If anything in the proposal and this document don’t match, I’ll flag it in writing before the booking is confirmed so we can fix it together.
What I provide
Event furniture rental covers the items you’ve selected and the logistics to get them to site, place them to your floor plan, and pick them up after. What shows up, and when, is the pull list and delivery plan I confirm with you in writing before event day.
Your proposal lists what’s included for this project:
* Confirmed delivery window * Pulled rental inventory * Delivery to site * Placement to floor plan * Count and condition photos * Next-day strike and pickup
Holding your date
I only hold an event date once two things happen: you sign this agreement and I receive the retainer. Until then, the date stays open to other bookings, even if I’ve drafted a quote or started a pull list.
The retainer is what reserves the date and the inventory time on my calendar. If you cancel, the retainer is not automatically refundable. What, if anything, I can refund depends on how far out you cancel and whether I can rebook the date. I’ll confirm the outcome in writing based on my cancellation steps.
Payment
To book Event furniture rental, you pay a 25% retainer when you sign this agreement. After that, the remaining 75% is due before the event, based on your final numbers, by a date I set and confirm in writing.
I invoice as the project moves forward (retainer, then balance). Each invoice is payable within 14 days of its date. If an invoice will run past your event date, the event-date timing still applies. I don’t load, deliver, or release inventory for an event with an overdue balance unless I’ve agreed something else with you in writing.
Final numbers
For rentals, “final numbers” means the final quantities I’m pulling and loading: item counts, sizes, and any placement notes that affect what fits and where it goes. This includes the floor plan version I’m placing to, plus any access needs that change the load-in plan (stairs, steep drives, long pushes, no elevator, tight load-in windows).
I set a final-numbers deadline for each event and I’ll confirm it in writing. After that deadline, the balance is charged on those final numbers even if fewer guests attend. I can often add items after the deadline if stock allows, but I can’t promise exact matches or availability that late.
Changes after booking
If you want to change the plan after you sign, send the request in writing so I can update the pull list and the delivery timing plan. Pricing only changes when counts, items, or access requirements change. If something impacts delivery time or labor (like a longer push, a second level, or a tighter window), I’ll explain what changes and what it costs before I do it.
Changes are only possible up to a cutoff before the event that I set per project, based on inventory, prep time, and routing. After that point, I’ll do my best, but your original confirmed list is what I’m loading for.
At the venue
Your rental period is the time from drop-off to pickup, inside the venue’s approved load-in and load-out windows. You are responsible for securing that window and making sure I can actually use it. That means: a clear path to placement areas, any required dock or elevator access, and any gate codes or lockbox info I need to get in and out on time.
Some venues also require a damage deposit or hold. If a deposit applies to your booking, I’ll tell you the amount and when it’s due, and I’ll confirm when it will be returned. I leave the space the way I found it. I expect items to be kept under cover and used as furniture, not as dance platforms, storage for wet items, or staging for food prep.
Working with other vendors
You book and pay your other vendors directly unless I’ve agreed in writing to handle a specific vendor cost on your behalf. I’m happy to coordinate load-in notes with your planner, florist, caterer, or venue manager so the day runs on counts and timing, not guesswork.
On event day, I work best with one point of contact who can answer access questions quickly and approve placement if something in the room forces a tweak. If you have a venue rep for sign-off, I’ll use them as the on-site contact at drop-off and pickup. I don’t direct other vendors’ crews, and I’m not responsible for delays caused by another vendor blocking access or missing their window.
Extra time and extra miles
Your quote is based on the delivery and pickup plan I confirm with you, including the agreed load-in window and the access notes you give me. If the venue runs late, access is blocked, or I’m asked to re-place significant pieces beyond the floor plan, the job can run over.
When that happens, I charge for the extra time at my current overtime rate and, if applicable, for travel beyond my usual service area at my current travel rate. I’ll flag it as soon as I can on the day, and where it’s possible to agree before it runs over, I’ll do that. If I’m held on site by venue conditions, I’ll document the timing.
Moving the date
If you need to move the event date, tell me as soon as you can in writing. If I’m available on the new date and the inventory is still workable, I’ll move the booking and apply your retainer to the new date. If I’m not available, or if the new date can’t support the items you booked, the change is treated like a cancellation and a new booking.
Sometimes things happen that nobody can control (road closures, extreme weather, venue shutdowns). If that affects delivery, setup, or pickup, I’ll communicate options fast: revised delivery timing, a safer access plan, or a reschedule. Any refund is based on what I can rebook and what costs I’ve already put into the job.
What I’m responsible for
I’m responsible for delivering the items on your confirmed pull list, within the venue’s approved window, and placing them to the floor plan you provide, as long as I have access and a safe path to the placement areas. At drop-off and pickup, I take count and condition photos so there’s a shared record of what arrived and what returned.
I’m not responsible for problems caused by venue restrictions, blocked load-in, unsafe conditions, or incorrect information I’m given about access, measurements, or timing. I’m also not responsible for guest behavior. Normal scuffs from event use are expected. If something comes back broken, stained, burned, or missing, I’ll document it with photos and invoice for cleaning or replacement at my listed rates.
If you cancel Event furniture rental, tell me in writing so there’s no confusion about the date and time of the cancellation. The amount I keep depends on how far out you cancel, and it increases as the event gets closer because the inventory is harder to rebook and the prep work is already in motion. I set those steps for my business and I’ll confirm the exact keep and any refund due in writing for your cancellation date.
Any refund is based on what I can rebook and what work has already been completed for your project (like pulling, prepping, and routing). The retainer holds the date and is not automatically refundable, even if your event doesn’t go forward.
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