Terms & Conditions

Terms & Conditions

For the purpose of this Rental Agreement:

  • Orchid House Event Rentals (OH) shall mean the Rental Company, its owners, officers, directors, and employees;

  • Customer(s) shall mean Customers, guests/visitors of customer, and their agents, contractors and/or employees.

  • Rental Agreement shall mean the itemized list of items contained in the electronic estimate or invoice emailed or faxed to the Customer, who by virtue of having signed the estimate or invoice, and/or paid an advance deposit or in full, expresses his or her agreement with the contents of the Estimate or Invoice.

  • Rental Center shall mean Orchid House Event Rental’s showroom or warehouse, or any other facility owned or leased by Orchid House Event Rentals where the storage, maintenance or transfer of its equipment occurs.

In reference to leasing the rental item(s) / equipment described on the Rental Agreement, it is agreed as follows:

  1. INDEMNITY/HOLD HARMLESS.

Customer will take all necessary precautions regarding the items rented, and protect all persons and property from injury or damage.

Customer agrees to hold Orchid House Event Rentals harmless from and against any and all liability, claims, judgments, attorneys’ fees and costs of every kind and nature, including, but not limited to, injuries or death to persons and damage of property, arising out of the use, maintenance– installation, operation, possession, ownership, or rental of the items rented, despite cause.

  1. ASSUMPTION OF RISK/RELEASE DISCHARGE OF LIABILITY.

Customer is fully aware of and acknowledges that there is a risk of injury, death, or damage arising out of the use or operation of the items contained in the Rental Agreement and hereby elects to voluntarily enter into this Agreement and assume all of the aforementioned risks.

Customer agrees to release and discharge Orchid House Event Rentals from any and all responsibility or liability from such injury, death, or damage arising out of the use or operation of the rental items. Customer further agrees to waive, release and discharge any and all claims for injury, death, or damage against Orchid House Event Rentals, which customer otherwise may be entitled to assert.

      1. CUSTOMER INSURANCE RESPONSIBILITY: Client/Renter shall maintain, at renter’s liability, property and casualty insurance coverage in amount sufficient to protect Orchid House Event Rentals and its equipment against any and all claims, loss, or damage of whatever nature or type.

  1. POSSESSION/ TITLE.

OH agrees to reserve all items listed in the Rental Agreement on behalf of the Customer only after the following have been received from the customer.

  • A non-refundable deposit equal to 50% of the total cost specified in the Rental Agreement (or a lesser amount determined at the sole discretion of PPR)

  • A signed & dated copy of these Terms and Conditions; and

  • A signed & dated rental agreement.

The remaining balance of the rental agreement must be paid 5 days prior to delivery, unless otherwise specified by OH. If this obligation is not met, OH reserves the right to cancel the order without refunding the initial 50% deposit.

Customer’s right to possession of the rental items:

  • Begins when the rental items leave the rental center in the care of the customer, or when the customer accepts and signs for the delivery of the rental items upon delivery.

  • In the absence of the renter, the equipment may be signed for by an individual designated by the renter. This individual is automatically given the legal right by the renter to accept liability for the equipment on the renter’s behalf.

  • The rental agreement terminates once OH has regained possession of the rental equipment.

  • Any extension of the agreement must be agreed upon by OH in writing.

  • Title of the rental items shall, at all times, remain with OH.

  • Customer authorizes OH to retake possession of the rental items without notice or legal process at any time, despite whether the equipment is on private property.

  1. LEGAL FEES.

Customer will pay all collection fees, attorney’s fees, court costs, or any other expenses required to enforce the items and conditions of this contract. Any law suits that may occur between OH and their customers must be filed in Pasco County, and any litigation will be held in a Pasco County Court.

  1. MISCELLANEOUS.

The Rental Agreement may be executed or delivered by fax, or other electronic means such as email. The Rental Agreement is valid whether properly signed by the Customer or not, so long as the Customer takes possession of the rental items. It is also valid if signed by another party signing on behalf of the Customer, in which case the signing party will sign their own name, and then print C/O (Care Of) “Ordering Party.”

  1. UNSAFE CONDITIONS.

Orchid House Event Rentals reserves the right to refuse to install or deliver rental equipment due to unsafe conditions or weather. If this occurs, Customer will be liable for a minimum of 50% of the total cost specified in the Rental Agreement. In the absence of unsafe weather or other conditions, Orchid House Event Rentals will use all appropriate means and methods to secure the rental equipment for the safety of the Customer and the equipment.

Orchid House Event Rentals is not responsible for underground utilities, and charges for time out, whether equipment is used or not. If permission is granted by the Customer to stake anything into the ground at their desired location, then it is the sole responsibility of the Customer to check for underground utilities and water mains.

  1. CANCELLATIONS.

All customers will provide a 50% NONREFUNDABLE DEPOSIT in order for OH to reserve their order.

  • Customers who cancel or refuse their order within 5 days of the scheduled rental date for any reason will lose their NON-REFUNDABLE 50% DEPOSIT.

  • Adjustments to orders can be made until 5 days prior to delivery (except for specialty items – see below). However, any such adjustments shall not reduce the total price of the invoice below the amount of the NON-REFUNDABLE 50% DEPOSIT.

  1. CUSTOMER PICK UP AND RETURN.

  • Customers may pay C.O.D., but once the rental agreement is signed, the customer guarantees payment for the equipment reserved

  • OH will reserve will call/pickup orders only if a rental agreement and this document have been signed. If the customer fails to pick up their will call order on the specified date & time window, then OH may re-rent the equipment; or if the equipment goes unrented, then OH MAY STILL COLLECT A MINIMUM OF 50% FROM THE CUSTOMER.

