Rental Service Agreement

Version 2026-11 · Effective 10/1/2026

Contract Terms and Definitions

The parties to this Rental Service Agreement ("Agreement") are Eventra Rentals LLC, referred to as the "Lessor" or "Company," and the individual and/or entity representative accepting this Agreement on behalf of the party hiring rental services and/or equipment from the Company, referred to as the "Lessee." The Lessor and Lessee are collectively referred to as the "Parties." The rented equipment is referred to as the "Items."

WHEREAS the Parties intend to set the general terms and conditions for current and future transactions, orders and agreements;

NOW THEREFORE, in consideration of the mutual covenants, the Parties agree as follows.

Each order is identified by its Order Reference # and the name, email, phone number and event address on that order.

I. Rental Services Responsibility, Disclaimer of Warranties & Assumption of Risk

Assumption of Risk and Indemnification. The Lessee acknowledges and agrees that the use, operation, handling, transport, and possession of the Items involves inherent risks. The Lessee voluntarily assumes all risks of loss, damage, injury, or death arising from or related to the use, operation, or possession of the Items.

To the fullest extent permitted by law, the Lessee agrees to defend, indemnify, and hold harmless Eventra Rentals LLC, its owners, members, managers, employees, and agents, from and against any and all claims, demands, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to the use, operation, or possession of the Items, including claims for property damage, bodily injury, or death, whether or not such claims are alleged to have resulted in whole or in part from the negligence (direct or indirect) of Eventra Rentals LLC, the condition of the Items, or any other cause, known or unknown to the Lessee.

Release of Liability. The Lessee hereby releases and discharges Eventra Rentals LLC from any and all claims or causes of action arising from or related to the use, operation, or possession of the Items, except to the extent prohibited by applicable law.

Disclaimer of Warranties. The Lessee expressly agrees that the Items are rented "AS IS" and "WITH ALL FAULTS." NO WARRANTIES, EXPRESS OR IMPLIED, ARE MADE, INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, with respect to the Items or the rental services provided.

II. Equipment Liability & Risk of Loss

Risk of Loss and Equipment Responsibility. The Lessee assumes full and absolute responsibility for all Items from the time possession transfers to the Lessee, whether by delivery or pickup, until the Items are returned to and accepted by Eventra Rentals LLC.

The Lessee bears the entire risk of loss, theft, destruction, or damage to the Items during the rental period, regardless of cause, including but not limited to theft, vandalism, weather conditions, misuse, or acts of third parties.

The Lessee agrees to indemnify and reimburse Eventra Rentals LLC for the full replacement cost or repair cost of any Items that are lost, stolen, destroyed, or damaged while in the Lessee's possession, ordinary wear and tear excepted, unless otherwise stated in this Agreement.

III. Delivery and Event Setup Expectations

Delivery and Setup Services for Chairs and Tables. Eventra Rentals LLC offers Delivery Services and Setup Services as separate and distinct services. Setup Services are not included with Delivery Services unless expressly stated in the order confirmation. Additional fees may apply based on event size, delivery distance, access conditions, and special requests.

Delivery and Setup Services for Other Equipment. For equipment requiring professional installation (e.g., tents, heaters, backdrops), setup and breakdown are included in the service. For tents 20x20, 20x40, 20x60, and larger, the Lessee must provide water access for 55-gallon water barrels to properly weight the tents. Failure to provide water access or other necessary resources may limit setup and placement, and the Lessee remains responsible for compliance.

Order Cutoff. Online delivery orders must be submitted at least two (2) full calendar days before the requested delivery date. Dates inside this cutoff are not available for online booking.

Delivery Scheduling. Delivery reservations are scheduled on a first-come, first-served basis. Delivery dates and windows selected at checkout or requested by the Lessee are requests until confirmed by the Company. Delivery times are subject to availability, routing logistics, traffic, and unforeseen delays. Final delivery windows will be communicated via text and email, and the Lessee must provide a valid mobile number and ensure messaging is enabled. The Lessee may provide a secondary contact by contacting the Company.

The Company will provide an arrival window of 45 minutes to 1 hour. Narrower windows may be provided when the delivery team is en route. Lessees are advised to schedule delivery 2–3 hours before the time Items are needed, to accommodate potential delays or access issues.

