of every kind and nature, including, but not limited, to injuries or death to persons and damage to property, arising out of use, operation, possession, or rental of the equipment rented, however caused, except claims or litigation arising through the sole negligence or willful misconduct of Extravagant Affairs' Rentals.
All claims and disputes arising under or relating to this Contract are to be settled by binding arbitration in the state of Virginia. The arbitration shall be conducted on a confidential basis pursuant to the Commercial Arbitration Rules of the American Arbitration Association. Any decision or award as a result of any such arbitration proceeding shall be in writing and shall provide an explanation for all conclusions of law and fact and shall include the assessment of costs, expenses, and reasonable attorneys' fees. Any such arbitration shall be conducted by an arbitrator experienced in Event rentals and shall include a written record of the arbitration hearing. The parties reserve the right to object to any individual who shall be employed by or affiliated with a competing organization or entity. An award of arbitration may be confirmed in a court of competent jurisdiction.
RESPONSIBILITY OF THE EQUIPMENT REMAINS WITH THE CLIENT FROM THE TIME OF DELIVERY TO THE TIME OF PICK UP.
Any missing/or damaged equipment will be charged to the customer at retail cost. Please be sure all equipment is secured when not in use and protected from weather. All collection fees, attorney fees, court costs, or any expense involved in collections of rental charges will be the client’s responsibility. Be sure that all equipment is returned according to these TERMS & CONDITIONS. The client is solely responsible for any additional charges incurred as a result of failure to meet these conditions.