Event rental contract template.
An event rental contract should list every item and quantity, the delivery and pickup windows, who sets up, what happens to damaged, lost or dirty items, how weather affects tents and outdoor rentals, and the deposit and cancellation terms. Copy the clauses below, fill in the [Placeholders], and have a lawyer review the result.
Updated
Items, delivery, setup and pickup.
EVENT RENTAL AGREEMENT. This agreement is between [Your business name] ("Company") and [Client name] ("Client"), dated [Date], for an event on [Event date] at [Delivery address].
1. Rental items. Company rents to Client the items in Attachment A: [Item, quantity, price each, for example: tables, chairs, linens, tents, dance floor, lighting]. Items are on rent from delivery to pickup. Items not on the list are not included. Changes to quantities are allowed until [Date] and are subject to availability.
2. Delivery window. Company will deliver within [Delivery window, for example: a two-hour window on the day before / the morning of the event]. Company will contact Client by phone before arriving. Client or a representative must be present or give clear drop-off instructions.
3. Site access. Client will make sure Company has clear access to the delivery and setup area, with a path of at least [Width], stairs or elevators noted in advance, and permission from the venue. Extra labor for stairs, long carries or blocked access is charged at [Rate].
4. Setup and takedown. Setup is [included / charged at [Fee]] and follows the layout Client provides by [Date]. Company is not responsible for a layout that conflicts with venue or fire-code rules Client did not mention. After the event Client will leave items in the area, stacked or ready as described in Attachment B.
5. Pickup. Company will pick up within [Pickup window]. If Client is not ready, or items are not accessible, a waiting or return-trip fee of [Fee] applies. Late return of items is charged at [Rate] per item per [day / hour].
Damage, loss, weather, payment and cancellation.
6. Condition and care. Client will receive items in good condition and return them in the same condition, apart from normal wear. Client is responsible for items while in Client's possession, including damage and loss caused by guests, vendors or the weather.
7. Damage, loss and cleaning. Damaged or missing items are charged at [Replacement cost or fee schedule in Attachment A]. Items returned stained, sticky or with debris are charged a cleaning fee of [Fee per item]. Linens returned with [burns, wax, makeup, tears] are charged at [Fee per item]. Company will show photos with any charge.
8. Tents, weather and outdoor items. Tents and structures must only be used as set up by Company, anchored as described in Attachment C. Client will not move, modify or enter a tent in [wind, lightning or severe weather]. Company may remove or refuse to set up a tent if weather or site conditions are unsafe. Client is responsible for [permits, utility checks and marking underground lines] where needed.
9. Fee and deposit. The total rental fee is [Total amount], plus [delivery fee, labor fee, tax]. A deposit of [Deposit amount] is due when Client signs and holds the items only once the deposit and signed agreement are received. The balance is due [Number] days before the event. A security deposit of [Amount] [is / is not] required and is returned within [Number] days after pickup, less any charges.
10. Cancellation by Client. If Client cancels more than [Number] days before the event, Company keeps the deposit. If Client cancels [Number] days or fewer before delivery, Client owes [Amount or share of the total fee], because the items cannot be rebooked. If the weather forecast changes the plans, [moves and reductions of quantity] are handled under clause 1.
11. If items are not available. If Company cannot deliver an item because of damage, a supplier problem or an emergency, Company will offer [a similar replacement] or refund the cost of the missing item.
12. Liability. Company is responsible for providing safe, working items with reasonable care. Company is not responsible for [injury, loss or damage caused by guests, misuse, venue conditions or weather]. Company's total liability is limited to the fees Client paid. [Company carries liability insurance, and a certificate is available on request.]
13. Entire agreement. This is the full agreement. Changes must be in writing and agreed by both. It is governed by the laws of [State].
Signed: [Client name], [Date]. [Company name], [Date].
Use an attachment for the list and the fees.
Put the item list, quantities, prices and the damage and cleaning fee schedule in Attachment A so the contract stays short and the list is easy to update. Share photos of the items' condition at delivery and pickup so any charge is clear.
If you rent tents or other structures, add the anchoring and weather rules from your insurer or supplier as Attachment C.
Have a lawyer review it.
This is a starting point, not a finished legal document. Rules on security deposits, damage charges, tent safety and permits differ by state and county. Have a lawyer in your state review your final version once, then reuse it. This page is not legal advice.
Book the date and get the contract signed.
- Attach your contract to a package or quote so the client signs it before they pay.
- Clients request a date from your packages and pay a deposit online, and the balance can be charged automatically.
- Send quotes and invoices that clients pay online.
Common questions.
What should an event rental contract include?
The items and quantities, delivery and pickup windows, site access, setup, condition and care, damage, loss and cleaning fees, tent and weather rules, deposit and balance, cancellation and liability.
Who is responsible for rental items during an event?
Usually the client, from delivery to pickup. Write this into the contract and list the charges for damaged, lost or dirty items so the client knows before signing.
Should I take a security deposit on rentals?
Many rental companies do, returned after pickup less any charges. Decide whether to take one, set the amount and the return timing, and say so in the contract. Check your state's rules on security deposits.
How do I handle weather and tent rentals?
State that tents must be used as set up, that you may refuse or remove a tent in unsafe weather, and that the client checks permits and site conditions. Add your anchoring rules as an attachment.
What if the client cancels because of rain?
Decide ahead of time. Many companies treat weather cancellations under the normal cancellation terms or allow a reschedule or smaller order up to a set date. Put your rule in writing.
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