Company Policies
TERMS OF LEASE: In addition to the terms below and the operation guidelines on each rented item, the Renter (customer/you) agrees to supervise the operation of any rented item and further agrees that if the item is damaged and/or lost that you will reimburse Coastal Event Rentals (Lessor/CER) for the full price to fix the damage and/or full replacement value of the rented item. Renter has received a Quote with pricing based on Renter’s needs (number of rental items, timing, duration, etc.) which shall be valid for 30 days from the date on the Quote. A Quote is NOT a (“Reservation”). Before signing this contract, Renter agrees that he/she has read the entire contract and Quote, has agreed to all terms and conditions herein, and has had all questions answered to the Renter’s full satisfaction and understanding.
DEPOSIT: Equipment is not considered reserved until this contract is signed; and CER receives a 50% non-refundable Reservation Deposit. This signed contract and 50% non-refundable deposit shall be deemed Renter’s acceptance of these terms and conditions. Once accepted it shall be Renter’s (“Reservation”).
RESERVATION: Reservations shall be subject to change. However, all Reservations must be finalized with quantity of items, details, final payment, etc. ten (10) days prior to the delivery date. Rush fees will be added to Reservations and changes to Reservations placed within ten (10) days of requested delivery date.
PREPAYMENT: Payment of all anticipated Rent and other charges hereunder ("Prepayment") is due at least ten (10) days prior to the scheduled date of your event. Prepayment must be made in good funds (cash or major credit card). The Prepayment is not an upper limit of your liability under this Contract. It is merely an estimate of the Rent and other charges we anticipate will be due hereunder if all Rented Items are returned on time and in the condition required. No Rented Items will be scheduled for delivery until our receipt of the entire Prepayment amount.
DAMAGE WAIVER: A 7% non-refundable Damage Waiver is optional and must be accepted ten (10) days prior to taking possession of the rented items. Renter understands a Damage Waiver is NOT Insurance, nor is it a warranty. Renter, whether your fault or not, shall be responsible for the damage, loss, theft, vandalism or repair or refurbishment, including packing, shipping, handling, storage and other associated costs. Equipment that is lost or damaged beyond repair shall be charged to the Renter in an amount equal to its replacement value. Rent previously paid will not be applied against the above reference charges. Damage Waiver is secondary to your own insurance. Some homeowner and business insurance may provide coverage for damage or loss to rented items. Check with your agent or broker to determine if such coverage exists. You agree to exercise all rights available under your insurance coverage and assign all claims and proceeds from insurance coverage to CER. You agree to furnish, upon request, a written and signed police report filed by you with respect to such occurrence. CER will send an invoice for any damage, loss, cleaning, or repair fees within five (5) business days of pickup/return.
CANCELLATION: CER reserves the right NOT to refund any deposit should Renter fail to provide a written cancellation request (via email) prior to rental. Reservations cancelled 60 days in advance of the delivery date are eligible to receive a refund, less costs incurred by CER from the time this Contract is executed to when notice of cancellation is delivered by Renter. Reservations cancelled between 31 to 59 days of delivery date shall result in the forfeiture of the aforementioned 50% Reservation payment paid by Renter. Reservations cancellations 30 days or less of delivery shall pay the full amount invoiced within five (5) business days of providing the cancellation notice. No refunds will be made after the equipment has been delivered. Refund/Raincheck will NOT be issued in the event the leased equipment is not used for any reason.
RESCHEDULE/CHANGES: Renter is allowed three (3) changes prior to 30 days of delivery. There is an order change fee for all changes after the third change. Changes or amendments to Renter’s Reservation which result in additional equipment or labor will be honored, if possible. Renter is responsible for the full amount of the invoiced Reservation for changes and amendments to the Reservation made 30 days prior to the delivery date which result in a reduction of equipment requested and agreed upon in the Reservation. Changes or amendments to the Reservation made 30 days prior to the delivery must be, in full, at the time the Renter changes are accepted by CER. Prior to 90 days from the delivery date Renter may reschedule Renter’s Event any time within 12 months of the original Event date subject to CER's availability to accommodate Renter’s requests to reschedule date. If rescheduled, CER cannot guarantee Renter’s original equipment selections which may result in an amendment to the Reservation. Rescheduling request for dates greater than 12 months from the original Event date will require written approval from CER. All rescheduled Reservations are subject to a production fee which shall be paid by Renter at the time of rescheduling. Pandemics, inclement weather, and/or other events constituting force majeure will not alter the terms of the cancellation policy. If, however, Renter’s event is in municipality of county under a state of federal mandatory shutdown or evacuation on the Renter’s Event date, a refund or credit will be offered to Renter. Equipment ordered specifically for the client and other custom orders must be paid for and shall be charged to the client for all cancelled Reservations.
