Equipment Rental Agreement

1. Reservation & Payment

A reservation is confirmed only when a signed agreement is received, a valid credit card is kept on file, the required deposit is paid

1.2 Deposit

25% deposit for orders under $2,500, 50% deposit for orders $2,500 and above. Deposits are non-refundable but may be transferable subject to Section 2.

1.3 Final Payment

The remaining balance is due 7 days prior to delivery or pickup. Orders not paid in full may be cancelled without notice.

1.4 Payment Methods & Fees

Accepted payment methods:

• Cash
• Cheque
• E-transfer
• Credit card

2. Cancellations & Adjustments

2.1 Cancellation Timeline

• More than 30 days before rental period – deposit retained as credit (valid 12 months).
• 14–30 days before rental period: 50% of total contract retained.
• Less than 14 days before rental period: 100% of contract due.

2.2 Reductions & Changes

The Client may reduce quantities by up to 50% per item after reservation, provided changes are made before final confirmation (7 days before rental period). Requests beyond this limit or after this deadline may be denied.

2.3 Unused Items

No refunds are issued for items delivered but unused.

2.4 Event Postponement

The Client may postpone the event one time for up to 16 months from the original rental period without cancellation penalties.

Conditions: Subject to equipment availability, Price adjustments may apply based on the new date. The deposit will be transferred to the new date

3. Rental Period

• Rental period begins at: Time of delivery; or Time of client pickup
• Rental period ends when: Equipment is physically returned and checked in by GPLANN; or GPLANN retrieves the equipment

Late returns may result in additional daily rental charges.

4. Delivery & Pickup

4.1 Standard Delivery

Delivery is ground-floor only to the nearest accessible point. Additional charges may apply for: Stairs, Elevators, Long carry distances, Restricted venue access, Waiting time due to site delays

4.2 Site Readiness

Client must ensure the site is accessible and ready at scheduled delivery time. Delays caused by site conditions may result in labour charges.

4.3 Count Verification

Client is responsible for confirming counts at delivery. Unreported shortages may not be accepted after the event. Items not signed off at delivery are deemed received in good condition and become the Client’s responsibility.

4.4 Identification Requirement

For all pickups, the Client must provide valid government-issued photo identification (e.g., driver’s license). Failure to provide ID may result in the refusal of the release of equipment.

4.5 On-Site Authorization

The Client must designate an on-site representative (“On-Site Contact”) before the delivery. This person is authorized to: Approve setup completion, Request changes or additions, Sign delivery or work forms. All decisions made by the On-Site Contact are binding. Any approved changes may result in additional charges (labour, delivery, or rental), which may be charged to the payment method on file.

5. Client Responsibility

5.1 General

The Client assumes full responsibility for all equipment and its use during the rental period.

The Client further agrees: To ensure safe and proper use of all equipment, to ensure adequate supervision and planning for all users, to comply with all applicable safety standards and regulations

The Client is responsible for: The safety of all individuals using the equipment, any injuries, damages, or incidents arising from use

5.2 Picking Up from the Store

GPLANN is not responsible for any damage, loss, or injury resulting from equipment transported by the Client or third-party carriers arranged by the Client.

6. Loss, Damage & Misuse of Equipment

6.1 General

Client shall not misuse, alter, or damage equipment. No repairs may be made without GPLANN’s written consent.

In the event of: Loss, theft, damage, or failure to return. Client agrees to pay: Full replacement cost, loss-of-use charges

6.2 Return of Missing Items

Client is responsible for returning any missing equipment. Missing items must be returned within 15 days of the event date. Items must be returned to GPLANN’s designated location at the Client’s expense. Replacement charges may be refunded if items are returned in acceptable condition within this period Failure to return items within this timeframe will result in permanent replacement charges.

7. Cleaning & Return Standards

To avoid cleaning charges:

• Dinnerware must be scraped and rinsed
• Glassware must be rinsed and returned in racks
• Linens must be dry and free of debris
• Candleholders must be wax-free
• Tables and chairs must be stacked as delivered.
• Excessive dirt, tape residue, food, confetti, wax, stains, or moisture may result in cleaning or replacement charges.

8. Damage Protection Option (DPO)

8.1 General

A 10% Damage Protection Option is automatically added unless declined in writing before rental period.

If accepted:

• Covers the first $100 of accidental damage; Covers 50% of additional accidental damage
• Does NOT cover loss, theft, misuse, vandalism, or intentional damage

If declined:

• Client is responsible for full replacement cost; DPO is not insurance.

8.2 Insurance Requirement (If DPO Declined)

If the Damage Protection Option (DPO) is declined, GPLANN reserves the right to request proof of valid insurance coverage.

Such coverage must:

• Include rental equipment protection, Cover full replacement value of rented items, Remain valid for the entire rental period

If adequate insurance is not provided, GPLANN may:

• Require acceptance of the DPO; or Decline the rental at its sole discretion

The Client acknowledges that declining the DPO does not limit their financial responsibility for loss or damage.

9. Equipment Condition

All equipment is provided in rental-ready condition.

Client must report any: Damage, Missing items, Operational concerns within 4 hours of delivery or pickup and before use.

Failure to notify constitutes acceptance of condition.

10. Liability & Indemnification

The Client agrees to fully indemnify and hold harmless GPLANN, including:

• Personal injury claims, property damage claims, third-party claims, legal actions of any kind

The Client further agrees to:

• Assume full responsibility for all claims arising from equipment use
• Pay all legal costs, fees, and expenses incurred by GPLANN in defending such claims

11. Late Payment

Overdue balances may incur:

• 2% monthly interest, collection fees, and/or legal costs

12. Title & Non-Return

All equipment remains property of GPLANN Rentals. Failure to return equipment may result in replacement charges and potential legal action.

13. Electronic Signature

Electronic signatures are legally binding.

By signing, Client confirms:

• They have read and understood this Agreement, are authorized to sign and agree to all terms.

14. Incident Reporting

Client must provide a written report for any accident involving equipment, including:

• What happened
• Names/contact info of parties
• Witness details

15. Taxes

Client agrees to pay all applicable taxes, permit fees, or government charges, whether charged at time of invoice or assessed later.

16. Legal Costs & Enforcement

Client agrees to pay all legal, collection, and administrative costs incurred by GPLANN in enforcing this Agreement.