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OCCASIO EVENT RENTALS – TERMS & CONDITIONS (v2.2)
1. RESPONSIBILITY OF USE & DISCLAIMER OF WARRANTIES
1.1 The Renter assumes full responsibility for the use, operation, handling, and possession of all rented equipment and services provided by Occasio Event Rentals (“Occasio”). Any risks, including but not limited to property damage, bodily injury, or death, are solely the responsibility of the Renter.
1.2 Occasio shall not be liable for any damage, injury, loss, or expense arising from the use, misuse, or handling of equipment or services. No warranties, express or implied, including warranties of merchantability or fitness for a particular purpose, are provided.
1.3 All equipment is guaranteed to be in good working condition at the time of delivery.
1.4 This waiver does not apply to claims arising solely from Occasio’s proven gross negligence, intentional misconduct, or violations of applicable law.
2. GOVERNING LAW & JURISDICTION
This Agreement shall be governed by and construed in accordance with the laws of the State of Texas. Venue for any legal action shall be in the State of Texas.
3. DISPUTE RESOLUTION & ARBITRATION
3.1 Any dispute arising under or related to this Agreement shall be resolved through binding arbitration in the State of Texas in accordance with the rules of the American Arbitration Association (AAA).
3.2 The prevailing party shall be entitled to recover reasonable attorney’s fees and arbitration costs.
4. DELIVERY & ACCESS POLICY
4.1 Delivery Window (Industry Standard)
Occasio will make reasonable efforts to deliver and set up equipment within the scheduled delivery window. All delivery and pickup times are estimates, not guarantees, and may be affected by traffic, weather, road conditions, venue access restrictions, crew delays, or coordination with other vendors.
A delivery window constitutes a target timeframe only and does not represent a binding commitment.
Occasio shall not be liable for indirect losses, penalties, venue fines, or damages resulting from delays beyond its control. If a guaranteed delivery time is required, it must be requested and approved in writing and may incur additional fees.
In no event shall Occasio’s liability for delays exceed the delivery or setup charge associated with the order.
4.2 Venue Access & Readiness
The Renter must ensure clear and timely access to the venue for delivery and pickup. If access is restricted, delayed, or denied, Occasio is not responsible for missed deadlines or penalties.
If the crew is unable to access the venue upon arrival, a waiting period of up to 15 minutes will be provided. After this period, a waiting fee of $75 per hour or rescheduling charges may apply.
4.3 Proof of Delivery
Occasio may document delivery and pickup using photographs, GPS records, timestamps, or digital sign-offs. These records serve as official proof of service completion.
5. SETUP & TEARDOWN POLICY
5.1 Setup and teardown services are optional and must be explicitly listed on the invoice.
5.2 If setup is not listed, the Renter is responsible for all assembly, placement, and stability of equipment.
5.3 When setup is included, the Renter must ensure that the setup area is clear, level, and accessible at the scheduled time.
5.4 Setup includes standard placement only and excludes décor styling, wiring, layout design, or coordination with other vendors unless explicitly stated.
5.5 Delays caused by venue rules, access restrictions, or other vendors do not constitute Occasio’s fault.
5.6 Additional labor due to venue rules, access delays, or scope changes will be billed at $75 per hour.
5.7 Occasio is not responsible for item stability or safety if the Renter performs setup independently.
6. EVENT SERVICES (REQUEST-BASED SERVICES)
6.1 Definition
Event Services include, but are not limited to: Event Decor & Styling, Mobile Restrooms, DJ & Music Services, Event Photography, Event Videography, Bartending Services, Kids Entertainment, Event Staffing / Event Assistants, Stage & Backdrop Design, Custom Signage & Branding, Catering Services, and Event Planning & Coordination.
6.2 Request-Based Nature
Event Services are customized and request-based. Pricing, scope, materials, staffing, equipment, and service level vary based on event requirements, venue conditions, duration, and selected budget.