CREDIT CARD AUTHORIZATION: Subject to such limitations as may be set forth in applicable law, you irrevocably and unconditionally authorize CER to immediately submit for payment on the credit card (if any) you have provided CER all charges for rent, delivery and/or installation, damages, or lost goods, or additional charges coming due under this Contract, and you agree to indemnify, defend and hold harmless Coastal Event Rentals with respect to the same.
DELIVERY & PICKUP: Items will be delivered/pickup, for the agreed-upon fee, only to the address specified by Renter in this Contract. Renter grants CER and its employees/contractors, the right to enter said property for the delivery and return of the rented equipment. The time for equipment delivery and pickup are estimates only. Actual delivery and pickup times may vary due to truck routing, event location, scheduling, traffic and unforeseen circumstances. Renter agrees to pay an extra charge for deliveries and pickups where the delivery or pick up of CER’s equipment is more than 30 feet from where the CER delivery truck can safely access and park, where delivery or pickup is in a remote location, where delivery or pickup requires the use of stairs or elevators, on uneven surface (ie. Beach, hill, etc.), when Renter request specific delivery or pick up time slots, holidays, or when delivery or pick up is outside of CER's regular business hours. Upon pickup, all items should be staged, broken down, stowed, and ready in the same manner they were delivered and received by the Renter. Renter will be charged and responsible for additional fees if equipment is unavailable for delivery or pickup because of, but not limited to, no on-site contact available to sign for delivery and/or pickup, locked gates, garages, doors or unattended residence. Standby labor fees may be charged, if CER and its employees/contractors are on hold for more than 15 minutes during delivery or pickup.
CARE OF EQUIPMENT: Renter agrees to review the Reservation, count and inspect all equipment items upon delivery to ensure accuracy, and to notify CER of any issues with the Renter’s Reservation; before signing delivery receipt. Once Renter signs for the delivery of the equipment in the Reservation, Renter shall be deemed to have accepted the delivery and condition of the equipment. Once Renter has accepted the delivery, CER shall not be responsible for equipment items not delivered or not in good condition. Set-up and/or take-down of chairs/tables is available for a fee. Renter assumes responsibility of equipment from delivery until it is returned to, or in the possession of, CER. Renter agrees to take good and reasonable care of CER’s equipment and to ensure use of the equipment by Renter and Renter’s guest in its usually and customary manner. Additionally, rental items will NOT be delivered to an outdoor location to be left in the rain, sap producing or fruit trees. A backup rain plan such as a tent with sidewalls or other covered/indoor area must be established in advance. Coastal Event Rentals reserves the right to cancel the delivery without prior notice should an adequate location not be available. Renter shall be liable for any theft, loss, damage, breakage or destruction of equipment in an amount equal to its replacement value. Renter charges for lost items and damage items are due upon receipt. Discounts, trades or donations do not release Renter from charges for loss, damage or theft of equipment. Renter agrees to return all items in the same manner, in the same containers, and condition equipment was received. Supplied packing materials must be returned. If not, there will be a materials charge. All items should be free of debris and dry upon return. If not, a fee cleaning fee will be charged. Renter agrees to use an appropriate vehicle and tie downs for customer pickups and returns. CER is not liable for any property damage or personal injury (including death) associated with customer pick ups and returns. You assume all risks associated with the possession, use, transportation and storage of the Rented Items. Renter agrees to be charged for late returns and all other charges authorized and agreed upon in this Contract and Renter’s Reservation. When using cooking or heating equipment, Renter fully understands and acknowledges the safety requirements associated with those items, the use of propane and similar fuels, and is responsible for the safe use of the same.
SERVICE CALL: If the Renter requires urgent assistance with the rented supplies or equipment, call the number with which you have placed your order to receive instructions for help. Any deployment of CER will incur additional fees.
SITE PREPARATION: You shall ensure that the intended site is ready and clear of obstacles that prevent access to install the equipment upon crew arrival. You agree to any additional charge for any delayed incurred, or additional labor performed by CER, resulting from failure to do so. We encourage site visits as needed, for a fee. Renters, prior to delivery and/or installation, shall obtain all permits, licenses, permissions, inspections, etc required by local, state, or federal law, ordinance, rule, or regulations for installation and use of equipment. Reservations are based on normal installation, on ground level, and staked into ground unless otherwise noted. Renter is responsible for properly marking underground, utilities, (gas, water, electrical, sprinkler, septic, etc.) prior to installation of staked items. If ground is not properly marked, CER cannot be held responsible for any damage to utility or sprinkler lines caused by staking, and Renter shall hold harmless and indemnify CER for the same.
