EVENT RENTAL AGREEMENT

Please carefully review the terms below and fill form at bottom of the page to complete your order

Delivery Order Terms & Conditions

IMPORTANT DELIVERY & PICKUP  INFORMATION We delivery very bulky, heavy items in a large truck and 24’ trailer. It is your responsibility to let us know if you need an expedited setup or tear down (an hour or less is considered expedited)  and also if there are any unique venue time restrictions or accessibility issues. This should be included in your quote and could cause additional billing if we arrive to find unexpected difficulties.

Accessibility issues to think about and notify us of include:  Lack of vendor parking, sharp turns on small roads,  small or very steep driveways (again our trailer is very large and needs room to maneuver), rough or steep terrain, low hanging trees, long distance from vendor parking to the venue (about 50 feet is what we expect unless otherwise notified), stairs, hills, exceptionally uneven ground, sand, small pathways, small doors or gates, and any other obstructions.

DELIVERY TIMES
Delivery & pickup includes delivery to one location at one time on the day of your event (or sometimes the day before) and pickup from one location at one time unless otherwise discussed.  Delivery times are first-come first-serve and subject to availability. We will make every effort to give you the delivery times you request.  Our schedule does fill up quickly so it is important to provide accurate times when booking.  We recommend confirming what times are available from your venue before confirming times with us to be sure everyone is on the same page.  

A 1 hour delivery arrival window is required unless your venue requires an exact arrival time. If you require an exact arrival time there is an additional $50 fee which will automatically be added to your order if requested.

All pickup hours are between 6AM-10PM. Late night pickups beyond 10PM will incur an additional $50 fee for each additional hour. For example, an 11PM pickup would incur a $50 fee and a midnight pickup would incur a $100 fee.

All delivery times are locked in with final order changes 2 weeks before your event. Changing your time after this period will incure a $50 delivery time change fee.

PICKUP PREPARATION
It recommended that you arrange to have someone clean off the tables of all trash and decorations before our scheduled arrival time (during the last 30 minutes of your event normally works best). We cannot start tearing down tables until everything is cleared off. 

DAY OF CONTACT, ARRANGEMENT & DIAGRAM
Please provide us with all needed information for the day of your event. This includes: Day of contact number, layout / maps / diagram, and someone on site when we deliver your items at the agreed upon time. You must provide a diagram if you would like us to arrange / place your rental items in a specific location. This helps our team stay on schedule. If none is provided and no one is available to show us where your items are supposed to be set up immediately upon arrival, we will attempt to contact the emergency contact number. If no contact can be made within a reasonable amount of time we will either leave the items in a safe location (for standard venues) or, we may not be able to leave the items at all if the location is not secure. Please give us as much information as possible to make sure your event goes smoothly!

REQUIRED DEPOSIT/PAPERWORK
Rental services require a signed Customer Agreement and 25% deposit.  If we do not have your signed contract and deposit your date will not be held and no services will be rendered.

PAYMENT TERMS 
All payments can be made by Venmo, Zelle, Cash or Check with no service fee. If you choose to pay by credit card a 2.9% service fee will be added. We do not keep a credit card on file but will contact you with a bill should there be any additional charges after your event.

OVERNIGHT RENTALS
Table rentals are for the day of the event only. We may be able to work with your venue and deliver the day before or pickup the day after but we cannot guarantee it.

If you will be keeping items overnight, they must be cleaned entirely of all water and food and covered with table covers which we will provide.

RENTAL USE & CARE
All candles must be in a glass container or set on a mirror, candle stand, glass or protective cover to eliminate wax spills on the wood. All food and drink spills should be wiped off following the event, especially for overnight rentals. Terrariums should never be used with real candles or water as they are decoration only.

No items should ever be stood on for any reason at any time. Especially our chairs, benches, & sofas.

Our items are inspected after delivery & set up. Any nicks or scratches will be noted. We are lenient with normal wear and tear during delivery setup and breakdown and understand that these things happen. However, burn marks, deep scratches, and obvious abuse will be billed to the client on a case-by-case basis.

LATE RETURNS
If picked up items are returned late, the customer will be charged for an additional day rental for each day the items are late.

DAMAGED/MISSING ITEMS
You are responsible for the care and treatement of all rental items from the time they are delivered until they are picked up. We will notify you if any items are damaged or missing within 24 hours. If items are damaged, you understand that you are responsible for repair costs. If items are damaged beyond repair, or missing, you understand that you are responsible for the replacement cost of each item, as determined by Cedar & Pine based on the cost to replace or repair the item. Replacement generally ranges from 5-8x the rental item cost. Please contact us with any questions or concerns! 

WEATHER RELATED ISSUES
Cedar & Pine Events (C&PE) does not issue refunds for any reason, including inclement weather. It is our desire that your event go as smoothly as possible. However, if you choose to chance the weather, you assume full responsibility for wind and weather damages. If it is raining or scheduled to rain at any time our items will be outside, an adequate tent, tarps, or indoor space must be provided. Should an issue arise, we will work with you to the best of our ability.