We always put your event first. If the scheduled delivery time does not work for you, we will work together on a time and date that works for your event.

Access and Site Conditions. The Lessee is responsible for clear, safe, and unobstructed access to the delivery and setup location. Delivery equipment includes a full-size truck and up to a sixteen-foot (16') trailer, requiring approximately 40' in length and 9' in width of clearance.

Courtesy delivery beyond the primary entrance is provided only where the pathway is paved, level, unobstructed, and at least 55" wide, and all access information (gate codes, entry codes, elevator access, or on-site contacts) has been provided in advance. If access is unsafe, obstructed, too narrow, or otherwise unsuitable, the Company may deliver Items to the nearest safe and accessible location, including the front entrance or garage.

For residential addresses, standard delivery is for paved or concrete access. Gravel or dirt access is an additional cost, because dollies cannot be used, and is selected as an item option at checkout or added by the Company before delivery. If gravel or dirt access was not paid for, the Company will make a courtesy delivery next to a side gate or the side of the residence.

If the Lessee has purchased Full Setup Services, the Company will make reasonable efforts to deliver and install Items notwithstanding access limitations; however, unsafe or impractical conditions may still limit placement.

Property Damage Disclaimer. To the fullest extent permitted by law, the Lessee acknowledges that Eventra Rentals LLC is not responsible for damage to surrounding property caused by delivery or setup where such damage arises from site conditions, access limitations, obstacles, surface materials, or proximity of personal or real property. This includes, but is not limited to, vehicles, buildings, walls, walkways, pavers, tiles, doors, fences, appliances, pool equipment, outdoor furniture, décor, landscaping, or similar items.

The Lessee is solely responsible for ensuring a clear and safe delivery path and hereby releases and holds Eventra Rentals LLC harmless from liability for property damage arising from conditions outside the Company's reasonable control.

Undeliverable Conditions and Cancellation. A delivery may be deemed undeliverable if access is denied, required information is not provided, site conditions prevent safe delivery, or no authorized representative is available within 45 minutes of arrival.

Behavior and Right to Refuse Service. Eventra Rentals LLC maintains zero tolerance for hostile, aggressive, or unsafe behavior towards its staff. The Company reserves the right to refuse or cancel service at any time, including during delivery or setup, in the event of aggressive or unsafe conduct by the Lessee or any associated party. In such cases, the delivery may be cancelled and a 50% cancellation fee applies due to incurred costs; the Lessee is refunded 50% of the total amount paid.

IV. Equipment Damages, Condition and Service Fees

Equipment Condition Upon Receipt. By accepting possession of the Items, whether by delivery or customer pickup, the Lessee acknowledges and agrees that the Items have been received in clean, functional, and undamaged condition, with no missing parts, unless otherwise noted and reported to Eventra Rentals LLC at the time of delivery or pickup. Failure to report deficiencies upon receipt constitutes acceptance of the Items as delivered.

Responsibility for Damage or Loss. The Lessee assumes full responsibility for all loss, theft, destruction, or damage to the Items from the time possession transfers to the Lessee until the Items are returned to and accepted by Eventra Rentals LLC.

The Lessee agrees to reimburse Eventra Rentals LLC for all costs associated with repair or replacement, including labor, parts, cleaning, administrative fees, and applicable taxes, excluding ordinary wear and tear.

The Lessee authorizes Eventra Rentals LLC to charge the payment method on file for any such reimbursable amounts.

Lessee Duty of Care. The Lessee is responsible for reviewing and approving the placement and setup of Items, if applicable, and for ensuring Items are used properly and protected from misuse, abuse, or environmental damage.

Tablecloth Services and Condition. Tablecloth rental includes professionally cleaned linens, offered ironed or not ironed. All tablecloths are delivered folded. Ironed tablecloths will have significantly fewer wrinkles other than the folding pattern and skirts. Not-ironed tablecloths are washed and may be wrinkled. The Lessee acknowledges that wrinkles may occur due to folding, transport, or storage and accepts this condition upon delivery.

Tablecloth Total Loss Condition. Tablecloths returned burned, ripped, or with wax stains are subject to additional charges under Damage Assessment and Billing.

Damage Assessment and Billing. Upon return of the Items, Eventra Rentals LLC may inspect the Items and assess any damage. If damage or loss is identified, the Company will document the condition, determine repair or replacement costs, and issue a Damage Report Invoice.

