Cancellation Policy | Party Rental Central

PAYMENT TERMS. A non-refundable deposit of 50% is due upon execution of contract. Remaining balance and any quantity changes are due two weeks prior to the event unless other arrangements have been made. All payments are non-refundable. Customer agrees to pay all collection fees and expenses related to the collection of rental charges including, but not limited to attorney fees and court costs. Customer is responsible for charges from the time items are “out” until checked back “in” as returned, as specified on the reverse side of this contract. Charge account customers will be charged 2% per month interest on funds past 30 days due, and all discounts will be forfeited if payment in full is late. If payment by check is dishonored or returned for any reason, customer authorizes representation of check for amount written, and be required to pay a $45 return check fee. Customer must provide a Virginia State Tax Sales and Use Form at execution of contract to be eligible for exemption. Tax charged will not be refunded.
ACCESS. Customer agrees to provide Party Rental Central access to all areas where equipment is to be delivered, access to necessary utilities, adequate parking, and access to bathroom facilities.
PERMITS. Tent permit requirements vary per locality. Generally tents with square footage over 900 feet require permits. Fire permits may also be required. Contact your local municipality to determine such requirements. Customer assumes all responsibility and costs for obtaining permits.
UTILITIES. Under and above ground utilities must be marked. Party Rental Central will call Miss Utility to mark all public utilities. Customer is responsible for marking all private utilities and sprinkler systems. Customer releases Party Rental Central for any claims, demands, or responsibilities resulting from damage to property during set up or removal of equipment.
CUSTOMER DELAY. Delays that are the fault of Customer, such as customer instructed relocation of rental items once set up has begun will result in the assessment of delay fees of $40 per man-hour.
AVAILABILITY. Customer will be available for any required inspections and for clarification of specifications, such as location of setup, as may be required.
HAZARDOUS MATERIALS. If any materials believed by Party Rental Central to be hazardous materials are discovered, Party Rental Central will cease all work, and Customer will be responsible for the removal or abatement of such hazardous materials before work may resume.
PHYSICAL CONDITION OF RENTAL ITEM (S). Customer acknowledges that prior to taking the rented item(s), Customer examined it, saw it in operation (if appropriate) is aware of its condition and agrees it is in good condition except for any defect noted on this contract. It is Customer’s responsibility to return the rented item(s) to Party Rental Central in the same condition.
USE OF LEASED PROPERTY. Customer agrees to discontinue use of leased equipment and notify Party Rental Central immediately, should leased equipment any time while in customer possession become unsafe or in a state of disrepair. Customer agrees to pay for any damage to equipment except for reasonable wear and tear. Damage waiver, if paid, covers normal wear and tear and accidental damage of items during normal use. Assessment of the cause and extent of such damage is to be determined by staff of Party Rental Central. If Damage Waiver is declined, Customer shall assume responsibility for all damage repair or replacement costs as determined by Party Rental Central. A cleaning deposit will be charged at time of rental for dishes and all similar items, including but not limited to chafers and candelabras. If items are returned washed clean (dishes free from liquids and foods, candelabras free from wax), the deposit will be refunded. Nothing may be taped, glued or stapled, or attached in any way to any tent canopy, poles, or sidewalls. Sidewalls are not to be removed once installed. Labor charges will be assessed for any removal of adherences or cleaning resulting in improper usage.
CANCELLATION/WEATHER POLICY. Customer reserves the right to cancel or postpone event prior to delivery, however all payments are non-refundable. Postponed events rentals are subject to availability. Party Rental Central is not responsible for delays caused by weather. Party Rental Central reserves the right to cancel outdoor set ups including but not limited to tents when affected by weather and other causes beyond Party Rental Central’ control. This includes acts of God, war, civil disorder, fire, communicable diseases, other emergencies or crisis including both named and unnamed storms, windstorms and hurricanes, which would prohibit the safe set up and usage of such items and/or inhibit delivery. Due to insurance regulations and safety requirements, this decision is to be made only by Party Rental Central, and includes the right to strike existing setups. For this reason, Party Rental Central encourages Customers to purchase Event Insurance from an appropriate vendor.
EMERGENCY EVACUATION PLAN. Customers should evacuate all tents in heavy rains, high winds, thunderstorms, or any other event, which could place the stability of the tent in question. Customers are responsible for the removal of all property including personal property, vehicles, and anything else that could potentially be damaged by the collapse of tent as a result of dangerous weather.
MODIFICATION OF CONTRACT. This contract, including these terms and conditions, represents our entire contract. There are no other collateral, oral or other agreements outstanding. Signature on the reverse side of this contract legally binds customer to all terms mentioned herein.
LIMITATION OF DAMAGES. Customer’s sole remedy for any act or failure to act by Party Rental Central shall be a refund, not to exceed the rental amount paid by customer. In no event will Party Rental Central be liable for incidental, consequential, or exemplary damages, and Customer agrees to fully indemnify Party Rental Central relating to the same.
SEVERABILITY. All terms and conditions set forth herein are severable, and in the event any of them shall be held invalid by any court of competent jurisdiction, the remaining terms and conditions set forth herein shall be severed and shall remain in full force and effect as if such invalid terms and conditions were not contained herein.
APPLICABLE LAW. The internal laws of the Commonwealth of Virginia (without resort to any provision regarding choice of law) will govern the contract and the relationship of the parties.

