Rental Terms and Conditions

PRELIMINARIES

This rental agreement, or the "Agreement," governs your client relationship with Affordable Events by Nicole, also known as "We," "Us" or "AEN." By accepting it electronically or otherwise, you, or the "CLIENT," agree that you'll rent the equipment enumerated within the separate contract invoice that we provide you per that document's terms and this Agreement’s conditions, including:

BOOKING, PAYMENTS AND REFUNDS

CLIENT must pay 40% of the pick up and return rental reservation cost to confirm rental booking, plus sales tax. CLIENT must pay $150 NON-REFUNDABLE fee plus sales tax to confirm and book Day of Coordinator services. CLIENT must pay $300 NON-REFUNDABLE fee plus sales tax to confirm and book The Wedding Package. Final quantities of items needed for the CLIENT’s event are due 14 days prior to event date. Reductions in numbers are limited to 20% of the original amount ordered per item. The remainder of the revised reservation cost is due upon receipt of the final invoice or 14 days prior to the CLIENT’S event. Items will not be released to the CLIENT until the reservation cost is paid in full.


If the CLIENT needs to cancel an already-booked pick up and return rental reservation, the CLIENT agrees to pay cancellation fees amounting to:

  • 20 percent of the rental contract price when canceled after signing contract, but prior to 90 days before the CLIENT’s event date, or

  • 30 percent of the rental contract price when canceled within 90 days before the CLIENT’s event date, or

  • 40 percent of the rental contract price when canceled within 30 days of the CLIENT’s event date.

CLIENT agree that once we have dispatched rentals from the AEN warehouse, refunds won't be granted under any circumstances. CLIENT also agree to pay for all of the services and equipment that AEN provides, including any damages, losses or modifications that the CLIENT or the CLIENT’s agents make.

RENTAL DELIVERY

Delivery location must be within the AEN service area and is based upon AEN’s availability. If the location is out of AEN service area, AEN reserves the right to deny delivery. Some items will require delivery, including but not limited to, arbors, large scale items over 4 feet, heavy items, etc., and will require a minimum $300 rental order for delivery eligibility.

Delivery Fees are as follows:

  • Free delivery up to a 20-mile radius around Northumberland, PA with a $500 rental order.

  • Rental orders less than $500, but within the 20-mile radius will be charged $2 per mile

  • Rental orders over $500, but beyond 20 miles radius around Northumberland, PA (up to 50 miles), will be charged $2 per mile after 20 miles.

  • For delivery fees beyond a 50-mile radius around Northumberland, PA, please contact us for pricing.

 

RENTAL SET-UP/TEAR DOWN SERVICES

Set up and tear down services are only available when purchasing from the Wedding Package, Tent Décor, Lighting & Draping, and Parties & Showers sections.  All items purchased from our Rental Pick up & Return Items section are not eligible for set up with the exception of arbors, which require a $300 minimum rental purchase plus delivery requirement.  Pricing for set up is included in the cost of the Wedding Package but varies for other eligible items. 

If AEN has been retained by the CLIENT to deliver and pick up an order that is not eligible for set up and tear down services, all rental items (with the exception of an arbor) must be packed up and ready to be picked up per the AFTER RENTALS section listed below.

 

CLIENT RESPONSIBILITIES

Upon receiving a rental order, the CLIENT or the CLIENT’s duly authorized agent must verify it in person. CLIENT agrees to sign off with a AEN staff member acknowledging receipt of the pick up or delivery and assumption of responsibility for the equipment.

If CLIENT receive equipment in a damaged or otherwise unusable state, CLIENT agrees to provide AEN with written or telephone notification before the CLIENT’s event commences. CLIENT also waives any right to seek refunds or any other credits for such rentals if CLIENT fails to notify AEN of the problems in writing before the event. CLIENT acknowledge that AEN will not accept order modifications or equipment exchange requests after AEN delivery representatives have vacated the drop-off location or after the CLIENT has picked up the order.

AEN’s RESPONSIBILITIES

CLIENT acknowledge that AEN is not responsible for breaches of the contract timeframe that are beyond our control, including traffic accidents, vehicular failures, regional security or any “acts of god”. The delivery schedule included in the contract is an approximation that does not constitute a guarantee.

The descriptions of the equipment that the CLIENT rents may not perfectly match what CLIENT receives due to manufacturer variances, prior usage, and other factors. AEN may also substitute rental equipment for other functionally similar offerings at our sole discretion.

 

ACCEPTABLE RENTAL USAGE

The CLIENT agrees not to sublease, rent out or otherwise attempt to loan for remuneration any equipment that rented from AEN.

 

CLIENT RESPONSIBILITIES CONCERNING DAMAGED EQUIPMENT

During the rental period, CLIENT agree to cease using the equipment as soon as it becomes unsafe or the CLIENT observes it in a state of disrepair. CLIENT will notify AEN of the hazard immediately and continue taking reasonable steps to prevent persons and properties from sustaining injury or damage until our representatives personally relieve the CLIENT of responsibility for the items.

 

LOSS, DAMAGE AND DESTRUCTION FEES

If any equipment suffers damage, loss or destruction, CLIENT agree to pay AEN the entirety of the necessary costs to replace it at retail value. AEN may allow CLIENT to pay the repair expenses for compromised goods at our sole discretion if we deem it possible and practical to restore them to their original pre-rental state.

We reserve the right to charge $50 service fees for each occurrence of damage, including intentional modifications such as stapling, gluing or nailing. We will also bill the CLIENT for any items that require excessive cleaning.


CHARGES AND EXTENSIONS

Rental costs are based on a 96-hour rental. For example, if rentals are picked up/delivered on Thursday at 2pm, they must be picked up/returned by Monday at 2pm. Late returns will be charged an additional 1/2 rental rate for each day late. If the CLIENT is not able to return items on time, please notify AEN immediately.

The CLIENT may request an extension of the rental period by contacting us in writing and obtaining our written approval beforehand. CLIENT agrees to pay supplemental overtime rates while retaining possession of the equipment.

 

UNUSED EQUIPMENT

Rental items are charged for time out, not for use. Every item that leaves our building is treated the same way upon return, used or not. This ensures that every item the CLIENT receive is clean and sanitized. No refunds are given for items that were not used during the CLIENT’s event.

 

AFTER RENTALS

At the end of the rental period, CLIENT must return all of the equipment in a state identical to how it was originally received. The CLIENT must:


Ensure that linens are returned without stains, burns, candle wax or other marks and placed in the proper bagging.

Pack all other equipment, including attachments and parts, in the same crates and positions that they were in when the CLIENT received them.

CLIENT agree to return the equipment to the AEN warehouse unless pick up by AEN was requested in the original contract terms. CLIENT will be charged extra penalties if the CLIENT needs us to retrieve any equipment outside of the original contract terms.

 

POST-RENTAL ACTIONS

Within no more than two business days following the pickup date, AEN will furnish the CLIENT with an invoice that details missing and damaged equipment. If the CLIENT cannot locate missing equipment within 24 hours of receiving of such notice, CLIENT authorize us to automatically process a payment to the credit card on file.

 

LEGAL

If claims for damages, injury or loss arise concerning the equipment, its use, transportation, keeping, malfunction or loading, CLIENT agrees to indemnify AEN. CLIENT also acknowledge that he/she is solely liable for any charges related to such claims or contract terms, including collection fees, attorney or court costs and expenses that AEN incurs while enforcing this Agreement.

By accepting this Agreement, CLIENT consents to its terms and conditions in full, and CLIENT acknowledges that they pertain to all AEN invoices regardless whether such documents include their own terms.