Standard Rental Agreement

Highlight Event Rentals – Standard Rental Agreement

Terms and Definitions

Any instance of “us” “we” “the company” or other terns found throughout this contract are meant to refer to HIGHLIGHT EVENT RENTALS LLC an Illinois-based company. Any instance of “you”, “your”, “renter”, “customer” or “client” found throughout this contract are meant to refer to you – the signer of this contract and person responsible for all terms and conditions therein. Any instance of “items”, “the items”, “rentals’ or similar refer to the items provided for rent by us.

Payments and Non-Refundable Pre-payments

A 25% pre-payment is required at time of reservation with the remaining balance due 2 weeks prior to the contracted event. This pre-payment is non-refundable. All orders must be paid in full before delivery or customer pick-up. Items will not be delivered/released until the total is paid in full and this rental contract is signed. NO EXCEPTIONS. If full payment is not made 14 days prior to your rental, you hereby authorize HIGHLIGHT EVENT RENTALS LLC to charge your credit card on file for the remaining balance. You further authorize HIGHLIGHT EVENT RENTALS LLC to charge your credit card on file for any amount due after your rental is completed including amounts for damages and additional fees. Your signature on this document serves as authorization. There will be a $35.00 charge for any returned checks and a service charge of 10% per month on any past-due accounts.

Payment Options and Discounts

For payment we accept checks, cash or major credit cards as authorized by our credit card processing company. If paying by check, cash or Zelle, we require full payment at the time of reservation. We offer a 5% discount for cash payment. We cannot make change if paying with cash. Cash payment is defined as actual cash money – US dollars – and not a check or other electronic payment. You must contact us directly if using a payment option other than credit card and request the 5% discount if paying by cash. If paying in cash, the full payment is due upon booking and payment is due immediately. No reservation is confirmed until payment is made. All reservations require a credit card on file no matter what the method of payment for security pre-payment or final payment is.

Guarantee

We guarantee that your items will be delivered on time for your event and in working condition. If we miss your event, we will refund 100% of your payment within 5 business days of your event. On time is defined as delivered/installed prior to the event day/time as specified in the contract. A missed install day/time is not considered missing your event for the purpose of this guarantee as long as the items were delivered/installed prior to the actual event day/time. If any of our items are found to be broken or defective, you agree to let us know no later than the day before your event to allow us time to replace them with working items. No additional fees will be charged for this replacement. If we are unable to do this and you notified us at least a day in advance, you will be refunded 100% of the cost of any items that are found to be broken and not replaced.

Tipping Policy

Many of our crew members are young high school or college students and tips are greatly appreciated. The company does not take a cut of tips – all tips are split among the install crew. Tips are never mandatory. We believe they should be given for a job well done and our customers should never be pressured into giving one. If you ever feel pressured to tip by one of our crew members, please contact us immediately.

Damage Protection Fee

A 10% damage protection fee is offered as an optional add-on. This covers wear-and-tear, obsolescence, and unintentional damage due to weather, nature or other unforeseen factors. It DOES NOT include damage due to negligence, improper use or installation, theft, abuse, or improper or lack of cleaning. If the damage protection fee is not selected, we will charge full replacement cost value plus loss of revenue for any damages incurred during your use of our equipment, regardless of the source.

Cancellation

All prepayments are non-refundable. Your rental may be cancelled up to 14 days prior to the start date. After final payment is due, the full amount is non-refundable. If cancellation is requested after 14 days prior to the start date, we will allow a re-booking within 12 months of the cancelled date for the same items, if available – as long as your items have not already been delivered, picked up and/or set up. Once your items are delivered, picked up and/or set up, no refunds or re-bookings are allowed. Cancellations must be made in writing on our standard cancellation form. Once cancelled, your items will no longer be held as reserved and can be rented to others without change to this policy. Please refer to this chart for clarification:

25% Prepayment: No refunds (but can be applied to a new booking within 12 months of cancelled event)

Remaining Balance:

Fully refunded up to 14 days prior to event
After 14 days the balance is non-refundable but can be applied to a re-booking for any date up to 12 months after your event date as long as your items have not been delivered, picked up and/or set up
If your items have already been delivered and/or set up, no refunds or re-bookings are allowed (because we’ve already spent $$ on labor for setup/delivery)

After 14 days the balance is non-refundable but can be applied to a re-booking for any date up to 12 months after your event date as long as your items have not been delivered, picked up and/or set up

Reservation Modifications

In all cases, we try to be responsive to changes in your event. This can include changing the number of chairs and tables or even the date of the entire event. We always try and work with our customers to make things happen when changes are required. We have the following rules for changes after booking:

If your entire event needs to be rescheduled, please notify us immediately and at least 2 weeks prior to the event. We will move the date for you, as long as we have the equipment available for your new date.
Please try and work out exact numbers before the final balance is due 2 weeks prior to your event. This makes it easy to add or subtract equipment and then adjust your final invoice.
Tents and structures, tent heaters and concession equipment can not be changed after your event is booked. These items often book months in advance and can often not be re-booked and concession equipment often includes perishable items.
If you are reducing the size of your event, we don’t allow changes of more than 15% of your initial booking by either price or number of items.
We will try and accommodate last minute changes up to the day of event – including adding or subtracting tables, chairs, sidewalls, lighting or other items – if available.

Pricing

Pricing is subject to change without notice and can depend on many factors including seasonal fluctuation, inventory, and holidays. Prices on your quote are good for a period of 72 hours. Your final statement may include additional charges for special delivery or maintenance line items not known at the time of booking. The customer agrees to pay all invoices as dictated by this contract, company policy or when incurred in the case of additional charges. By signing this agreement, you authorize us to charge your credit card on file for any additional charges, damages, special requests, deliveries, or maintenance items not listed on your original quote but incurred before, during or after the rental period. All rental items must be returned at the end of the rental period or an extension must be granted by us in writing.

Equipment Failure

All items are to be inspected by the customer at time of drop-off/delivery. You agree to immediately discontinue the use of rented items at any time they become or appear to become unsafe, damaged or in a state of disrepair and will immediately (one hour or less) notify HIGHLIGHT EVENT RENTALS LLC of said conditions. At our discretion we will make the items operable within a reasonable amount of time, provide a similar item or adjust rental charges. This provision does not relieve renter from the other obligations of this contract. In any and all events, HIGHLIGHT EVENT RENTALS LLC shall not be responsible for injury or damage resulting from failure or defect of rented items.

Use of Equipment

Renter agrees and attests that they are fully trained and familiar with the proper and safe use of, care of and operation of all equipment. Renter further agrees that the items will only be used at the address listed on the contract and only for the purposes for which they were intended and manufactured. Renters agree to follow all manufacturer safety guidelines and recommendations as well as those specified by HIGHLIGHT EVENT RENTALS LLC. Renter agrees that if at any time they become confused by any of these guidelines that they will immediately cease use of said equipment and contact us. Renter agrees that they have read all instruction manuals, safety guidelines, operating instructions and procedures and warnings related to all rented items. Renter agrees that, at any time where conditions become hazardous for the use of any rented items, that they shall discontinue use and call us immediately. We reserve the right to cancel an event reservation if hazardous conditions develop that would interfere with the safe use of our equipment. If we are forced to cancel an event in advance, a full refund will be offered, or we will allow a re-booking of the event within a 12-month timeframe. IF SEVERE WEATHER INCLUDING LIGHTNING, HAIL, WIND GUSTS, TORANDO, FLOODS, MICROBURSTS OR STRONG WIND/RAIN IS EXPECTED OR PRESENT AT YOUR EVENT PLEASE DISCONTINUE USE AND SEEK SHELTER ELSEWHERE.

