Terms & Conditions
Rental Agreement
This Rental Agreement (“Agreement”) is entered into by and between Bay Area Events AL LLC (“Company”) and the individual or entity renting the equipment (“Renter”). By signing this Agreement, the Renter agrees to be bound by the terms and conditions set forth below.
1. Equipment Rented
The equipment to be rented (“Equipment”) is listed on the accompanying invoice, booking confirmation, or delivery confirmation document, which is hereby incorporated into and made part of this Agreement.
2. Rental Period
The rental period begins on the date and time the Equipment is delivered to or picked up by the Renter and ends when the Equipment is returned to the Company.
If the Equipment is not returned by the agreed-upon return time, the Renter may be charged a late return fee of $50 per day until the Equipment is returned.
If the Equipment is not returned within three (3) days of the agreed-upon return date, the Renter will be charged the full replacement cost of the Equipment.
3. Liability Waiver and Assumption of Risk
The Renter assumes all risks and responsibilities associated with the use, operation, handling, transportation, and possession of the Equipment.
The Renter assumes full responsibility for the safe and proper setup, operation, use, and supervision of the Equipment. The Company is not responsible for injury, damage, or failure resulting from improper use or failure to follow provided instructions.
The Company, its owners, employees, and agents shall not be held liable for any injuries, damages, or losses arising from the use or misuse of the Equipment, regardless of cause.
In no event shall the Company’s liability exceed the total rental fees paid by the Renter. The Company shall not be liable for any incidental, indirect, special, or consequential damages.
4. Indemnification
The Renter agrees to indemnify, defend, and hold harmless the Company, its owners, employees, and agents from and against any and all claims, damages, losses, liabilities, or legal expenses arising out of or related to the use, possession, transportation, or return of the Equipment, including but not limited to claims involving injury, death, or property damage.
5. Equipment Inspection and Acknowledgment
The Renter acknowledges that all Equipment was inspected and deemed to be in good working condition at the time of delivery or pickup.
Any damages, defects, or missing items must be reported to the Company immediately upon receipt of the Equipment. Failure to do so constitutes acceptance of the Equipment in its delivered condition.
6. Prohibited Uses
The Equipment shall not be used in any manner inconsistent with its intended purpose, in violation of any law, or under unsafe conditions. Unsafe conditions include, but are not limited to, extreme weather, inadequate supervision, misuse, or unauthorized modification.
If the Equipment is used in the presence of minors, the Renter agrees to ensure that all minors are supervised by a responsible adult at all times.
The Renter may not relocate, sublease, transfer, or loan the Equipment to any third party or to any location other than the agreed-upon event location without prior written consent from the Company.
Any violation of this section may result in immediate termination of this Agreement, and the Renter shall remain fully liable for all resulting damages or losses.
7. Equipment Damage, Loss, Cleaning, and Replacement
The Renter agrees to return all Equipment in the same condition as received, clean and free of debris.
Equipment returned in a dirty, unsanitary, or damaged condition may result in a cleaning or repair fee at the Company’s discretion.
In the event of damage, loss, or theft, the Renter authorizes the Company to charge the credit card on file for the full cost of repair or replacement, as determined by the Company.
Charges for damages or losses will be processed within five (5) business days following return of the Equipment, and an itemized invoice will be provided upon request.
8. Credit Card Authorization
The Company may, at its discretion, place a credit card authorization prior to releasing the Equipment to verify sufficient funds to cover the replacement value.
This authorization does not constitute a charge unless the Equipment is returned damaged, lost, or not returned.
By signing this Agreement, the Renter consents to such authorization and any subsequent charges required to cover damages or losses.
9. Payment Terms and Rental Deposit
Full payment of the rental fee is required prior to delivery or pickup of the Equipment.
Accepted payment methods include credit card, debit card, and other methods approved by the Company in writing.
Applicable taxes and additional fees will be disclosed at the time of booking and included in the final invoice.
Any unpaid balance may accrue a late fee of 1.5% per month or the maximum amount permitted by law.
A rental deposit is required to hold a booking and must be paid using a valid credit or debit card. This deposit serves as security for the Equipment and is refundable within five (5) business days after the Equipment is returned and inspected.
Cancellation policy:
21 days or more prior to event: full refund of deposit
15–20 days prior to event: 50% refund of deposit
14 days or fewer prior to event: deposit is non-refundable
10. Force Majeure
The Company shall not be liable for delays, cancellations, or failure to perform due to causes beyond its reasonable control, including but not limited to acts of God, severe weather, natural disasters, or government restrictions.
11. Weather Conditions & Outdoor Use
The Renter acknowledges that certain Equipment may be affected by weather conditions and agrees to use the Equipment only in safe and appropriate weather.
The Equipment shall not be used during severe or unsafe weather conditions, including but not limited to heavy rain, lightning, high winds, flooding, or any conditions that may pose a risk of injury or damage.
The Renter assumes full responsibility for monitoring weather conditions and making the decision to discontinue use of the Equipment when conditions become unsafe.
Damage caused by weather exposure, including water damage, wind damage, or failure to properly secure or protect the Equipment, shall be the responsibility of the Renter and may result in repair or replacement charges.
Weather-related cancellations, changes, or early termination of use do not qualify for refunds, unless otherwise agreed to in writing by the Company.
12. Governing Law, Venue, and Legal Fees
This Agreement shall be governed by and construed in accordance with the laws of the state in which the Company is registered.
Any legal action arising out of this Agreement shall be brought in the appropriate courts of the Company’s jurisdiction.
The prevailing party in any dispute or collection action shall be entitled to recover reasonable attorney’s fees, court costs, and collection expenses.
13. Duration of Agreement
This Agreement shall remain in effect for 365 days from the date of signing and shall apply to all rentals by the same Renter during that period.
This Agreement will remain on file and govern all rentals unless terminated or amended in writing by the Company.
14. Signature, Authority, and Media Consent
If the Renter is an entity or organization, the individual signing represents that they have full authority to bind the entity to this Agreement.
The Renter grants the Company permission to use photographs or videos taken during the rental period for marketing or promotional purposes unless the Renter submits a written opt-out request.
Renter Company Name (if applicable): ____________________________
Authorized Representative Name: ____________________________
Title: ____________________________
Signature: ____________________________
Date: ____________________________
Company Representative Name: ____________________________
Signature: ____________________________
Date: ____________________________
15. Severability
If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.