Affordable Party Rentals: How to Avoid Additional Fees PAGE #2
Rental equipment cannot stay outside over night: cannot be exposed to rain, cannot be set in the mud. These occurrences will damage the product resulting in replacement fees to you. Product returned wet and/or muddy will incur an additional cleaning fee. ___________________ initials
The use of any product applied to rental items for securing or decorating must be remove and must not leave any permanent marks. Tiki Torches put off black soot and will require a special cleaning of your items, which you will be charged $30 per hour of cleaning. ____________________ initials
WAREHOUSE WILL CALL: you are responsible for supplying tie downs/ropes/ blankets/ and tarps. We do charge for these items. Please see to it that your vehicle is cleaned out/ seats down and ready for loading prior to entering the warehouse line. This helps keep the wait time down for all customers. ______________________ initials
DELIVERY: is made within 50 foot of the delivery truck with items stacked (and should be returned that way for pick up). Set up and/or break down is additional. If the distance to the facility room/location is more, additional labor fee applies. We cannot move any of your furniture or items. We do not delivery when stairs are involved. Elevators delivery must be approved prior to delivery and is done so with additional labor fee. Resident delivery is made to the garage, carport, front or back covered porch. It’s up to the customer to move the product inside their house. You are notified the day before of your two hour time frame to expect us for delivery and on the morning of for pick up. We must have access as soon as we arrive. If we have to wait or return additional fees will be added. Please make arrangements ahead of time for availability on these days. We cannot guarantee the exact pick up time unless previously contracted. So Please be sure someone is available all day on the scheduled pick up date. ___________________________ initials
OUTDOOR SET UP: if the weather requires us to make a return trip or move the scheduled delivery time, you may incur an additional fee, which is discussed at that time. If items are delivered and not set up because of the weather there is no refund on set up. In some cases if we are asked to do extra labor because of inclement weather you will be charged accordingly, and discussed prior to labor being completed. Product returned wet and/or muddy will incur an additional cleaning fee. ______________________ initials
LINENS: cannot be folded wet, with food or flowers in them this does cause the linen to have to be soaked at an additional fee. Candle wax on linens will cause for FULL REPLACEMT FEE CHARGED PER LINEN. We do not clean wax off. Rips, burn holes, paint, glue, hot glue, markers, wax, straight pins, safety pins, all damages the linens and will result in a replacement cost. ____________________________ initials
PRODUCT RETURN: Once the product is received in the warehouse, if any items are missing or damaged an email is sent to notify you. Your credit card will be charged accordingly. Missing items: you have 24 hours to locate and return to our facility to receive a refund. If we are picking up at your location it is the responsibility of the customer to have all items in one location. We are not responsible for searching the property for items. Damaged items: you have 14 days to pick up at our warehouse if you wish to have them. __________________ initials
TENTS: All tent tops are a waterproofing system but no tent is guaranteed 100% waterproof. Weather conditions may apply. All tents are a temporary structure and outdoor elements and/or temperatures can be experienced. Any weather alert should be heeded during tent usage. Tent usage should be immediately discontinued in storms, lighting, tornadoes, high wind, hail, or any other extreme whether event. Affordable Party Rentals shall not be required to set up a tent in rain, lighting or severe weather event. If an area is regarded as to muddy or unsafe we do reserve the right to cancel the contract with no refund. ________________________ initials
SIGNNING PERSON: The person who is listed as the renter is the only person that can make changes of any kind and is also the only person we give information out to. Do not have your decorator, florist, coordinator or anyone else call to make changes or ask for information. You can provide them with a copy that is given to you. This keeps confusion and errors from happening. ______________________ initials At any time you have to make changes to your order, for them to be validated you must sign the revised copy. This can be done by fax, email or by coming into the office. _______________________ initials
PAYMENTS: $100 down payment to book your reservation ( or half the tent amount). The down payment is non-refundable if you reduce or cancel. The final payment is due three weeks prior to your receiving product date. The final payment is non-refundable if you reduce or cancel. We automatically run the credit card given on file at three weeks prior to your receiving product date. If you need to pay by a check, we must receive this prior to time of running the card date. We do not refund the card on file in the event you wanted to pay with a different payment type. If items are not returned on the day the contract states there will be additional rental fees added. _________________ initials
I also understand to notify Affordable Party Rentals before my event starts if any items are damaged, missing, or unusable. Otherwise it will be assumed occurrence happened during the event. An emergency number is provided on our phone message for the weekend. I also give Affordable Party Rentals the permission to charge my credit card number given below if the above guidelines are not followed, any items are missing, damaged, or balance is not paid in full prior to delivery. I also understand that my credit card will be charged if a check is returned insufficient or for a stop payment for the amount of the check plus a $35 return check fee. Rental Items fee is time out not time used this includes act of God and Nature. No verbal agreements are accepted ______________________ initials
I fully understand the above guidelines. Print Name______________________________________________________________________ Signature______________________________________________________Date_____________
Affordable Party Rentals Contract agreements Page 3
1. Physical Condition of Rental Item(s) You acknowledge that prior to taking rented item(s), you examined it, saw it in operation (if appropriate) and are
aware of its condition and that it is in good condition except for any defect noted on this contract. It is your responsibility to return the rented item(s) in the
same condition except for ordinary wear and tear. If any defects or damages are noticed the office must be called before the event to avoid the assumption that it happened during your event. We do leave an emergency number on our message on weekends.
