Rental Policies and Terms

Miami Valley Party Rentals — Rental Policies

Effective Date: 07/2023

Thank you for choosing Miami Valley Party Rentals! The following policies outline how we handle reservations, delivery, setup, cancellations, and more. By booking, you agree to these terms.

1. Reservations & Payments

• 25% non-refundable deposit required to reserve items.
• Remaining balance due one (1) day prior to delivery or pickup.
• Quotes valid for 30 days and subject to change without notice.
• Orders not paid on time may be canceled or incur fees.
• Credit card payments only; no cash or checks for deposits.

2. Pricing & Fees

• Delivery Minimum: $75 subtotal (before tax/fees).
• Standard Delivery Fee: Starting at $40 + mileage and percentage of subtotal.
• After-Hours Service (Delivery/Pickup): 5–11 PM (+$100) / After 11 PM (+$200)
• Sunday Service: Starting at $50+standard delivery fee
• Same Day Delivery and Pickup: starting at $50+standard delivery fee
• Setup/Teardown: Tables $1 ea | Chairs $0.50 ea | Tents included in price.
• Damage Waiver: 10% non-refundable (covers accidental damage).
• Cleaning: Excessive cleaning base price of $50 or 25% of rental total, whichever is greater
• Weather Negligence Fee: cleaning and drying fee base price $75 or 50% of the rental cost per item, whichever is greater
• Replacement: Lost/damaged items = full replacement cost
• Re-delivery/Missed Pickup: $100 minimum.
• Holiday weekends and high-demand weeks: subject to peak-season pricing due to increased demand. Pricing adjusted on final quote. 

3. Delivery Policies & Procedures

• Delivery: day before event; pickup day after. (Weekend Delivery= Fri drop-off / Mon pickup.)
• Delivery includes transport to main level only; stairs, hills or long carries will add fees.
• Tent setup included; table/chair setup is additional at current rate.
• Access paths must be clear and gates unlocked for our trucks.
• After-hours or timed deliveries available for extra charge-see above starting price.

4. Customer Pickup Procedures

• Pickup by appointment only at our warehouse.
• Valid ID and signed contract required.
• Pickup limit: up to 25 chairs and/or four 6-ft tables.
• Customer is responsible for securing and returning items safely.

5. Tent Installation Policy

• Site Requirements: Flat, level area with 5 ft clearance on all sides.
• Clear obstacles (furniture, trees, overhead wires).
• Vehicle Access: Trucks must reach setup area (must be within 25 ft).
• Utilities: We mark public lines via 811; customer pays for and marks private lines.
• Timing: Setup/takedown 1–2 days before/after event.
• Safety: Do not move or attach anything to tents after installation. No heat sources under or near tent
• Permits: Customer responsible for required permits for public or large events.

6. Cancellations, Refunds & Weather

• Deposits are non-refundable.
• Refund schedule (minus deposit/fees):
• 15+ days → Full refund minus deposit/fees
• 7–14 days → 50% refund minus deposit/fees
• 3–6 days → 25% refund minus deposit/fees
• <3 days → No refund
• Store credit may be issued (valid 12 months, non-transferable).
• Weather: If we cancel due to unsafe conditions (winds > 25 mph, flooding), credit/refund may apply. Customer cancellations follow standard schedule.
• Emergencies: During natural disasters/pandemics, store credit valid 12 months issued in place of refunds.

7. Equipment Care & Responsibility

• Customer responsible for items from delivery/pickup until return.
• Use items only as intended; do not alter or sub-rent.
• Keep rentals protected from weather, pets, and improper storage.
• Lost or damaged items billed at replacement cost. See contract for further details.
• Extra labor fees may apply if tables/chairs not stacked for pickup.

8. Privacy & Communication

• We collect necessary personal info (name, email, phone, address, payment) to process rentals.
• We may send rental updates and promotional offers if you opt in.
• SMS Policy: By providing your number, you consent to texts for quotes, deliveries, and reminders. Reply STOP to opt out. Standard rates apply.
• You may unsubscribe from promotional emails/SMS anytime; transactional messages will continue.

9. Liability & Legal

• All rentals used at renter’s own risk. Miami Valley Party Rentals is not liable for injury, accident, or property damage.
• Not responsible for damage to unmarked underground utilities or landscaping.
• Customer agrees to hold Miami Valley Party Rentals harmless for any claims arising from use.
• Governing Law: State of Ohio; venue: Montgomery County courts.

10. Electronic Agreement

This agreement, along with your signed contract and invoice, forms the full contract between you and Miami Valley Party Rentals.

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