PRIME EVENT RENTALS LLC
Rental Terms & Conditions
By placing an order, paying a reservation fee, completing checkout, accepting delivery, taking possession of rental equipment, or otherwise using equipment or services provided by Prime Event Rentals LLC ("Prime Event Rentals"), the Customer agrees to these Rental Terms & Conditions.
1. RESERVATIONS & PAYMENTS
Equipment availability is not guaranteed until a reservation has been completed and the required payment has been received.
A non-refundable reservation fee equal to twenty-five percent (25%) of the rental charges is required to reserve rental equipment and event dates. The reservation fee is applied toward the total rental balance but is non-refundable if the reservation is canceled by the Customer.
The remaining balance and any applicable security deposit must be paid by the due date displayed during checkout, on the invoice, or otherwise communicated by Prime Event Rentals.
Prime Event Rentals reserves the right to cancel any reservation for non-payment.
2. SECURITY DEPOSITS
Prime Event Rentals may require a refundable security deposit for certain rentals.
Security deposits are separate from rental charges and reservation fees and may be used to cover:
Damaged equipment Missing equipment Lost or stolen equipment Excessive cleaning requirements Late return fees Additional labor charges Unpaid balances Security deposits will be refunded after all rented equipment has been returned and inspected. Refund processing times may vary depending on the payment method and financial institution.
3. CANCELLATIONS & REFUNDS
The reservation fee is non-refundable.
If a reservation is canceled:
More than fourteen (14) days before the scheduled rental date, amounts paid beyond the reservation fee may be refunded. Fourteen (14) days or less before the scheduled rental date, Prime Event Rentals may retain up to fifty percent (50%) of the rental charges. Seven (7) days or less before the scheduled rental date, all rental charges may become non-refundable. Prime Event Rentals reserves the right to make exceptions at its sole discretion.
4. DELIVERY & PICKUP
Delivery and pickup fees are based on factors including distance, accessibility, order size, labor requirements, and scheduling.
Standard delivery includes placement of equipment at a mutually agreed ground-level location that is reasonably accessible.
Additional charges may apply for:
Long carry distances Stair access Elevator access Restricted-access locations Specific timed deliveries After-hours service Additional setup or breakdown services The Customer is responsible for ensuring safe and unobstructed access to the delivery and pickup location.
If delivery or pickup cannot be completed due to Customer actions, inaccessible locations, unsafe conditions, incorrect information, or Customer unavailability, additional fees may apply.
5. EQUIPMENT CONDITION & ACCEPTANCE
The Customer acknowledges that all equipment is received in good condition unless otherwise noted at the time of delivery or pickup.
The Customer is responsible for inspecting equipment upon receipt and notifying Prime Event Rentals of any concerns before use.
Continued possession or use of rental equipment constitutes acceptance of its condition.
Prime Event Rentals reserves the right to photograph equipment before delivery and after pickup to document condition.
6. CUSTOMER RESPONSIBILITIES
The Customer assumes full responsibility for all rented equipment from the time possession is transferred until the equipment is returned to or collected by Prime Event Rentals.
The Customer agrees to:
Protect equipment from theft, damage, misuse, vandalism, and weather Secure equipment when not in use Prevent unauthorized use Use equipment only for its intended purpose Follow all instructions provided by Prime Event Rentals Return equipment in substantially the same condition as received 7. DAMAGE, LOSS & THEFT
The Customer is responsible for all damage occurring during the rental period regardless of fault.
The Customer agrees to pay the repair cost or replacement value of any equipment that is:
Damaged Lost Stolen Destroyed Not returned Replacement values shall be determined by Prime Event Rentals based on current replacement costs.
Failure to return rental equipment may result in collection efforts, legal action, and recovery of all associated costs as permitted by Texas law.
8. WEATHER & OUTDOOR USE
Rental equipment must be protected from adverse weather conditions.
The Customer is responsible for protecting equipment from:
Rain Standing water Flooding High winds Hail Excessive heat Freezing temperatures Any other environmental conditions that may cause damage Equipment damaged due to weather exposure while in the Customer's possession may be subject to repair or replacement charges.
Prime Event Rentals is not responsible for event disruptions or cancellations caused by weather.
9. TENT, CANOPY & STRUCTURE SAFETY
Tents, canopies, shelters, and similar structures are temporary structures and are not designed to provide protection during severe weather conditions.
Customers agree to:
Follow all safety instructions Keep tents and canopies properly secured Monitor weather conditions Evacuate temporary structures during severe weather events Prime Event Rentals shall not be liable for injuries, damages, losses, or claims arising from severe weather, improper use, improper anchoring, or failure to follow safety instructions.
10. ELECTRICAL EQUIPMENT & LIGHTING
Customers renting lighting, electrical equipment, powered devices, speakers, generators, or similar equipment agree to operate such equipment safely and according to any provided instructions.
Damage resulting from misuse, improper electrical connections, overloads, unauthorized modifications, or water exposure shall be the responsibility of the Customer.
11. CLEANING REQUIREMENTS
Equipment should be returned free of excessive dirt, mud, food waste, tape residue, paint, wax, adhesives, animal waste, bodily fluids, or other contaminants.
Prime Event Rentals reserves the right to assess reasonable cleaning fees when equipment requires cleaning beyond normal post-rental servicing.
12. LATE RETURNS
Equipment not returned as scheduled may be subject to additional rental charges.
Prime Event Rentals may charge an additional rental period for each day equipment remains overdue.
Equipment retained beyond the agreed rental period without authorization may be considered lost and charged at replacement value.
13. PAYMENT AUTHORIZATION
The Customer authorizes Prime Event Rentals LLC to charge the payment method provided for:
Remaining balances Damage charges Replacement costs Missing equipment Cleaning fees Late fees Additional charges authorized under these Terms & Conditions Prime Event Rentals will make reasonable efforts to notify the Customer before processing such charges when practical.
14. LIMITATION OF LIABILITY
To the fullest extent permitted by law, Prime Event Rentals LLC shall not be liable for:
Personal injury Property damage Event interruption Lost profits Loss of income Weather-related losses Consequential damages Third-party claims arising from the rental, delivery, setup, possession, use, misuse, or operation of rental equipment.
The Customer assumes all risks associated with the use of rental equipment.
15. GENERAL TERMS
Prime Event Rentals reserves the right to substitute comparable equipment when necessary.
If any provision of these Terms & Conditions is found to be unenforceable, the remaining provisions shall remain in full force and effect.
These Terms & Conditions shall be governed by the laws of the State of Texas.
Any dispute arising from these Terms & Conditions shall be resolved in a court of competent jurisdiction located within the State of Texas.
These Terms & Conditions constitute the entire agreement between Prime Event Rentals LLC and the Customer and supersede any prior verbal or written agreements relating to the rental transaction.
By completing checkout, paying a reservation fee, accepting delivery, taking possession of rental equipment, or otherwise using equipment provided by Prime Event Rentals LLC, the Customer acknowledges that they have read, understood, and agreed to these Terms & Conditions.
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