The Damage Report Invoice, including supporting documentation where available, will be sent to the Lessee via email and/or text within seven (7) days of item return.

Damage Waiver (Optional). The Lessee may elect to purchase a Damage Waiver at the time of booking. The Damage Waiver may limit charges for accidental damage only and does not cover lost, stolen, or missing Items, intentional damage, misuse, or negligence.

Excessive Cleaning Policy. The Lessee is responsible for returning Items in a reasonably clean condition. Excessive Cleaning is defined as cleaning beyond standard post-event servicing, including but not limited to removal of mud, paint, grease, food residue, or heavy dirt requiring power washing or intensive labor.

If Items require Excessive Cleaning and no Cleaning Waiver was purchased, the Lessee agrees to pay up to twenty-five dollars ($25.00) per affected item, excluding tablecloths.

An Excessive Cleaning Invoice will be issued and delivered via email and/or text within seven (7) days of item return.

Cleaning Waiver (Optional). The Lessee may elect to purchase a Cleaning Waiver at the time of booking to waive applicable Excessive Cleaning charges, subject to waiver terms.

Payment Terms and Enforcement. Any unpaid damage, replacement, or cleaning invoices must be paid within thirty (30) days of issuance. Failure to remit payment may result in additional collection efforts, administrative fees, or legal action as permitted by law.

No Limitation of Liability. The Damage Waiver and Cleaning Waiver do not limit or negate the Lessee's responsibility for loss, theft, misuse, or liability otherwise set forth in this Agreement, including provisions relating to assumption of risk, indemnification, and hold harmless obligations.

V. Use of Equipment

Authorized Use and Location. The Lessee agrees to use the rented Items only at the address specified in this Agreement and solely for their intended purpose. Subleasing, lending, transferring, or using the Items for any unauthorized purpose is strictly prohibited.

Acknowledgment of Condition and Instructions. The Lessee acknowledges that they have inspected the Items and are satisfied with their condition, operation, and functionality upon receipt. The Lessee further represents that they have read and understood all instruction manuals, operating guidelines, safety warnings, and other relevant documentation provided by Eventra Rentals LLC, or have conveyed any lack of familiarity with the Company prior to rental.

Proper and Safe Use. The Lessee agrees to operate, handle, and maintain the Items in a safe and responsible manner and to follow all applicable laws, regulations, and manufacturer instructions. Any misuse, negligence, or improper operation may result in charges for damages and/or additional liability as set forth in this Agreement.

VI. Rental Periods, Rates, Delivery, and Return of Equipment

Standard Rental Periods. Eventra Rentals LLC offers Same-Day, Next-Day, and Two-Day rental periods for online booking. Rental rates are based on the time of possession required for the event, as selected by the Lessee at the time of booking.

Extended Rentals. Rentals of three (3) days or longer are quoted by the Company through an event request. Rates for extended rental periods are based on the duration the Items are in the Lessee's possession and are confirmed on the invoice.

Delivery and Pickup Windows. Standard delivery service is available between 7:00 AM and 4:00 PM. Pickup of rented Items is scheduled for the day after the event by default, or according to the rental period selected.

Same-Day and After-Hours Pickup Fees. Pickup on the same day as delivery carries a fee based on the pickup time:

Before 4:00 PM — $39.99
4:00 PM – 7:00 PM — $59.99
7:00 PM – 11:00 PM — $89.99
11:00 PM – 12:00 AM — $129.00

Return of Equipment and Extensions. The Lessee shall make the Items available for pickup at a mutually agreed, safe, and accessible location at the end of the rental period specified in this Agreement.

In certain circumstances, due to Eventra Rentals LLC's workload, scheduling, staffing availability, or other operational constraints, the Company may require an extension of the Lessee's possession to accommodate pickup. The Company will notify the Lessee via text and/or email of any revised pickup timeframe. These operational adjustments do not incur additional rental charges.

During any extended possession period, the Lessee remains fully responsible for the care, safety, and protection of the Items, and continues to bear the risk of loss, theft, or damage until the Items are returned to and accepted by Eventra Rentals LLC.

VII. Equipment Failure

Immediate Discontinuation and Notification. If at any time a rented Item becomes unsafe, defective, or inoperable, the Lessee agrees to immediately discontinue use and to notify Eventra Rentals LLC within one (1) hour of discovering the issue.

