Rental Agreement
Terms & Conditions:
By submitting payment, paying the required down payment, electronically accepting the invoice, or accepting delivery of rental equipment, the Client acknowledges and agrees to all Terms and Conditions contained in this Rental Agreement
RESPONSIBILITY OF USE & DISCLAIMER OF WARRANTIES
Client assumes full responsibility for the proper use, operation, and supervision of all rented equipment during the rental period. Client agrees that all equipment will be used only for its intended purpose and in a safe and reasonable manner.
Client assumes all risks associated with the possession, use, transportation, and operation of the rental equipment and agrees to be responsible for any loss, damage, or injury resulting from such use, except to the extent caused by the proven negligence or willful misconduct of Bay Area Event Rentals.
All rental equipment is provided in good working condition and is rented “as is.” Bay Area Event Rentals makes no warranties, expressed or implied, including but not limited to any implied warranties of merchantability or fitness for a particular purpose.
Client agrees to indemnify and hold harmless Bay Area Event Rentals, its owners, employees, and agents from any claims, damages, losses, or expenses arising out of the use or possession of the rented equipment during the rental period.
Payment
A down payment (typically approximately 25% of the total rental amount) may be required to reserve equipment for the event date. The down payment confirms the reservation and is non-refundable once the reservation has been accepted. Client agrees to pay all rental charges in accordance with the terms specified on the rental invoice. Unless otherwise agreed in writing, the remaining balance must be paid prior to delivery or at the time specified on the invoice. Bay Area Event Rentals accepts payment through approved methods including: Zelle, Venmo, ACH transfer, Check, Other approved payment methods. Credit card payments may be available for certain corporate clients through secure electronic payment links. When paying through Venmo, clients must submit payment using the personal payment option. If a payment is sent using Venmo’s purchase or seller protection option and transaction fees are charged to Bay Area Event Rentals, those fees may be added to the invoice or deducted from the security deposit. Failure to complete payment as required may result in delay or cancellation of delivery.
SECURITY DEPOSIT
A refundable security deposit may be required for certain rentals. This deposit is separate from the down payment and may be used to cover: minor damages, missing items, excessive cleaning, transaction fees, and outstanding balances. The security deposit will be refunded after all rental equipment has been returned and inspected and after any outstanding charges have been resolved. The deposit amount does not limit the Client’s financial responsibility. If repair or replacement costs exceed the deposit amount, the Client agrees to pay the remaining balance.
RETURNED CHECKS
Any check returned by a financial institution due to insufficient funds, closed account, stop payment order, or other reason will be subject to a $35 returned check fee. Client agrees to reimburse Bay Area Event Rentals for any bank charges, administrative expenses, or collection costs incurred as a result of the returned payment.
CANCELLATION
If the Client cancels a reservation, written notice must be provided as soon as possible. The required down payment to reserve equipment is non-refundable once the reservation has been confirmed. Cancellations made more than fourteen (14) days prior to delivery will result in forfeiture of the down payment only. Cancellations made within fourteen (14) days of delivery may result in charges up to the full rental amount, as equipment has been reserved and removed from available inventory. If delivery has been attempted or completed, delivery and labor charges are considered earned and are non-refundable.
ORDER MODIFICATIONS
Clients may request reasonable revisions to their order up to fourteen (14) days prior to the scheduled delivery date, subject to equipment availability. Reductions in reserved quantities within fourteen (14) days of delivery may not be permitted or may be subject to full rental charges. Once an order is within seven (7) days of delivery, the order is considered locked and reserved quantities cannot be reduced.
RENTAL EQUIPMENT CONDITION
All rental equipment is cleaned and maintained in good working condition prior to delivery. Because rental items are part of commercial event inventory and are used for multiple events, equipment may show normal cosmetic wear such as: minor scratches, scuffs, dents, surface marks. These cosmetic conditions do not affect functionality and are considered normal for rental equipment. Requests for replacement based solely on cosmetic wear do not constitute equipment failure.
EQUIPMENT CONDITION & FAILURE
Client must inspect equipment upon delivery and notify Bay Area Event Rentals promptly if any equipment appears unsafe or defective. Bay Area Event Rentals will make reasonable efforts to repair, replace, or adjust charges if equipment malfunction occurs. Equipment is considered delivered and available for use once placed at the event location. Client decisions not to use equipment due to: weather conditions, venue restrictions, site conditions, and event changes do not constitute equipment failure and do not qualify for refunds
WEATHER CONDITIONS
Client acknowledges that outdoor events are subject to weather conditions beyond the control of Bay Area Event Rentals. Weather conditions including rain, wind, heat, cold, and storms do not qualify for refunds, cancellations, or reductions in rental charges. Client is responsible for determining whether weather conditions are safe for the continued use of rental equipment.
