Party Equipment Rental Agreement

The rental company

The business or person renting out the party equipment.

Is the rental company a business or an individual?

Rental Company's full legal name

For a business, use its registered name, including "LLC" or "Inc." if it has one.

Street address

City

State

ZIP code

Email optional

Used for written notices.

Phone optional

The customer

The person or business holding the event.

Is the customer a business or an individual?

Customer's full legal name

For a business, use its registered name, including "LLC" or "Inc." if it has one.

Street address

City

State

ZIP code

Email optional

Used for written notices.

Phone optional

The rental items

List the items being rented as up to five lines, such as "60-inch round tables" or "white folding chairs." Anything beyond five lines goes in the further items box.

How many lines does the order have?

Each line is one kind of item with its quantity and price, such as 10 tables or 80 chairs. Use up to five lines here and list any further items afterwards.

Line 1: what is being rented?

A short plain description, such as "60-inch round tables," "white resin folding chairs," or "20 by 40 foot frame tent."

Line 1: quantity

Line 1: rental price for this line

The price for the whole quantity on this line, before delivery, setup, or taxes.

Line 1: replacement value of one unit

What it costs to replace one of these items if it is lost or destroyed. This is the most the customer pays for each missing unit.

Further items on the order optional

One per line, with the quantity, such as "4 cocktail tables" or "2 patio heaters with propane." Their prices are on the rental company's invoice; the agreement says so.

Does the order include any inflatables?

Yes No

Bounce houses, slides, obstacle courses, or other blown-up units. Answering yes adds the inflatable safety terms, including a wind limit you set.

Does the order include a tent or canopy?

Yes No

Answering yes adds the tent terms, including marking underground lines before staking and no open flames under the tent.

Does the order include linens?

Yes No

Tablecloths, napkins, chair covers, sashes, or drapes. Answering yes adds the linen care terms and lets you set a cleaning fee for heavy stains.

Event, delivery, and collection

Event date

The day of the party or event. Delivery can be on the same day or earlier.

Delivery date

Delivery time window

The window during which the rental company will arrive, such as "8:00 a.m. to 10:00 a.m."

Delivery address

Where the items will be delivered, set up, and collected. Include the city, state, and ZIP code.

Will the rental company set up the items?

Yes No

Answer no if the rental company only drops off and collects, and the customer sets up tables, chairs, and similar items. Tents and inflatables are always set up and taken down by the rental company.

Collection date

The day the rental company picks the items up. It can be the same day as the delivery.

Collection time window

The window during which the items will be collected, such as "9:00 a.m. to noon the next day" or "by 10:00 p.m. the same evening."

Delivery fee optional

A set charge for delivery and collection. Leave blank if there is no separate delivery fee.

After-hours or same-day pickup fee optional

Charged only if the customer asks for collection the same evening, before a set morning hour, or outside the rental company's normal hours. Leave blank if that is not offered or not charged for.

Must the customer or an adult representative be present at delivery and collection?

Yes No

Answer yes if someone must be there to show where the items go, count them, and sign the delivery ticket. Answer no if the rental company may deliver and collect with nobody present.

Site requirements

What the customer must provide at the delivery address so the items can be delivered and set up safely.

Minimum clear width of the path from the vehicle to the setup area

The narrowest gate, doorway, or path the crew and carts must pass through, such as "36 inches" or "4 feet." Tents and large inflatables usually need more.

Do any of the items need electricity?

Yes No

Inflatable blowers, lighting, fog or bubble machines, and powered games all need an outlet. Inflatables always do.

Do any of the items need a water supply?

Yes No

Water slides, dunk tanks, misting fans, and similar items need a working outdoor spigot with a hose connection.

Counts, condition, and care

Hours after delivery for the customer to report a shortage or damage

The customer counts and checks the items at delivery. Anything not reported on the delivery ticket or within this many hours is accepted as delivered complete and in good condition.

Days after collection for the rental company to send an itemized statement of missing or damaged items

Weather and inflatables

If the rental company cancels for weather before delivery, what does the customer get?

Once the items have been delivered, there is no refund for weather during the event unless both sides agree.

Fees and payment

Is a damage waiver included, and how is it priced?

With a damage waiver the customer pays a fee and the rental company gives up claims for accidental damage during normal use. It never covers missing or stolen items, misuse, or neglect, and it is not insurance.

Is a booking deposit needed to reserve the date?

The booking deposit is part of the total, not an extra charge. The date is not reserved until it is paid.

Days before delivery by which the balance is due

The balance is the total less any booking deposit. Enter 0 if it is due on delivery, before the items are unloaded.

Accepted payment methods

Bank transfer

Check

Credit or debit card

Cash

Payment app

Late payment fee optional

A flat amount charged once for each payment that is late. Leave blank for no late payment fee.

Refundable security deposit optional

Held against missing or damaged items, cleaning, and other charges, and returned after collection and inspection. This is separate from the booking deposit. Leave blank if none is collected.

Cancellation and date changes

Days before the delivery date by which the customer may cancel and get a refund

For example, 14 means a cancellation received at least 14 days before the delivery date is refunded. A later cancellation forfeits the percentage you set next.

Percentage of the total forfeited for a later cancellation

Applies to a cancellation received after the cutoff above. 100 means the whole total is owed.

May the customer move the rental to a new date once, subject to availability?

Yes No

A date change asked for before the cancellation cutoff is free. Answer no if any change of date is treated as a cancellation and a new booking.

Responsibility and insurance

Does the rental company carry liability insurance for its own operations?

Yes No

Answer yes if the rental company holds a general liability policy and can give the customer a certificate on request. That policy does not insure the customer or the customer's guests, and the agreement says so.

Anything else

Anything else both sides agreed to? optional

For example, a rule about where the crew may park, or that the customer supplies the propane for heaters. Write it as you want it to appear in the agreement.

Governing law

Which state's law should govern this agreement?

Usually the state where the event takes place.

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The rental company

The customer

The rental items

Event, delivery, and collection

Site requirements

Counts, condition, and care

Weather and inflatables

Fees and payment

Cancellation and date changes

Responsibility and insurance

Anything else

Governing law

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