2. Use of the Item(s) You agree that you are satisfied with the instruction given by Affordable Party Rentals in the proper and safe manner of using the item(s) or that you are so familiar and told Affordable Party Rentals that you were. You further agree that the item(s) will be used only at the address designated and only for the purpose to which the item(s) was manufactured and intended. Subleasing or improper use is prohibited. You have read and understand all operating instructions and warnings as supplied for the equipment.
3. Responsibility for the Use and Disclaimer of Warranties You are responsible for the use of the rented item(s). You assume all risks inherent in the
operation and use of the item(s) and agree to assume the entire responsibility for the defense of, and to pay, indemnify and hold Affordable Party Rentals
harmless from, and hereby release Affordable Party Rentals from and all claims for damage to property or bodily injury ( including death) resulting from the
use, operation or possession of the item(s), whether or not it be claimed or found that such damage or injury resulted in whole or part from Affordable Party
Rentals’ negligence from the defective condition of the item(s) or from any cause. You agree that no warranties, express or implied, including merchantability
or fitness for a particular purpose have been made in connection with the equipment rented.
4.Responsibility for Equipment
From the time the item(s) is rented out until Affordable Party Rentals retakes possession you are responsible for it. If the
item(s) is lost, stolen or damaged under any circumstances while rented, regardless of fault, you shall be responsible for all charges including labor cost,
shipping cost, to replace or repair the item(s). If the item(s) is returned not clean a cleaning charge will be imposed. Failure to return, or allow pick up of rented property under the terms of this contract may subject the renter to criminal prosecution. Rentals are paid in advance. A charge will be added for items requiring special handling, cleaning etc. We do charge for time out not time used including Sundays and Holidays until equipment is returned to Affordable Party Rentals possessions. Weekly and monthly rates apply only when rented for that special time frame. Customer Agrees that if any of the rental item(s) and their shipping containers are lost, stolen or damaged that the customer will pay the rental center the item(s) normal replacement cost and for freight cost or the cost of repairs if economically feasible ( as determined by the rental center). Customer is responsible for the security of all equipment rented until Affordable Party Rentals retakes possession of the item(s).
5.Item(s) failure You agree immediately to discontinue the attempt to use the rented item(s) should it at any time become unsafe or in a state of disrepair, and will immediately (one hour or less) notify Affordable Party Rentals of the fact. Emergency number left on our answering machine during the weekend.
Affordable Party Rentals agrees in its discretion to make the item(s) operable within a reasonable time, or provide you with a like item if available, or make a
like item available at another time, or adjust the rental charges. This provision does not relieve you from the obligation imposed by other paragraphs, including 4 and 6. In all events Affordable Party Rentals shall not be responsible for any injury or damage, including consequential damage, resulting from failure or defect of a rented item(s).
6. Modification of Contract This paper represents our entire contract, and there are no collateral, oral or other agreements outstanding. None of Affordable
Party Rentals’ Rights may be changed and no extension of the terms of this contract may be made except in writing signed by Affordable Party Rentals and
made a part of this contract.