ORDERS AND CHANGES
All order/service changes must be emailed as to avoid any confusion. A detailed invoice will be submitted following any changes to your order by email. Emails are considered legal and binding and do not require a signature to be valid. All item prices are locked in at the time of booking. Pricing cannot be adjusted (either up or down) based on new pricing or promotions online.

FINAL COUNTS AND ORDER ADJUSTMENTS
We are happy to add and remove items from your order until two weeks before your event date when final payment is due. Your final count adjustment should be no more than a 25% reduction of your total order before delivery fee’s. For example, if you are contracted for 20 tables, reducing your order below 15 tables would be considered a partial cancellation and your deposit payment for the full cancelled portion of the order will be lost. These reductions are intended to be used for natural guest count fluctuation and small order changes only. We are flexible, but do ask that you try to give us a fairly accurate count when booking.

CANCELLATIONS & REFUNDS
Please be aware that once the contract is signed, and your event date scheduled, all other clients have been refused your specific rentals and services for your event date, and thus all payments are non-refundable. All services may be cancelled if received in writing no less than 30 days prior to the event. You would not be obligated to pay the balance of your invoice unless you placed a special order for an out-of-stock item. If your order is cancelled within 30 days of your event date the full balance will be due.

ORDER MINIMUM
For orders below our $350 minimum (before delivery fee’s), full payment is due at the time of booking.

NON-PAYMENT/BREACH OF CONTRACT
No services contained in this contract will be rendered, delivered, or available if the balance is not paid in full prior to your event. The last day to remove or add items from your order and complete full payment  is 2 weeks prior to your event. If payment is not received in a timely manner, C&PE will consider your rented items and services available for another client’s use. We understand that some things happen which are out of your control and we will work with you if you experience difficulty. Communicate with us!

WALKTHROUGH
We do not include a venue walk through in your contract and it is generally not necessary. In the case that you should need or want a walk through, we will be happy to meet you or your coordinator at your venue. A minimum $35 applies to all walkthroughs and will be automatically added to your invoice if you or your coordinator requests one.

VENUE REQUIREMENTS

If your venue requires any special furniture pads or protective materials for their floors you must notify us and either provide them yourselves or pay a fee for us to add them to our table legs for your event. If your venue requires special insurance beyond standard general liability please let us know at the time of booking.

USE OF EQUIPMENT
I understand that negligence on my part or the part of my guests in regards to operation or use of rental equipment does not constitute negligence on the part of C&PE and will not hold C&PE responsible for any injury, damage, personal loss or death as a result of my or my guests’ negligence. I will accept full responsibility for any accident, loss, damage, injury, theft, loss of limb, death or any other conceivable misfortune or accident that may occur as a result of the use, operation or transport of the rental items provided by Cedar & Pine Events by myself or any of my guests.

By signing this customer agreement, I confirm that I have read and fully understand the terms and conditions of this agreement.  By signing the customer agreement I am committing and agreeing to all terms and conditions of this rental agreement.

Pickup Order Terms & Conditions

PICKUP INFORMATION
All pickup orders include pickup 2 days before your event date and return 2 days after unless otherwise discussed. All items must be picked up from and returned to the address below.

PICKUP & RETURN ADDRESS
1671 Pepper Drive, El Cajon CA, 92021

RENTAL USE & CARE
Please return all items with their existing packaging materials, boxes, and padding.

  • For yard games, please ensure all bean bags, discs, and bolas are also counted and returned. There is a $20 replacement fee for missing beanbag sets & missing bolas.
  • Terrariums should never be used with real candles or water as they are decoration only and can rust or crack easily.
  • When packaging breakable items for return please make sure they are well padded so they will not be damaged during transportation.

LATE RETURNS & MISSING ITEMS
Late returns will incur a fee of 25% of the rental order per day. Please contact us if your order will be returned late. We do count on getting your rentals back on time to fulfill other orders. We ask that you treat our items with care and return them in the same condition as when they were picked up.  We will notify you if any items are damaged or missing within 24 hours of item return. If items are damaged, you understand that you are responsible for repair costs. If items are damaged beyond repair, or missing, you understand that you are responsible for the replacement cost of each item, as determined by Cedar & Pine based on the cost to replace or repair the item. Please contact us with any questions or concerns!

CANCELLATIONS & REFUNDS
Please be aware that once the contract is signed, and your event date scheduled, all other clients have been refused your specific rentals and services for your event date, and thus all payments are non-refundable. All services may be cancelled if received in writing no less than 30 days prior to the event. You would not be obligated to pay the balance of your invoice unless you placed a special order for an out-of-stock item. If your order is cancelled within 30 days of your event date the full balance will be due.

USE OF EQUIPMENT
I understand that negligence on my part or the part of my guests in regards to operation or use of rental equipment does not constitute negligence on the part of C&PE and will not hold C&PE responsible for any injury, damage, personal loss or death as a result of my or my guests’ negligence. I will accept full responsibility for any accident, loss, damage, injury, theft, loss of limb, death or any other conceivable misfortune or accident that may occur as a result of the use, operation or transport of the rental items provided by Cedar & Pine Events by myself or any of my guests.

By signing this customer agreement, I confirm that I have read and fully understand the terms and conditions of this agreement.  By signing the customer agreement I am committing and agreeing to all terms and conditions of this rental agreement.

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