Effective Date: 07/2023
Thank you for choosing Miami Valley Party Rentals. These Rental Policies outline how reservations, payments, delivery, setup, cancellations, and responsibilities are handled. By placing a reservation or making payment, you agree to the following terms.
A 25% non-refundable deposit is required to reserve rental items.
The remaining balance is due one (3) days prior to delivery or customer pickup.
Quotes are valid for 30 days and are subject to change based on availability, seasonality, or pricing adjustments.
Orders not paid by the due date may be canceled or delayed.
Credit and debit cards are accepted. Cash, checks, or any cash app services are not accepted.
Delivery Fee: Calculated based on distance traveled, order size, and logistics.
After-Hours Delivery or Pickup:
5:00–11:00 PM: +$100
After 11:00 PM: +$200
Sunday Service: Starting at $50 plus standard delivery fee.
Same-Day Delivery or Pickup: Starting at $50 plus standard delivery fee.
Setup & Teardown:
Tables: $1.00 each
Chairs: $0.50 each
Tent setup and teardown are included in the tent rental price.
Damage Waiver: Non-refundable damage waiver applied to all orders (covers accidental damage only).
Cleaning Fees:
Excessive cleaning: $50 minimum or 25% of rental total, whichever is greater.
Weather negligence (wet, muddy, or improperly protected items): $75 minimum or 50% of the rental cost per affected item, whichever is greater.
Replacement Costs: Lost or damaged items are billed at full replacement cost.
Re-delivery / Missed Pickup: $100 minimum fee.
Holiday Weekends & High-Demand Periods: Pricing may reflect peak-season rates and will be shown on the final quote.
Delivery Timing: Typically, the day before the event, with pickup the day after. Weekend events are generally delivered Friday and picked up Monday.
Delivery includes placement at ground-level, main-access areas only. Stairs, hills, long carries, or restricted access may incur additional fees.
Access paths must be clear, gates unlocked, and pets secured at the time of delivery.
After-hours or timed deliveries are available for an additional charge.
Customer pickups are by appointment only at our warehouse.
A valid photo ID and signed contract are required.
Pickup limits: Up to 25 chairs and/or four (4) 6-ft tables.
Customers are responsible for safe transport, proper use, and timely return of all items.
Site Requirements: Flat, level surface with a minimum of 5 feet of clearance on all sides.
Area must be free of obstacles including furniture, trees, overhead wires, or structures.
Vehicle Access: Installation area must be accessible within 25 feet of truck access.
Utilities: Miami Valley Party Rentals will request public utility markings via 811. Customers are responsible for identifying and marking any private lines.
Timing: Tent setup and takedown typically occur 1–2 days before or after the event.
Safety Rules:
Do not move, alter, or attach anything to tents after installation.
No open flames, heaters, or heat sources inside or near tents.
Permits: Customers are responsible for obtaining any required permits or approvals for public or large events.
All deposits are non-refundable and secure your reservation.
Refunds apply to rental balances only. Deposits, delivery fees, setup fees, damage waivers, and other fees are non-refundable.
15 or more days before the event date:
Remaining rental balance is refunded.
7–14 days before the event date:
Refunds are not available. Store credit is issued for rental items only.
Less than 7 days before the event date:
Refunds and store credit are not available
Cancellations are based on the event date, not the delivery or pickup date.
Issued for rental items only
Valid for 12 months from the issue date
Non-transferable
No cash value
Applies to future rental orders
Delivery, setup, labor, damage waiver, and fees are excluded
Weather conditions do not qualify for refunds.
If Miami Valley Party Rentals is unable to deliver or install all or part of an order due to weather conditions, safety concerns, ground conditions, venue restrictions, or operational limitations, a refund or store credit will be issued only for the affected rental items.
Rental items that are delivered and deemed usable remain billable.
All safety and installation decisions are made at the sole discretion of Miami Valley Party Rentals and cannot be overridden by the customer.
In the event of natural disasters, government restrictions, or public emergencies (including pandemics) that prevent service, store credit valid for 12 months will be issued for affected rental items only. No cash refunds will be issued.
Customers are responsible for rental items from delivery or pickup until return.
Items must be used only as intended and may not be altered or sub-rented.
Rentals must be protected from weather, pets, fire, and improper storage.
Lost or damaged items will be billed at full replacement cost.
Additional labor fees may apply if items are not stacked or prepared for pickup.
We collect only necessary information (name, email, phone, address, payment details) to process rentals.
Customers may opt in to receive promotional emails or SMS messages.
SMS Policy: By providing your phone number, you consent to receive texts related to quotes, deliveries, and reminders. Reply STOP to opt out. Standard messaging rates may apply.
Transactional messages related to your order will continue regardless of promotional opt-out.
All rental items are used at the customer’s own risk.
Miami Valley Party Rentals is not responsible for injuries, accidents, or property damage.
We are not responsible for damage to unmarked underground utilities or landscaping.
Customers agree to hold Miami Valley Party Rentals harmless from claims arising from equipment use.
Governing Law: State of Ohio
Venue: Montgomery County, Ohio courts
This policy, along with your signed contract, invoice, and quote, constitutes the full agreement between the customer and Miami Valley Party Rentals.