Terms & Conditions

This Agreement is between Party Time Rentals Inc. hereinafter referred to as “PTR” and the undersigned hereinafter referred to as “Renter”. Renter hereby agrees to rent supplies and equipment under the terms and conditions specified below. Please read the entire agreement. 

Ordering: The renter is responsible for the completeness and accuracy of all items on the applicable rental form before signing. Equipment is not considered reserved, and purported reservations will not be honored in PTR’s discretion until this Agreement is signed and payments are received. Orders should be finalized with the quantity of equipment, details, and final payment 7 days prior to the delivery date. Any changes thereafter are subject to availability, and additional fees including but not limited to a cancellation fee. 

Damage Waiver: A non-refundable damage waiver of 8% will be applied to all rental orders. The renter understands this is NOT Insurance. The damage waiver covers normal wear and tear of rental equipment. Excessive damage or negligent care outside of the normal wear and tear is not covered by the damage waiver fee and will result in additional billing to the Renter. 

Payment: Rentals are payable in advance. A valid credit card must be on file as security for replacement cost of items that are lost, damaged, or stolen. A 50% deposit and a signed agreement are required to reserve an order. Final payment is due 7 days prior to items leaving our warehouse. PTR accepts Visa, MC, Amex, corporate, and government checks only, and such is subject to change from time to time. Charges for all lost or damaged items are due upon receipt and will be charged to the credit card on file. Deposits with an e-signature signed contract received by PTR will be considered acceptance of the contract and terms. 

Cancellations and Rescheduling: Orders must be canceled at least 90 days in advance of the delivery date to receive a full deposit refund. Orders canceled between 31 to 89 days of delivery date will be charged 50% of the invoice amount. Cancellations less than 30 days prior to the delivery date will be charged the full amount of the rental. Full payment is due 7 days prior to the delivery date. Additions to the order will be honored if available. PTR will allow Renter to reschedule the event within 18 months of the original reservation date. All rescheduled reservations are subject to a 50% cancellation fee and the full amount must be paid within 7 days of the rescheduled event date. Pandemics, inclement weather, and/or other unforeseen issues will not alter the terms of the cancellation policy. If, however, Renter’s event is in an area where a state or federal agency orders a mandatory shutdown or evacuation, a refund or credit will be offered to Renter. 

Urgent Assistance: If the Renter requires urgent assistance with the rented supplies or equipment, call us to receive instructions for help. Any new order or addition to orders placed after hours will incur additional fees. 

Deliveries & Pick-Ups: Trucks are routed and loaded the day prior to delivery by 12:00 pm. The time windows for delivery are estimates only – actual times may vary due to truck routing, event location, scheduling, and traffic. PTR will do its best to notify the Renter of any delays in deliveries or pick-ups. The Renter agrees to pay an extra charge for deliveries and pick-ups that: are more than 50 feet from the truck, require the use of stairs or elevators, or when the Renter requests specific delivery time slots or delivery is outside of PTR’s regular business hours. If the setup is requested, a complete diagram must be provided at least 72 hours prior to the delivery date or PTR will not be responsible for set-up. Upon pick-up, all items should be staged and ready in the same manner they were received. The Renter agrees to pay an additional fee if the equipment is unavailable because of but not limited to locked gates, garages, doors, or unattended residences. 

Responsibilities: The Renter represents and warrants that Renter has insurance against liability for injury to person and property in amounts equal to or more than a combined single limit of $500,000.00 and that the Renter maintains insurance against loss or damage to the equipment in the amount equal to or more than $500,000.00. The Renter agrees to count all items upon arrival to ensure accuracy before signing as received. Renter assumes the responsibility for equipment from the time it is received by Renter until it is returned to PTR and further agrees to use the equipment in a prudent and reasonable manner. The Renter agrees to be liable for any loss, theft, damage, breakage, or other destruction of equipment. All lost or broken items have an associated replacement value. Charges for lost items or those items that are damaged and in excess of the damage waiver amount, are due upon receipt and will be charged to the credit card on file. Credits will be issued for lost items if returned within 3 days. Discounts, trades, or donations do not release the Renter or company from charges for loss, damage, or theft of equipment. The Renter agrees to return all items in the same manner and condition equipment was received. Linens should be returned in the supplied linen bags or bundled. Avoid placing linens in plastic bags, to avoid being charged for damage due to mold or mildew. The Renter agrees that all linens that are lost, torn, burned, or soiled beyond cleaning are subject to a replacement fee. The Renter agrees to provide appropriate vehicle and tie downs for customer pick up and returns. PTR is not liable for any property damage or personal injury associated with customer pick-ups and returns. The Renter agrees to be charged for late returns and any extra day’s equipment was out of inventory. When using cooking or heating equipment, Renter fully understands and acknowledges the safety requirements associated with those items and the use of propane and similar fuels. 

Site Preparation: We encourage site visits for tents as needed by the Renter. The Renter is responsible for all permits, permissions, or inspections required by law and/or property owners for installation and use of the tents unless contracted with PTR to provide permitting via a written contract. PTR will provide a fire-retardant flame certificate to accommodate permitting. Quotes are based on normal installation, on level ground, and staked into the ground unless otherwise noted. The Renter is responsible for properly marking underground utilities (gas, water, electrical, sprinkler) and 811 must be called 7 days prior to installation of staked tents. If the ground is not properly marked, PTR cannot be held responsible for any damage to utility or sprinkler lines caused by staking. Stakes are driven up to 4’ deep. 

Weather: The Renter understands that tents are temporary structures designed to provide limited protection from weather conditions, primarily for sun and rain. There are situations, particularly those involving strong winds and lightning, in which the tent will not provide protection and may even be damaged or blown over. The Renter must have a weather plan and become thoroughly familiar with the evacuation procedures. In the event of inclement weather, the Renter agrees to evacuate the tent to avoid possible injury. The Renter agrees that in the event of an anticipated or actual storm or excessive winds, PTR has the right to dismantle any installed equipment to ensure the safety of all involved. The Renter understands that inclement weather may delay or prevent PTR from installing equipment in time for their event. In the event, a tent is installed for a week or more and inclement weather requires the tent to be dismantled for safety reasons, the Renter agrees to pay for the labor to dismantle and reinstall the tent. The timeframe to re-install tents after inclement weather has passed may be up to 72 hours and changing weather conditions can impact this timeline. Tents are NEVER to be used in a storm as shelter! In severe weather, including but not limited to lightning, heavy rains, and high winds, the tent must be evacuated! The Renter is responsible for creating an inclement weather and emergency evacuation plan. 

Indemnification and Defense: The Renter assumes the risk and liability for the use and operation of the equipment, for personal injuries and property damage arising during the Renter’s rental period. The Renter shall protect, defend, and indemnify PTR and hold PTR harmless, from and against losses, damages, injuries, claims, demands, and expenses, including legal expenses arising out of Renter’s violation of this Agreement or any other act or omission of Renter, provided that such loss, damage, injury, claim, demand, and/or expenses were not caused by the intentional misconduct and/or negligence of PTR. The Renter shall assume defense of legal proceedings brought to enforce losses, damages, injuries, claims, demands and expenses, and shall pay judgments entered in any such suit or suits or other legal proceedings. The indemnities and assumptions of liabilities and obligations herein provided for shall continue with full force and effect, notwithstanding the termination of this Agreement, whether by expiration of time, by operation of law, or otherwise. 

Governing Law. The terms and conditions and contract between PTR and The Renter are governed under the laws of the State of Florida and venue for enforcement of any lawsuit regarding these terms and conditions shall be brought exclusively in the courts of Orange County, Florida