6.3 No Charges at Checkout
Unless expressly stated in writing, Event Services are not charged at online checkout, even if added to the cart. All Event Service pricing is finalized only after review and written confirmation.
6.4 Scope Confirmation Required
Event Services are not considered confirmed until:
- Scope is reviewed
- Pricing is approved in writing
- The service appears on the final invoice or contract
6.5 Budget-Based Service Levels
Occasio serves events across all budget ranges. Service scope, materials, staffing, and production level will vary based on the selected budget. Budget-based limitations do not constitute a service failure when delivered within the approved scope.
6.6 Coordination & Fulfillment
Occasio acts as the primary point of coordination for Event Services and may fulfill services through its professional service network when required.
6.7 Event Services Cancellation
Confirmed Event Services may be subject to partial or full charges if cancelled, depending on preparation, staffing commitments, or logistical arrangements already made.
7. CONDITION REPORT & ACCEPTANCE
7.1 All items are inspected prior to delivery.
7.2 The Renter must sign the delivery checklist confirming quantity and condition.
7.3 Missing or damaged items must be reported immediately at delivery.
7.4 After acceptance, all items are deemed satisfactory and post-event claims are void.
8. PICKUP & LATE FEES
8.1 Pickup times are confirmed in writing.
8.2 Venue inaccessibility or client absence does not constitute Occasio’s fault.
8.3 Occasio is not responsible for venue fines caused by delays outside its control.
8.4 Reasonable flexibility must be allowed if external delays occur.
9. PAYMENT TERMS
9.1 A 50% non-refundable deposit secures the booking.
9.2 The remaining balance is due prior to delivery unless approved in writing.
9.3 A refundable security deposit of up to 25% may be held for damages or missing items and refunded within seven (7) business days after inspection.
9.4 Unpaid balances accrue interest at 2% per month.
9.5 Charges for Event Services may be added after booking and must be paid prior to service delivery unless otherwise approved.
10. CANCELLATION & REFUND POLICY
10.1 Cancellations within 14 days of the event forfeit the deposit.
10.2 Weather-related cancellations may be rescheduled subject to availability.
10.3 Refunds are issued at Occasio’s discretion and must be requested within 24 hours after the event.
10.4 Event Services may have separate cancellation timelines and may become non-refundable once confirmed.
11. LIABILITY & INDEMNIFICATION
11.1 The Renter assumes full responsibility for equipment and services during the rental period.
11.2 Occasio is not liable for damages, injuries, or venue penalties arising from misuse or delays beyond its control.
11.3 The Renter agrees to indemnify and hold Occasio harmless against all claims except those caused solely by Occasio’s proven gross negligence.
12. FORCE MAJEURE
Occasio shall not be liable for delays or inability to perform due to weather, natural disasters, pandemics, government actions, accidents, or events beyond its control.
13. DISPUTE NOTICE REQUIREMENT
13.1 Any dispute must be submitted in writing to [email protected] within 24 hours after the event.
13.2 Filing a dispute does not suspend payment obligations.
13.3 Occasio will respond within five (5) business days.
14. DOCUMENTATION & MEDIA RIGHTS
Occasio may photograph or record equipment and setups for insurance, quality control, and verification. Non-identifiable images may be used for marketing unless the client opts out in writing prior to the event.
15. ENTIRE AGREEMENT
This Agreement, together with the invoice and delivery checklist, constitutes the entire agreement and supersedes all prior communications.
16. LIMITATION OF LIABILITY
Occasio’s total liability shall not exceed the amount paid under this Agreement. Occasio shall not be liable for indirect, incidental, or consequential damages.
17. CLIENT COOPERATION
The Renter agrees to provide clear access and safe conditions for delivery, setup, and pickup. Delays or extra costs resulting from non-cooperation will be billed accordingly.
18. ACCEPTANCE OF TERMS
Acceptance of any quote, contract, invoice, or payment constitutes acceptance of these Terms & Conditions (v2.2). These Terms apply to all current and future rentals unless superseded by a newer version.