SAFETY: Coastal Event Rentals reserves the right to cancel/postpone scheduled event for safety reasons (e.g., slope incline, surface area, confirmed severe thunderstorms, hail, excessive winds, tropical depression, tropical storm, hurricane, or tornado conditions). Renter is responsible for monitoring conditions throughout the rental period for safe operations. Renter may contact their local authorities (e.g., police, medical, fire, local radio, television, media, Internet, national weather service) for assistance with monitoring weather patterns and conditions. Should Renter fail to notify CER of severe weather conditions prior to delivery, CER reserves the right not to refund any deposits. Should Renter cancel event upon delivery, Renter forfeits any in all deposits. In the event of a hurricane/tropical storm or possible threat of hurricane tropical storm (specific to the area of the event will be held) CER allows cancellations and will issue a Raincheck for any deposits received. A Raincheck is valid for up to one (1) year from the date of issue and can be used to reserve any items for future events; based on availability. CER will cancel all events in the event of a voluntary or mandatory evacuation.
TENTS: Renter understands that tents are temporary structures designed to provide limited protection from weather conditions, primarily for sun and rain. During weather events involving strong winds, heavy rain, and lightning, Renter acknowledges a tent will not provide protection for Renter and Renter’s guests. Sidewalls are an additional cost, and not included in the price of tents. In case of high winds, sidewalls must be removed. Renter agrees that in the event of an anticipated or actual storm with excessive winds, in CER sole discretion, CER has the right to dismantle any installed equipment to ensure the safety of all involved. Renter understands that inclement weather may delay or prevent CER from installing equipment in time for their event. For Renter Reservations, where a tent is installed for a week or more and inclement weather requires the tent to be dismantled for safety reasons, the Renter agrees to pay for the labor to dismantle and reinstall the tent. The timeframe to reinstall tents, after inclement weather has passed, may be up to 72 hours and shall be after weather conditions have improved to safely, reinstall the tents, and CER’s sole discretion. In severe weather, including, but not limited limited to lightning, heavy rains, and high winds, the tent must be evacuated. Renter is responsible for creating an inclement weather and emergency evacuation plan and posting the same if required by local, state, or federal law, ordinance, rule, or regulation.
ADDITIONAL TERMS OF LEASE: CER is NOT responsible for bad weather, disruption of electrical service and/or unfavorable conditions that may arise and no charges or fees will be reimbursed as a result. Renter agrees that the equipment leased is for Renter’s own use and said equipment is not to be loaned, sub-let, mortgaged or in any other manner disposed of by Renter.
BREACH/INDEMNITY/ARBITRATION: You assume all risk associated with the possession, use, transportation, and storage of the rented items. Upon a failure to pay rent or other breach of this contract, we may terminate this contract and take possession of and remove the goods from wherever they are, and we and our agents shall not be liable for any claims or damage or trespass arising out of the removal of the goods. Renter assumes the risk and liability for use and operation of the equipment, for personal injuries and property damage to person or property arising during the Renter’s rental period. Renter shall protect, defend, and indemnify CER and hold CER harmless, and against losses, damages, injuries (including death), claims, demands, and expenses, including legal expenses, arising out Renter’s violation of this Agreement, use of the reserved equipment, or any other act or omission of Renter, provided that such loss, damage, injury, claim, demand, and/or expenses was not caused by the intentional misconduct and/or gross negligence of CER. Renter shall assume defense of legal proceedings brought to enforce losses, damages, injuries, claims, demand, and expenses, and shall pay judgments entered in any such suit or suits or other legal proceedings. CER makes no warranty with respect to the equipment or services, including any (a) warranty of merchantability; (b) warranty of fitness of a particular purpose; (c) warranty of title; or (d) warranty against infringement of intellectual property rights of a third-party; whether express or implied by law, course of dealing, course of performance, usage of trade or otherwise. In no event shall CER be liable to Renter or to any third-party for any loss of use, revenue, or profit, or for any consequential, incidental, indirect, exemplary, special or punitive damages, whether arising out of breach of contract, tort (including negligence) or otherwise, regardless of whether such damages were foreseeable, and whether or not Renter was advised of the possibility of such damages. Renter shall reimburse, indemnify and hold harmless CER and its directors and officers and contractors and employees to the full extent permitted by applicable law, from and against any and all loss, liability, claim, damage, cost, and expense whatsoever arising directly or indirectly from any acts or admission of Renter relating to the rental items. In no event shall CER’s aggregate liability arising out of related to these terms and conditions or the attached agreement, whether arising out of related to breach of contract, tort (including negligence) or otherwise, exceed the aggregate amount paid or payable to CER pursuant to Renter’s Reservation. The limitation on liability shall survive the expiration or early termination of the attached Agreement. The indemnities and assumptions of liabilities and obligations herein provided for shall continue with full force and effect, notwithstanding the termination of this Agreement, whether by expiration of time, by operation of law, or otherwise.
GOVERNING LAW: The terms and conditions and contract between CER and Renter are governed under the laws of the state of Georgia and venue for enforcement of any lawsuit regarding these terms and conditions shall be brought exclusively in the courts of Bryan County, Georgia.