*Please contact us for further questions or to place an order.

Party Rental Central – Rental, Scheduling, Cancellation & Refund Policies

To Reserve any item(s) a down payment is required. The Required Down Payment is 30% of the rental order or $125, whichever is greater. Any order under $125, payment in full is required at the time of reservation.

All Reservations are binding and both parties agree to honor the Rental/Reservation/Cancellation Policies as defined in this article.

General Rental Policies:

Party Rental Central offers Delivery & Pickup Services from 8AM-8PM. Additional fees will be charged for any order requiring Delivery and/or Pick Up services outside of the normal delivery hours.
Delivery/Pickup windows are from 7AM-7PM
After Hours Fees are Applied as Follows
- 8:01PM – 10PM – $250
- 10:01PM – 12AM – $500
- 12:01AM – 8AM – $750
- Fees are based on 2 employees, additional employee requirements or out of town travel requirements may result in additional fees above and beyond fees shown
Exact time delivery/pickup scheduling is available
- A fee of $125 is charged for each Exact Time schedule entry.
Damage Waiver Equipment Protection fees are applied to all orders. The Damage Waiver fee is 10% of the rental order. Damage Waiver fees are non-refundable
Additional fees are charged for Stairs, Elevators, and/or Rough terrain & Setup areas that are not within a reasonable distance to where the delivery truck can park.

Cancellation Policy:

31 Day Notice of Cancellation is Required to receive a Full Refund of Payment

Cancellations received within the 31 day window of event date will be handled accordingly.

15-30 Days Notice – A Cancellation Fee of 30% or we keep the deposit of the Rental Items Will be Charged
7-14 Days Notice – A Cancellation Fee of 40% of the Rental Items Will be Charged
1-7 Days Notice – No Cancellations or Refunds will be given

Cancellation fees are charged since item(s) have been held, cleaned, and prepared for the rental order. These fees help recuperate the labor and potential lost rentals for holding the equipment.

* Exceptions – Management reserves the right to make exceptions or allowances to payment and cancellation policies on a case by case basis as deemed necessary. Any and all arrangements must be in writing and signed by the manager authorizing such arrangements.

Reservation Policies:

A Signature Approved Credit Account may sign the Rental Agreement in Lieu of Down Payment requirements. Credit Accounts must be approved on an individual basis and are notified of their credit account approval/status.

Any customer can receive a rental quote. A quote is valid for 14 days from the date of issue. A quote Does NOT hold or reserve any equipment or time slots. Customer must sign quote and pay associated down payment to confirm the items and create a rental agreement (Reservation) between customer and Party Rental Central.

All Customers must initial all contract entries and/or agree via electronic signature.

By doing so customer agrees to be bound by the policies and fees associated with the rental order, damages, lost rentals, and replacement costs.

Payment for Rental Agreements is Due 30 Days Prior to Event Date

Definition of Terms:

Quote – A price quote only – no items or times on hold – items are not guaranteed available until payment is made
Reservation – A confirmed rental agreement between customer and Party Rental Central
Order – A Reservation is converted to an Order on the day of the event only.
Invoice – A closed Order with an outstanding balance becomes an Invoice. Invoices are due and payable upon receipt.

Additional Fees:

The rental agreement fees charged are for “Normal Condition” setups. Additional fees may be charged if the delivery area is not easily accessible and causes additional time to complete the delivery. Charges are applied on a case by case basis. Situations that may result in additional fees include but are not limited to the required use of elevators, stairs, transport over rough terrain and/or rockscaping, and setup locations that are greater than 100 feet of where the delivery vehicle can legally and safely park.

Party Rental Central is committed to protecting the privacy of our customers. We may collect personally identifiable data when you visit our website. Data may include browser information, IP addresses, cookie information, and the page(s) visited during your visit. Party Rental Central will not sell, distribute, or in any way compromise the integrity of the data collected. Data collected will only be used for internal purposes which may include modifications to website performance, production and distribution of promotional materials, and overall review of visitors interests.