Company Response. Eventra Rentals LLC may, at its sole discretion, take any of the following actions:

Attempt to repair or make the Item operable within a reasonable timeframe;
Provide a comparable Item, if available;
Adjust rental charges, if appropriate.

Limitation of Liability. This provision does not relieve the Lessee of their obligations under this Agreement, including assumption of risk, care of equipment, and liability for damage. Eventra Rentals LLC shall not be responsible for injury, loss, or damage resulting from the failure or defect of any rented Item.

VIII. Payments, Cancellations, and Refunds

Payment Methods. The Lessee may submit rental orders through the following methods:

Self-Serve Online Orders: Payment in full is required at the time of order submission. Online orders over $350 may instead be submitted as an event request and paid by invoice with a deposit, under Staff-Assisted Invoiced Orders.
Staff-Assisted Payment Links: Payment in full is required at the time of order submission.
Staff-Assisted Invoiced Orders: For orders processed through Eventra Rentals LLC staff, the Lessee shall submit a 20% non-refundable deposit (for orders over $350) at the time of booking. The remaining balance is due no later than seventy-two (72) hours (3 days) before the event date, as reflected on the invoice. Failure to pay the balance by this deadline results in forfeiture of the deposit and automatic cancellation of the order.

Cancellations and Refunds.

All Paid-in-Full Orders (Online Orders, Invoices and Payment Links): To be eligible for a refund, cancellations must be received at least four (4) days before the delivery date. Orders under $300 cancelled with proper notice receive a full refund. Orders of $300 or more cancelled with proper notice are subject to a 20% cancellation fee. Cancellations received within three (3) days of the delivery date are non-refundable.

Staff-Assisted Orders: The 20% deposit is non-refundable. Any balance paid is refundable only if cancellation is received at least four (4) days before the delivery date; cancellations within three (3) days are non-refundable.

Additional Costs. The total payment for rental services does not limit the Lessee's responsibility for additional charges, including but not limited to:

Loss, theft, or damage of rental Items
Excessive cleaning fees
Late fees, collection, court, and reasonable attorney costs incurred to recover amounts due

Such charges are immediately payable upon notice, regardless of any prior payments or refunds received.

IX. Third-Party Vendors and Services

In certain circumstances, Eventra Rentals LLC may coordinate with third-party vendors to provide products or services as part of the Lessee's rental order. The Lessee acknowledges and agrees that:

All payments for such third-party services are made to Eventra Rentals LLC, and Eventra Rentals LLC is responsible for paying the vendor.
Eventra Rentals LLC acts as the primary point of contact between the Lessee and any third-party vendor.
The Lessee agrees not to hold any third-party vendor liable for services, equipment, or delivery provided through Eventra Rentals LLC.
All terms, limitations of liability, risk assumptions, indemnification, and other protections provided under this Agreement extend to any third-party vendors engaged by Eventra Rentals LLC in connection with the rental.
The Lessee remains fully responsible for adherence to all obligations under this Agreement, including care, use, and return of rental Items, whether provided directly by Eventra Rentals LLC or through third-party vendors.

X. Property Damage; Third-Party Venues and Premises

The Lessee represents that they have obtained all necessary permissions from the property owner, venue, or other authorized party for the delivery, setup, use, and removal of the rented Items.

The Lessee is solely responsible for any damage to the event venue, private property, or third-party premises that is caused by the Lessee, the Lessee's guests, invitees, vendors (other than Eventra Rentals LLC), contractors, or any person under the Lessee's direction or control. Such damages may include, without limitation, damage to floors, walls, doors, gates, landscaping, irrigation systems, utilities, fixtures, furnishings, or other real or personal property.

If Eventra Rentals LLC is assessed, charged, invoiced, or otherwise held financially responsible by a venue, property owner, homeowners' association, municipality, or other third party for damage caused by the Lessee or persons under the Lessee's control, the Lessee agrees to fully indemnify and reimburse Eventra Rentals LLC for all such amounts, including reasonable administrative expenses, collection costs, and attorneys' fees where permitted by law.

Nothing in this section shall require the Lessee to reimburse Eventra Rentals LLC for damage resulting solely from the negligence or willful misconduct of Eventra Rentals LLC, its employees, or its subcontractors.