Care of Equipment

In addition to any other obligations, renter shall protect all items from weather damage, breakage, improper or unauthorized use, theft, or loss while in possession of said items. Items are to be returned in “like condition” to how they were delivered – clean and stacked properly or placed in the same carrying carts, bags, or cases they were delivered in. Renter will assume all costs of replacement or repair including all labor and lost income of said items except as protected by our optional damage waiver, if selected. Renter agrees to pay a reasonable cleaning fee for any rented items returned dirty or with conditions that didn’t exist when items were delivered. All items must be kept where they are not exposed to rain, snow, hail or water. Items other than tents will be damaged or destroyed if exposed to water of any kind.

Insurance

Renter shall maintain, at renter’s expense, liability, property and casualty insurance coverage in an amount sufficient to fully protect HIGHLIGHT EVENT RENTALLS LLC and our equipment from any and all claims, loss or damage of whatever nature or type.

Term of Rental

Renter’s right of possession terminates upon the expiration of the rental period set forth in the contract. Time is of the essence in this contract. Any extensions must be agreed to in writing with any additional payment due immediately upon agreement by the parties.

Permits and Licenses

Renter agrees that, prior to any installation of rental equipment – including tents – that they will obtain at renter’s expense, any and all necessary permits, licenses and other consent. If setting up in an area the renter does not own, renter must secure and maintain permission from said owner. If we are required to be present for inspections, we charge an additional $100 service fee payable when scheduling this time with our company. At no time will we deal directly with any party other than the renter. Failure to obtain proper permits, licenses or consent for your setup is not considered a valid reason for cancellation.

Site and Subsurface Preparation

Renter agrees to have the site clean and ready for delivery and installation of all rented equipment. This includes pet waste removal, grass and weeds cut, earth leveled, trees trimmed, overhead obstructions cleared, any furniture or items removed from the setup area and clearing any obstacle that would interfere with the safe, expedient, and clean installation of rented items. We require a clear, ground level and direct path to the installation area with gates and openings at least 36” wide and accessible for wheeled delivery carts. Renter agrees to pay additional fees related to delays incurred due to improper conditions due to failure to prepare for installation.

HIGHLIGHT EVENT RENTALLS LLC is not responsible for surface or subsurface repairs related to the installation or removal of equipment. Placement of all equipment must be marked clearly before delivery so our crew knows exactly where you want it set up.

Delivery and Professional Installation

Please read this section very carefully as it explains in detail how our delivery and installation works. After you have read it, please initial next to this section to indicate you understand and agree with our requirements. We generally follow this schedule when planning out our deliveries for the week:

Thursday – Install of tents 20×20 or larger and some smaller tents as needed

Friday – Install of tents smaller than 20×20 and table/chair only orders

Monday – Pick up of tents smaller than 20×20 and some larger tents as needed

Tuesday – Pick up of tents 20×20 or larger and some smaller tents plus table/chair only orders

This schedule allows us to work efficiently and install our larger tents well before an event to provide customers with additional setup time. We may also request to install Wednesday or even Saturday/Sunday during extremely busy weeks or depending on weather and other factors.

We will contact you the week before your event with a day and approximate delivery time window. We use time windows because our crew can sometimes be delayed due to specific circumstances beyond our control. You will receive an email and text notification before your event to remind you of the day and time window

WE SELECT YOUR DELIVERY DAY/TIME BASED ON OUR INSTALL SCHEDULE. We do this to maximize efficiency – when we have 40 events to set up in a week it’s also just not possible to coordinate client schedules. You will be notified the week before of your selected day and time. We may also have to change your install day/time due to circumstances – particularly inclement weather. We request and appreciate your flexibility and understanding in this.

We understand sometimes mowing the lawn right before install is a priority or perhaps a certain day/time does not work for you. So we have an option to accommodate this. You may specify the exact day/time for your install for a one-time fee of $75. This compensates us for loss of time/efficiency and increased labor. You may also specify an exact day/time for your pick up for an additional $75 service fee.

Some of our items – especially tents – require professional installation. We charge an additional installation fee depending on the size of the setup. This makes it fair so customers who have smaller setups and utilize less labor pay less for their installs.