7. Return of Item(s)The rented item(s) is Affordable Party Rentals’ property and is rented to you subject to this contract for rental charges and for the period
of time noted on the reverse side. If you desire to extend the term of this rental beyond the time and date specified on the reverse side under “Due” you must
immediately notify Affordable Party Rentals to obtain our approval, the terms for such extension and a modification of this contract (see paragraph 6). If this
agreement has not been extended and you fail to return the item(s) when due in; Affordable Party Rentals, to enforce its property ownership of retake the
item(s) and to protect its interest under this contract, may retake the items at any time and to do so Affordable Party Rentals or its representatives may enter
your property and you hereby waive and right of action against Affordable Party Rentals for such entry and retaking. In addition, you acknowledge that the
failure to return or allow pick up of rented item(s) within the contracted time and the sale or concealment of rented item(s) are prohibited, and that such action may constitute a crime, Affordable Party Rentals, in addition to any other action we may take, may notify, the authorities and take other action, including the filing of criminal complaints, subjecting you to prosecution.
8. Charges and Payments You are responsible for rental charges from the time the item(s) is “Out” as specified on the reverse side until it is returned to Affordable Party Rentals possessions, and other charges hereunder. Return the item(s) promptly, clean and in good condition. You and your representative’s agent, or principal shall be responsible for and shall pay Affordable Party Rentals all charges hereunder. All charges are due upon return of the item(s) and on demand. If the rental charges are charged to someone other than the Renter, the Renter represents he/she is the agent of such party and has the right to charge this rental: the Renter nevertheless will remain liable for the charges and for the other obligations and responsibilities of the Renter hereunder. If rental charges are not paid within 10 day of their due date Affordable Party Rentals at its discretion may recalculate all charges on a daily rental rate basis. If the account is set up on terms and is not paid within 5 days of the due date interest will be assessed in the amount allowed by law.
9.Collection costs You agree to pay attorney fees, collection fees, court costs and any other expenses incurred in collecting any charges under this agreement,
in retaking the rented item(s) or otherwise in enforcing the terms of this contract.
10. Settlement of Disputes Any dispute, controversy or claim arising out of or relating to this contract or the breach, termination or invalidity thereof, shall be referred to and finally resolved by arbitration in accordance with the rules and procedures of the Construction Arbitration Committee in force at the time of the submission of a request for arbitration under the said rules and procedures. The Arbitration Panel shall consist of 1 arbitrator selected by agreement between the parties. Each party shall be responsible for its share of the arbitration fees in accordance with the applicable Rules of Arbitration. In the event a party fails to proceed with arbitration, unsuccessfully challenges the arbitrator's award, or fails to comply with the arbitrator's award, the other party is entitled to costs of suit, including a reasonable attorney's fee for having to compel arbitration or defend or enforce the award.
11. Cancellation You are booking specific items for a specific date and this contract cannot be transferred to another date. $100 down payment to book your reservation ( or half the tent amount). The down payment is non-refundable if you reduce or cancel. The final payment is due three weeks prior to your receiving product date. The final payment is non-refundable if you reduce or cancel. We automatically run the credit card given on file at three weeks prior to your receiving product date. If you need to pay by a check, we must receive this prior to time of running the card date. We do not refund the card on file in the event you wanted to pay with a different payment type. In the event payment has not been made this amount will be charged on your credit card without any disputes. For a cancellation to be validated we must receive a signed and dated contract from you. You must receive a confirmed notification back from Affordable Party Rentals.
Signature _________________________________________ Date Print____________________
How do I place my order?
Come see us Mon-Wed before 4:00 PM. Evening appointments are taking for Tuesday and Wednesday between 5:00 PM and 5:45 PM. Appointments can also be made on Thursday and Friday afternoon. Our appointments typically book up about a week in advance. If you prefer we can also handle everything on the phone by fax or email.
When should I place my order?
Six to eight weeks in advance is recommend. We can usually accommodate you if you do not have this much time. However for May, June, and October events, the sooner you book the better. I recommend by the end of January for these month (October by mid-summer). We are busy during that time and will book up.
What is required to place my order?