Eventra Rentals LLC shall not be responsible for damage to surrounding property where such damage results from unsafe site conditions, inaccurate information provided by the Lessee, hidden underground conditions, access limitations, or other circumstances beyond the Company's reasonable control. The Lessee remains responsible for identifying any known hazards, underground utilities, irrigation systems, septic systems, or other concealed conditions before delivery or installation.

XI. Hold Harmless Agreement

The Lessee assumes all risks associated with the delivery, loading, unloading, installation, dismantling, and use of all rented Items. The Lessee agrees to release, indemnify, and hold Eventra Rentals LLC and its staff harmless from any and all claims, losses, liabilities, damages, costs, or expenses arising directly or indirectly from:

The delivery, setup, or use of rented Items.
Contact with underground utilities, pipes, or any conditions on the Lessee's property.
Any necessary surface repairs.
Any injury, damage, or incident occurring during the use of rented Items, including special equipment such as inflatables, dunk tanks, and interactive games.

This clause supplements all other liability, risk, and damage provisions in this Agreement, and does not limit the Lessee's responsibility under other sections of the contract.

Card on File Authorization and Security

Card on File Authorization. The Lessee authorizes Eventra Rentals LLC ("Company") to securely retain a valid credit or debit card on file for the duration of the rental period and any applicable post-rental inspection period. This card is maintained solely as a form of financial security in connection with the Lessee's obligations under this Agreement and does not constitute an additional charge, deposit, or prepayment unless otherwise expressly stated herein.

No Additional Charges Without Cause. No charges shall be applied to the card on file beyond amounts already paid by the Lessee for rental services, except where additional amounts become due under the terms of this Agreement, including but not limited to Sections II (Equipment Liability & Risk of Loss), IV (Equipment Damages, Condition and Service Fees), and VIII (Additional Costs).

Authorization for Charges. The Lessee expressly authorizes the Company to charge the card on file, without requiring separate authorization at the time of charge, for any amounts due arising from this Agreement, including but not limited to:

Loss, theft, or failure to return Items
Damage to Items beyond normal wear and tear
Excessive cleaning fees
Extended rental periods or late return fees
Additional services requested by the Lessee
Any unpaid balances, fees, or costs referenced in this Agreement

Such authorization is a material condition of this Agreement and is required for the provision of rental services.

Post-Rental Inspection and Notification. Following return of the Items, the Company may conduct an inspection consistent with Section IV (Damage Assessment and Billing). If additional charges are identified, the Company will issue a Damage Report Invoice or applicable notice via email and/or text in accordance with this Agreement.

Continuing Authorization. This authorization remains valid until all Items have been returned, inspected, and all outstanding balances have been satisfied in full.

Payment Security. Card details are collected and stored by the Company's payment processor, Square. The Company never stores full card numbers or security codes (CVV). The Company handles all payment information in accordance with applicable payment card industry standards and shall not use the card on file for any purpose other than those expressly authorized under this Agreement.

No additional charges will be made at this time beyond the online order or invoice payment. The card on file is assurance only and can be removed at the Lessee's request once all Items have been returned and inspected and all balances are paid.

Acknowledgement and Acceptance

By accepting this Agreement, the Lessee acknowledges, understands, and accepts all terms and conditions contained herein, including but not limited to rental, delivery, setup, liability, damages, payments, cancellations, and any other provisions. The Lessee agrees to be legally bound by this Agreement and affirms that they have had the opportunity to review all sections and ask questions prior to acceptance.

The Lessee agrees that this Agreement may be executed electronically and that any electronic signature — including checking the agreement box at online checkout, typing their full name on the Company's agreement page, or signatures provided via email, text message, website form, or a third-party e-signature platform — shall be deemed valid and legally binding to the fullest extent permitted by applicable law, including the U.S. Electronic Signatures in Global and National Commerce Act (E-SIGN Act) and the Arizona Electronic Transactions Act (UETA). Such electronic signature shall have the same force and effect as an original handwritten signature.

Additionally, the Lessee agrees that submission of an order, payment of any invoice or deposit, approval of a quote, or acceptance of services shall constitute acknowledgment and acceptance of this Agreement and all associated terms, regardless of whether a physical or electronic signature has been separately provided.

Questions? Call (602) 823-4488 or email bookings@eventrarentals.com.