Prior to arriving you will be asked to remove all cars from the driveway for our delivery truck. We need the use of your driveway and clear and unobstructed access to the delivery location. If we have to park down the street and carry items to your home it will incur additional delivery fees. Please plan ahead and help us make a quick, efficient delivery.

Standard Delivery of our items includes the following:

For tables and chairs only:

Delivery to an area easily accessible to our trucks
Drop off is “curbside” meaning we will unload and carry to the front of your home or inside a garage. Transporting these items to the back yard or inside a house will include a separate cartage fee or tip.
Delivery during normal daylight hours
Access for wheeled delivery carts at least 36” wide
No extreme hills or other obstacles to navigate

For installs including tents:

Delivery to an area easily accessible to our trucks
After your tent is installed, all additional equipment will be delivered under your tent in stacks. Full set-up of tables and chairs is available for an additional fee.
Delivery must be on the first floor or “ground level” of the event location
Delivery during normal daylight hours
Access for wheeled delivery carts at least 36” wide
No extreme hills or other obstacles to navigate

Normal pick-up of items includes:

Retrieval in the same location as your items were dropped off
Items have been wiped down and cleaned by renter and in the condition they were delivered
Items have been re-stacked by renter as they were left by our install crew

There are additional fees for delivery up or down stairs, carrying items up or down hills or around obstacles, up or down elevators, excessive distance from the truck, same day delivery/set-up or removal/take-down, late-night removals or deliveries or deliveries inside a residence except a garage. These fees are due to increased labor/time for specialized delivery/removal and additional liability. At no point in time may any equipment that we have professionally set up be moved, removed, installed or altered by renter after it has been set up. If something needs to be moved or removed, we will do it and additional charges will apply.

Our delivery fee is calculated from the driving distance from our facility in Oswego to the delivery location VIA Google Maps and is rounded to the nearest whole mile. Our standard delivery fee is $50 and applicable for up to 10 miles from our office address. For locations closer than 10 miles, our current delivery fee is $2.50 per mile. Delivery and pickup includes the driving distance x 4. For example, if your house is 5 miles away from our facility, to deliver we would drive 5 miles there and 5 miles back. Then pickup would be 5 miles there and 5 miles back = 20 total miles x $2.50 = $50 total delivery. This fee includes “Standard Delivery” of all items as defined above.

You agree to hold HIGHLIGHT EVENT RENTALS LLC harmless for any and all claims, liability, damage, costs and expenses arising directly or indirectly from the delivery, unloading, erection, installation, dismantling and use of rented equipment.

Media Usage

Customer agrees that HIGHLIGHT EVENT RENTALS LLC or our representatives may take pictures and videos of events or setups for promotional purposes. Customer agrees that we may display a small sign along with any tent depicting our comany name, logo and contact information. Additionally, all set ups and deliveries are photographed as part of our normal company operations to ensure professional performance of our installers.

Responsibility of Use, Disclaimers and Warranties

You are solely responsible for the use of the rented items. You assume all risks inherent to the operation and use of rented items and agree to assume the entire responsibility for the defense of and to pay, indemnify and hold HIGHLIGHT EVENT RENTALS LLC harmless from and hereby release HIGHLIGHT EVENT RENTALS LLC from any and all claims for damage to property and bodily injury (including death) resulting from the use, operation or possession of our items, whether or not it be claimed or found that such damage or injury resulted in whole or in part from HIGHLIGHT EVENT RENTALS LLC’s negligence, from the defective condition of items or any other cause. YOU AGREE THAT NO WARRANTIES EXPRESSED OR IMPLIED, INCLUDING MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, HAS BEEN MADE IN CONNECTION WITH ANY EQUIPMENT RENTED.