For most orders it is a $100 down payment at the time of booking. The final balance is due three weeks prior to the event. We automatically run the card given on file at payment time.
Is a deposit required?
We do not require a damage deposit. We do need a valid credit card on file. We do not accept a debit card as the damage/security card on file.
What kind of payment is accepted?
We accept Cash, Visa, Master Card, American Express, and checks. Checks are only accepts if it is two weeks prior to you delivery date.
What is the cancellation policy?
$100 down payment is non-refundable. Half of the tent amount is also non-refundable. If cancellation occurs within three weeks of your event the total rental in non-refundable
When should I finalize my order?
When possible, it is best to have your final numbers three weeks prior to the event. You can always add on if available. You can’t reduce once we are within three weeks of the event.
Do I have to wash the linens for return?
The linens do not have to be washed. They do need to folded up free of food and trash. If linen is wet it is best to let it dry before folding to avoid mildew on the linen. Do not use any type of plastic bag to put soiled linens in. This does cause the linens to mold. The hangers will need to be returned as well.
Why would I have to pay a replacement fee for a linen?
Most foods and beverages will not permanently stain a linen. Tears, burn holes, paint, glue, markers, any item that leaves a permanent stain or mark will incur a replacement fee. Wax drippings or wax spills leave a oil stain once the wax is removed. The oil cannot be cleaned and will show back up after washing. Candle wax will cause a replacement fee.
Will you special order my linen color?
Some colors and sizes we are able to order.
Do you set up?
At the time of ordering please let us know your needs. In most cases we can set up tables and chairs at an additional fee. Otherwise items are delivered stacked at the nearest entrance and will need to be returned at that location after use.
Do you decorate or plan events?
Affordable Party Rentals is here for your equipment needs. We leave the decorating and planning to you, the florist, and or the event planner.
Can I pick up my items?
Some items can be picked up. Our pick up time is Friday 9:00 am till 1:00 PM with return on Monday 9:00 AM - 1:00 PM.
When do you deliver?
For weekend events we deliver on Friday with pick up on Monday. We can give you an estimated three hour window for delivery the day before your delivery date.
What if my items cannot be left at the event site?
We do offer after hour’s pickup and delivery at an additional fee.
What if you come to deliver and no one is there to receive it?
If we are making a delivery or pick up and we cannot get in or get someone there within fifteen minutes will move on to the next stop. There is additional fees for return trips because no one was there.
What is your unloading policy?
Our unloading/loading access must be within 50’ of the truck.
When unloading at residents we put items in the garage or under a covered patio or porch.
At facilities we will put items inside the door of the room you are using as long as it is within fifty feet of the truck. If there is an upper level we can place items there for an additional fee if there is an elevator. Elevator usage must be approved at time of placing your order. We do not carry items up or down any stairs.
I’m having an outdoor event. Will the items be Ok outside?
Items are ok outside during the time of your event. Items will need to be under cover before and after your event. Especially over night or during times of rain.
What is your rain policy when having an outdoor event?
In the unfortunate event that rain begins during or before your event, tables and chairs will need to be brought in to avoid weather damage resulting in replacement fees to you. If items are delivered and your event is rained out there is no refund. If you have to cancel before delivery because of rain our standard policy under cancellations applies. Tables and chairs that are wet and/or muddy will require cleaning and that fee is passed on to the customer.
A final note about outdoor events.
We do strive to arrive at the appointed time on set ups for outdoor events. In the event the weather requires us to make a return trip or arrive at a different time other than on the contract, you incur an additional fee. If items are delivered and not set up because of the weather there is no refund on set up because the staff has already been hired for that day. With outdoor events we often have to work with the weather conditions that are unexpected. In some cases if we are asked to do extra labor because of inclement weather you will be charged accordingly. I always suggest to have a plan B for rain. You hope, plan, and pray for beautiful weather for you outside event, but have a backup plan and the day will still be beautiful even if the weather isn’t
What if I have an emergency with my rental during your closed hours?
If you experience an emergency with you rental equipment please call the office right away. We provide an after hours number for our on call person. If any part of your order is wrong or damaged please call the office right away. We can fix or replace items before your event. If we do not find out until after your event we’ll have to assume the damage or missing items happened during your rental.
Affordable Party Rentals