Event Vibes – Rental Policy

By paying your deposit and confirming your booking with Event Vibes Inc., you acknowledge that you have read and agreed to the terms below.

Payment Policy

Is a deposit required? Yes. A non-refundable 25% deposit is required to confirm your reservation. Items are not considered reserved until the deposit is received.

When is the remaining payment due? Full payment is required before the items are released to you.

What forms of payment do you accept? We accept debit cards, Visa, MasterCard, e-Transfer, and cash.

Do I need to provide a credit card? Yes. A valid credit card is required to process and secure your order.

Cancellation Policy

Can I cancel my reservation? Yes. Cancellations must be made by email at [email protected] or by phone at +1 226-777-0444. Your cancellation is effective once we confirm it.

Is my deposit refundable if I cancel? No. The 25% deposit is non-refundable. However, if you cancel at least 7 days before your event, your deposit will be applied as a credit toward a new booking made within 3 months of the original cancellation.

What if I cancel less than 7 days before my event? The deposit is forfeited and cannot be applied to a future booking, as the items were held for you.

Can I change my event date instead of cancelling? Yes. Date changes are accepted with at least 7 days' notice before your original event date, subject to availability. Requests made with less than 7 days' notice are treated as a cancellation.

What if weather affects my event? If severe weather is forecast and you need to reschedule within 7 days of your event, contact us as soon as possible. We will move your booking to a new date within 3 months, subject to availability, and your deposit will carry over. Once items are in your possession, you are responsible for weather-related damage or loss (see the Tent & Canopy Installation Policy below).

Can I make last-minute additions or changes to my order? Yes, subject to item availability. Please contact us as early as possible so we can accommodate your request.

Pick-Up & Drop-Off Policy

When can I pick up and return my rental items? Pick-ups are available the day before your event. Returns must be made the following business day during our drop-off hours: Friday to Monday, 8:00 AM – 1:00 PM.

What if I return items late? Late returns are charged for each additional day. If you anticipate a delay, please call us in advance to make arrangements and avoid further charges.

Delivery Policy

What does the delivery service include? We deliver and stack items at a convenient ground-level location. Delivery does not include setup or placement inside your unit or house.

When will my order be delivered and picked up? Deliveries are typically made the day before or the day of your event. Pickups occur on the next business day, or as arranged. These dates will be listed on your confirmation.

What should I do before pick-up? Tables and chairs must be taken down and stacked in a single location for easy pickup. Failure to do so may result in additional labor charges.

How are delivery fees calculated? Delivery fees vary by distance and are quoted during the reservation process. Delivery and pickup after 9 PM are subject to a $150 late-night charge.

What if the driver cannot locate the items for pickup? If we cannot access or find the items, you will be charged another delivery/pickup fee for a second trip.

Cleaning Policy

Do I need to clean the rented items before returning them? Yes. Chafing dishes must be washed and rinsed. Linens should be free of debris and returned dry. Moldy, wax-stained, or burnt linens will incur replacement charges.

How should I handle linens before returning them? Please shake out linens to remove particles. If they are wet, allow them to air-dry before placing them in bags.

Does Event Vibes clean up after the event? No. We do not offer event clean-up services. If our team has to take down or gather rental items, a $50/hour labor fee will apply.

Damage Policy

Who is responsible for rented items once they are picked up or delivered? You are fully responsible for all rental items from the time of receipt until they are returned. This includes protecting them from damage, loss, theft, and weather-related issues, as well as any incidents during transport or use. Event Vibes is not liable for any such incidents.

What happens if an item is damaged or lost? You will be charged the full retail replacement value for any items that are damaged or not returned. The replacement value depends on the item's age, condition, and rarity.

What qualifies as a damaged item? Examples of damage include, but are not limited to:

• Burn marks or holes in linens

• Stains on linens

• Missing parts

• Dented or broken equipment

• Items returned in un-rentable condition

When will I be notified about missing or damaged items? You will be informed at the time of drop-off if there are any missing or damaged items. Any applicable fees will be charged to the credit card on file. Please report any damage or staining to us as soon as possible.

What happens if I don't pay for the damage or loss? Failure to pay will result in additional charges, including collection fees, legal costs, and other expenses related to enforcing this agreement.

Tent & Canopy Installation Policy

All tents and canopies installed by the customer are set up at the customer's own risk. We assume no liability or responsibility for any damages, losses, injuries, or financial claims arising from or related to customer-installed equipment.

Liability is strictly limited to installations performed directly by our staff. Any issues resulting from improper setup, securing, or use of equipment installed by the customer are the sole responsibility of the customer.

We are not responsible for any damages, losses, or incidents caused by weather conditions, including but not limited to rain, wind, storms, or other acts of nature, regardless of whether the equipment was installed by the customer or by our staff.

Questions?

Email us at [email protected] or call +1 226-777-0444. If you need help right away, calling is the fastest way to reach us.