Additional Equipment-Specific Agreements

Tents and Structures

Preparation: Prior to setup, the site must be clear of all sticks, patio furniture, animal waste, overhead tree limbs or other obstructions that may interfere with set up or cause damage. Tents will not be set up under sap-producing or fruit bearing trees. Tents will not be set up under or around power lines. You must pre-measure the area intended for the tent prior to reserving it to make sure it will fit (add 10’ to each tent dimension to make room for ropes). We may not have alternate equipment available if your tent does not fit in the designated area. We can measure for you for an additional $50 on-site consultation fee due at time of scheduling.

JULIE: All of our tent installs require JULIE be contacted to mark your utilities. THIS IS REQUIRED – NO EXCEPTIONS. You will be mailed 4 flags and asked to stake our the install location for your tent the week before and also describe to us the exact location of your install. This is a new requirement from JULIE as they will not mark your utilities unless the area is pre-flagged.

All markings, blazes and/or flags provided by JULIE must be left in the ground and in the location they were placed until your equipment has been set up. You must allow JULIE on to your property to mark utilities. THIS IS NOT NEGOTIABLE AND IS NOT A CAUSE FOR A REFUND. Any delays due to not having utilities properly marked will incur additional fees. WE WILL NOT SET UP WITHOUT PROPER MARKINGS FROM JULIE. You agree to hold us harmless from any damage or disruption caused by JULIE or their markings.

JULIE only marks utilities – so you must provide us a drawing or diagram and mark with paint or flags any sprinkler systems, underground power lines, septic tanks, drain tiles or anything else in the ground that could possibly be damaged by our stakes. We will not be held responsible for any damage to any underground utilities, structures or items that have not been marked or improperly marked.

Solid Surface Install: If you are setting up on a non-grass surface or if there is no time for JULIE to mark the utilities or if the markings have been removed or altered, barrels or concrete anchors are required for an additional fee.

Use and Care: Tents must be kept clean and customer agrees not to attach anything to them without permission from HIGHLIGHT EVENT RENTALS – including tape, staples, tacks, lighting, fans or any other objects without express permission. Tents must not be set up in areas where fireworks will be used. Silly String, colored confetti and other dyed items must not be used and may stain the tent permanently. Pets may not be secured to our tents in any way. If pets urinate or defecate on our equipment it must be cleaned using enzymatic cleaners and a $50 cleaning fee will apply. Our tents may not be used for cooking under or near – this includes Hibachi, smoking, grilling, campfires, frying or other uses – as the smoke, grease and food aromas will permanently damage the vinyl. Using the tent in a way other than allowed is not covered by our damage waiver and any damage arising due to this will incur a full-cost replacement charge. Tents should be kept taut and upright at all times and monitored for excessive water pooling. If the tent is sagging or not looking right and especially collecting water on top – call us immediately. No tent we set up may be removed, taken down or moved by the customer for any reason – NO EXCEPTIONS.

Tents are designed as temporary structures and are not airtight or completely impervious to weather. Gaps are present as part of the normal setup of tents and cannot and will not be closed off. Tents are not meant to be used in periods of high wind, rain, hail, or snow or when temperatures are below freezing. We reserve the right to refuse to set up a tent if inclement weather is expected. In any case, the renter agrees to discontinue use of the tent if weather or other conditions make it appear unsuitable for safe use. IF LIGHTNING IS PRESENT OR SUSPECTED PLASE DISCONTINUE USE IMMEDIATELY AND SEEK SHELTER ELSEWHERE.

Sidewalls Heaters and Lighting: Tent sidewalls and lighting are available at additional cost. You may only use lighting approved and installed by us. Improper lighting can burn the vinyl and require full cost replacement. Sidewalls may be installed and removed by the customer but they must be kept clean and off the ground at all times. In cases of high wind, customer understands and agrees that sidewalls must be removed and properly stored as they may be damaged by high winds. Only tent heaters we approve may be used under our tents and carbon monoxide levels must be monitored closely by the renter to prevent sickness.

