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Policies & Procedures

Essential Policies You Should Know

We're committed to making your event rental experience simple, reliable, and stress-free. Please take a few moments to review our rental policies before placing your order.

  1. Reservations are accepted on a first-come, first-served basis and depend on item availability.
    Your booking is confirmed once we have received:
    ● A signed rental agreement
    ● A valid credit card on file
    ● Your required booking deposit
    Booking Deposit
    A 50% non-refundable deposit is required to reserve your rental items.
    The remaining balance is due:
    ● 7 days before your scheduled delivery, or
    ● At the time of pickup for approved customer pickup orders.
    Unfortunately, we cannot guarantee your reservation until all booking requirements have been completed.

  • All quotes are valid for 14 days, unless otherwise noted.
    Prices and availability may change until your booking deposit has been received.

We accept the following payment methods:
● Credit Card
● Debit Card
● E-Transfer
● Cash (for approved orders only)
Please note that unpaid balances may delay or prevent your delivery or pickup.
Some rental items require a refundable security deposit.
Your deposit will be returned after:
● All rental items have been returned.
● We have completed our inspection.
● No damage, missing items, or excessive cleaning is required.
Refunds are typically processed within 5–10 business days after the inspection is complete.
Our standard rental period includes:
● Pickup one business day before your event (when available)
● Return on the first business day after your event
If you require additional rental time, we’re happy to arrange it for an additional fee.
Late returns may result in extra rental charges.
We understand that event plans can change.
You’re welcome to make changes to your order up to 7 days before your event, depending on item availability.
Within 7 days of your event:
● We will do our best to accommodate additional items.
● Reducing quantities may not qualify for a refund.
Changes requested within 72 hours of the event cannot be guaranteed.
If you need to cancel your reservation:
More than 30 days before your event
● Your booking deposit will be retained.
● Any additional payments made will be refunded.
15–30 days before your event
● You will be responsible for 50% of the total rental amount.
Within 14 days of your event
● The full rental amount is non-refundable.
If your event is postponed, we’ll gladly transfer your payments to a new date whenever possible, subject to availability.
Delivery fees are based on several factors, including:
● Distance from our location
● Size of the order
● Vehicle requirements
● Venue accessibility
Our standard delivery includes placing your rental items at one accessible ground-level location.
Additional charges may apply for:
● Stairs
● Multiple floors
● Elevator access
● Long walking distances
● Difficult access
● Multiple setup locations
Please ensure someone is available to receive the delivery and return the rentals during the scheduled pickup time.
If you’re picking up your rental items, please:
● Bring valid government-issued photo identification.
● Ensure your vehicle is suitable for transporting the items safely.
● Secure all rental items properly before leaving.
Gather & Vybez Event Rentals is not responsible for any damage that occurs while items are being transported by the customer.
Customers are responsible for confirming all venue arrangements before delivery, including:
● Access times
● Elevator reservations
● Loading dock availability
● Parking permits
● Any required permissions or approvals
If additional time or labour is required because of venue restrictions, extra delivery charges may apply.
Please inspect your rental items as soon as they are delivered or picked up.
If you notice:
● Damaged items
● Missing items
● Incorrect quantities
● Equipment that isn’t working properly
please notify us within 2 hours of receiving your order.
If we don’t hear from you within that timeframe, we’ll assume everything was received in good condition.

Professional setup is available for selected rental items.
If you choose to set up the equipment yourself, you are responsible for installing and using the items safely and according to any instructions provided.

Our rental items are intended only for their designed purpose.
They may not be:
● Altered or modified
● Used improperly
● Loaned or rented to someone else without our written permission
● Used in unsafe conditions that may cause damage or injury
Improper use may result in additional charges or cancellation of your rental agreement.
From the time your rental items are delivered or picked up until they are returned and inspected, they are your responsibility.
Please protect all rental items from:
● Weather
● Theft
● Vandalism
● Fire
● Misuse
● Accidental damage
All equipment must be used responsibly and only for its intended purpose.
If your event is outdoors, we recommend having a backup weather plan.
Unfortunately, we cannot offer refunds due to weather conditions such as:
● Rain
● Snow
● Wind
● Extreme heat
● Cold temperatures
● Smoke
● Any other weather-related conditions
Please return all rental items in reasonably clean condition.
Tables & Chairs
Before returning them, please remove:
● Food and spills
● Tape or adhesive
● Decorations
Linens
Please:
● Shake off any debris.
● Do not place wet linens in plastic bags or sealed containers.
Cutlary 
● Make sure all cutlary is washed and dried. Packed in a clean container.
 
Additional cleaning or replacement charges may apply for permanent stains, mildew, burns, excessive dirt, or other damage.
Normal wear and tear is expected.
However, customers are responsible for repair or replacement costs if rental items are damaged due to:
● Breakage
● Missing items
● Excessive dirt
● Burns
● Wax
● Paint
● Permanent stains
● Water damage
● Improper handling
Replacement charges are based on the current retail value of the item.
Additional labour, transportation, cleaning, or administrative costs may also apply when necessary.
All rental items are counted before leaving our warehouse and again when they are returned.
We encourage customers to verify quantities during pickup or delivery.
If items are missing:
● Replacement charges will apply.
● If missing items are returned within 14 days, we may issue a reimbursement, provided replacement items have not already been purchased.
Every rental item is inspected before it leaves our warehouse.
If equipment stops working during normal use:
● Contact us immediately.
● Please do not attempt to repair the equipment yourself.
If replacement equipment is available, we will do everything we reasonably can to provide a replacement.
Gather & Vybez Event Rentals is not responsible for any indirect losses resulting from equipment failure.

We may take photographs of our rental setups for use on our website, social media, or other marketing materials.
If you prefer that your event not be photographed, please let us know in writing before your event.

Gather & Vybez Event Rentals is not responsible for:
● Personal injury
● Property damage
● Event delays
● Weather-related interruptions
● Power outages
● Delays caused by other vendors
● Damage resulting from improper use of rental equipment
Our liability is limited to the rental value of the equipment provided.
By renting from us, customers agree to release and hold Gather & Vybez Event Rentals harmless from claims arising from the use of our rental equipment.
Sometimes circumstances beyond anyone’s control can affect scheduled services.
Gather & Vybez Event Rentals will not be held responsible for delays or cancellations caused by events such as:
● Severe weather
● Natural disasters
● Government regulations or restrictions
● Labour disputes or strikes
● Road closures
● Supply shortages
● Public emergencies

Agreement & Acknowledgement

By paying your booking deposit, you confirm that you have read, understood, and agree to these Rental Policies & Procedures.

Customer Information

Name: _______________________________________

Signature: ____________________________________

Date: ________________________________________