  • Responsibility for customer-pickup rental items remains with the customer from time the items leave the Rental Center until the time they are returned.

  • The Customer is responsible for loading, unloading, and securing items within his or her vehicle as well as for any damage that they may suffer during those operations.

  • OH will assist the customer in loading, but OH will not be held liable for traffic accidents or damages to vehicles or rental equipment in transit due to improper loading.

  • Items returned after the return date specified in the Rental Agreement will incur additional fees to be determined by OH.

  1. DELIVERY CHARGES.

  • Minimum delivery charges are based on 1-4 hour delivery windows with “non-same-day” pickups. Same-day and/or late evening pickups can be arranged for additional charges.

  • Customers must be present for their entire delivery window. OH will grant a 15 minute waiting period, after which the customer will be charged for waiting time up to $120.00 per hour billed in 5 minute increments.

  • Orders will only be eligible for delivery if the cost of the equipment excluding delivery and labor meets our current minimum. This price may vary throughout the season- please call for our current minimums to qualify for delivery.

  • There will be a minimum two hour window for both delivery and pickup (unless otherwise arranged in writing with OH).

OH may assess additional charges at a rate of up to $120 per hour when delivery conditions cause OH to incur additional labor costs, including, but not limited to:

  • deliveries impeded by stairs, elevators, steep or uneven surfaces, standing water, mud, or soft surfaces like sand loose gravel;

  • deliveries that involve waiting times of more than 15 minutes;

  • customer requires a precise (to within 15 minutes) delivery or pickup time;

  • last-minute or rush deliveries or pickups; and/or

  • Inaccurate delivery locations or directions supplied by the Customer.

  • If the renter is not available, then OH may opt to either setup in a manner deemed appropriate by our staff, or we may opt to leave the equipment curbside. In such instances, no refunds will be given, and the customer accepts liability for any losses and damages that may happen to equipment left unsupervised for any reason, including acts of God.

  1. EQUIPMENT USAGE AND RETURN.

Customer is responsible for any loss or damage to rental items regardless of cause or fault, including acts of God, and OH has 72 hours after retaking or receiving possession of rented merchandise to assess its condition and determine whether damage occurred while it was in the possession of the renter.

In such instances, unless the items in question are covered by a damage waiver, the Customer agrees to pay OH for:

  • All labor costs associated with repair and/or attempted repair of damaged equipment

  • Replacement equipment (if necessary)

  • Replacement of equipment directly related to the normal quality and functionality of the damaged equipment

  • All shipping or delivery fees associated with the replacement or repair of damaged equipment.

  1. DAMAGE POLICY.

Client/renter is responsible for equipment from time of possession to time of return. Client/Renter assumes the entire risk of loss, regardless of cause. A Valid Credit card is required to rent. All information must be included and signature filled out at location on bottom of this rental contract. If items are lost, stolen, damaged, renter will assume all costs of replacement or repair, including all labor costs. Client/renter shall pay a reasonable cleaning charge for rented items returned permanently damaged or dirty. Charges billed to the credit card will consist of missing or damaged items or charges left unpaid after 10 days of event. A detailed invoice of those charges and copy of receipt will be emailed to you after the event. Client hereby authorizes Orchid House Event Rentals to charge this credit card.


      1. SITE PREPERATION: Please be sure your site is ready. (lawns mowed, furniture moved, vehicles moved, etc.) before the crew is scheduled to arrive. If the site is not ready or accessible when the crew arrives, the client will incur an additional fee. OH will not be liable for any damages or injury at event.

  1. MEASURING EVENT AREA.

  • Planning and measuring is ultimately the responsibility of the Customer. If poor planning leads to improperly measured areas for placement of rental equipment resulting in our inability to complete a job, then no refunds will be given and full payment will be made to OH by the Customer.

  • OH will not be held liable for any planning not performed by our staff.

  • The Customer is responsible for locating and pointing out any underground utilities, such as water mains, and gas, electrical, and sewage lines.

  1. DISCOUNTS.

OH may offer discounts at its sole discretion. Any violation by the customer of OH’s rental contract or Terms and Conditions, including violation of payment terms, will make such discounts null and void.

  1. LOCAL RULES AND REGULATIONS.

Any and all rules and regulations governing an event site must be provided in writing to OH prior to the delivery of rental equipment. All fines incurred as a result of non-disclosure of such regulations are the responsibility of the customer.

Please use the space provided below to list any rules or regulations that OH must follow during delivery, setup or removal of rental equipment as put forth by the owners or designated managers of the event location.
1. COMMITTED RESERVATION

 OH will not reserve Rental Items for the Event Date until Customer pays the required deposit & provides a signed copy of this Agreement to OH. 


By completing the deposit required, you, the client, are subject to all of the Terms & Conditions stated above. 


Cancellation Policy

To ensure availability of all services and products, deposits are non-refundable. You may remove one or more item(s) from your order, or cancel your entire order, according to the following schedule, but the following cancellation fees will apply, subject to any category-specific cancellation policies:

  • 6 days prior: no cancellation fee

  • 5 days prior: 0% of contract total, less deposit (if refundable)

Days prior refers to the number of days before the earliest of the receipt of goods or performance of services.

Payment Policy

Payment Policy

A50.00% depositis required to confirm your contract and full payment will be due5 daysprior to the earliest of the receipt of goods or performance of services.