Tables and Chairs

Tables and chairs must be set up following all instructions including all locking mechanisms and be placed in flat areas to prevent collapse and tripping hazards. They must be protected from the elements including rain, snow, dew, fog, sprinklers, staining liquids and pets. If it rains or snows, they must be moved under a tent or inside an area such as a garage to keep them dry. Even though our tables are very durable, they are not meant to withstand exposure to water. Allowing our tables and chairs to sit in the rain is not covered by our damage waiver and will incur a full or partial replacement cost charge. Staples, tacks, tape and other sticky items or items that puncture the tables and chairs are not permitted and not covered by our damage waiver. Tables and chairs must be used for the purpose they were designed. Renters agree not to stand on them and abide by manufacturer guidelines for weight. Tables are meant to be used with table covers. You can provide your own or rent ours. All tables and chairs must be wiped down with a wet cloth after use, folded and stacked properly and returned in the condition they were delivered. We require this to keep our costs low. Failure to clean and stack tables and chairs for delivery will result in extra cleaning and labor fees.

Concessions and Electronic Equipment

All concessions and electronic equipment must be monitored at all times and not left unattended. Users are not permitted to operate these items without proper instruction and knowledge. Any supplies used with our machines must be either supplied by our company or approved for use to prevent damage. Our equipment must be protected from the elements including rain, snow, dew, fog, sprinklers, staining liquids and pets. Exposure to water will severely damage or destroy our items and this is not covered by our damage waiver. All equipment must be wiped down with a wet cloth after use. Do not use any cleaners or attempt to clean electronic elements such as popcorn kettles yourself as this may damage or destroy them.

Linens

All linens will be delivered cleaned and folded and in most cases in a stuff sack. WE DO NOT STEAM OR PRESS LINENS. If this is something you need, you must send them off to have this done. We don’t have commercial presses available. You agree to inspect all linens upon delivery and notify us before we leave of anything that is not acceptable. Linens must be kept away from heat from chafing dishes, hot plates, grills, canned heating gel and other sources of heat. Candles may only be used with protection to prevent dripping wax from getting on the cloth. Linens are only to be used for their intended purpose. Once finished, you may stuff the linens back in the provided stuff sack for return to us.

Additional Fees:

These fees are some of the fees that will be added when incurred. Note: we don’t want to add these – but things like delays and extra work cause our company to waste time and labor. In order to keep costs low for everyone we just ask that you follow these simple words – “please return items in the condition and manner they were delivered to you”.

Late Payment Fee (automatically applied to any balances open at 5 days before event): $25

Late Event Scheduling Fee (orders with less than 5 days advanced notice): $25

Saturday or Sunday delivery/pickup fee: $25 minimum – max of ??

Same Day Delivery and Pickup: $25 minimum – max of ?? in addition to weekend fees

Delivery delays due to site conditions: minimum of $50 – max of ??

Cartage of tables/chairs into back yard: $1 per chair, $2 per table (or tip)

Cartage of tables/chairs into home: $1 per chair, $2 per table (or tip)

Cleaning fee for items not wiped down: $1 per chair, $2 per table (or tip)

Customer misses our install time: $50 rescheduling fee

Specify exact day/time of delivery: $75

Specify exact day/time of pickup: $75

Delivery up or down stairs or up or down elevators: minimum of $100 – max of ??

Delivery to remote locations or up/down hills: minimum of $50 – max of ??

Delays due to JULIE not marking the site: minimum of $50 – max of ??

Table/Chair stapled: $5 EVERY STAPLE

Foot Prints on chairs/tables (from standing on them): $10 per print

Tape attached to items or tape residue left: $50

Dirty pop-up tent canopy: $50 cleaning

Dirty pole or frame tent canopy: $100

Dirty sidewalls: $25 per sidewall

Chairs not properly stacked as delivered: $25 (or tip)

Tables not properly folded and stacked as delivered: $25 (or tip)

Pet Wate On Items (including urine, feces and vomit): $50 per item

Human Bodily Fluids: Full replacement cost of item plus lifetime rental ban (nasty)