USE OF EQUIPMENT
Rental equipment must only be used at the location specified in the rental order unless approved in writing. Client agrees not to misuse, modify, or improperly handle rental equipment. Equipment must not be exposed to conditions that may cause damage including: standing or climbing on chairs or tables, dragging equipment across surfaces, exposure to water, rain, or sprinklers, pets or hazardous conditions. Client is responsible for ensuring that all guests, vendors, and event staff use the rental equipment safely.
CLIENT EVENT RESPONSIBILITY
Client is responsible for coordinating all aspects of the event setup and ensuring that rental equipment remains accessible and protected during the rental period. Bay Area Event Rentals is not responsible for actions of guests, vendors, event staff, or other third parties who may move, misuse, or alter the rental equipment.
EQUIPMENT RESPONSIBILITY
Client assumes full responsibility for all rental equipment from the time of delivery until the equipment is returned or retrieved by Bay Area Event Rentals. Lost, stolen, or damaged equipment will be charged based on the current replacement value, including associated labor, transportation, and administrative costs.
MISSING OR DAMAGED ITEMS
Any equipment missing or returned damaged beyond normal wear will be billed to the Client. Missing equipment discovered after pickup or during warehouse inspection may still be billed to the Client.
RENTAL PERIOD, RETURN & LATE CHARGES
The rental period begins when equipment is delivered or released to the Client and ends when equipment is retrieved or returned. Client must ensure equipment is ready and accessible for pickup at the scheduled time. If equipment is not accessible or ready at the scheduled pickup time, additional labor, waiting time, or return trip charges may apply.
DELIVERY & SETUP
Standard delivery includes placement of rental equipment at a ground-level delivery point accessible to the delivery vehicle. For residential deliveries, standard delivery is typically to the front entrance or driveway. Backyard delivery may be accommodated when there is a clear paved path allowing safe access using dollies or carts. Delivery personnel are not required to carry equipment long distances, through buildings, upstairs, downstairs, or across unpaved surfaces. Delivery personnel may decline requests that create safety risks or potential property damage.
CLEANUP & PREPARATION FOR PICKUP
Client must ensure that all rental equipment is ready and accessible for pickup at the scheduled time. Unless breakdown services were included in the order, equipment should be consolidated in the same general location where it was delivered. Client must remove all: decorations, food, tape, and debris from rental equipment prior to pickup.
ADDITIONAL CHARGES
Additional charges may apply when services require additional labor, time, or transportation beyond the original scope of the rental order. Examples include: stairs or elevators, long carrying distances, restricted site access, waiting time, return trips, after-hours delivery or pickup, relocation of equipment, and excessive cleaning. Requests made on-site by the Client, venue representative, or event staff may be considered authorized and billed accordingly.
LABOR & SERVICE RATES
Additional labor or service work will be billed according to Bay Area Event Rentals’ current service rates. Minimum service charges or hourly service rates may apply. Current service rates are available upon request
SITE PREPARATION
Client must ensure that the event site is clear, accessible, and properly prepared prior to delivery or installation. Obstacles that interfere with delivery or installation must be removed before the scheduled delivery time.
SURFACE & SUBSURFACE CONDITIONS
Client must identify and mark any underground utilities prior to installations requiring staking. Bay Area Event Rentals is not responsible for damage to underground utilities, irrigation lines, sprinkler systems, electrical lines, or other hidden subsurface conditions that were not disclosed.
PERMITS & LICENSING
Client is responsible for obtaining any permits, licenses, or approvals required for the event. Client must ensure that rental equipment complies with all venue rules and regulations.
INSURANCE
Client is responsible for any insurance coverage required by the venue or event location. Certificates of insurance from Bay Area Event Rentals may be provided upon request and may be subject to an administrative processing fee.
HOLD HARMLESS / INDEMNIFICATION
Client agrees to indemnify and hold harmless Bay Area Event Rentals and its employees from claims arising from the use, possession, or operation of the rental equipment, except to the extent caused by the proven negligence or willful misconduct of Bay Area Event Rentals.
FORCE MAJEURE
Bay Area Event Rentals shall not be responsible for delays or failure to perform obligations due to circumstances beyond its reasonable control, including severe weather, road closures, natural disasters, labor shortages, government actions, or other unforeseen events.
ACCEPTANCE OF TERMS / ENTIRE AGREEMENT
This Rental Agreement, together with the rental invoice and any written modifications, constitutes the entire agreement between the parties and supersedes any prior agreements related to the rental.