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Booking Form & Rental Agreement

CONTACT INFORMATION:

RENTAL SUMMARY:

Product:

{product_id}

Price per item: 

{price/item}

Requested quantity:

{quantity}

Product Total:

{product price total}

Due:

{product price due}

Rental Start  Date:

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Rental End Date:

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Product:

{product_id}

Price per item:

{quantity}

Requested quantity:

{quantity}

Product Total:

{product price total}

Due:

{product price total}

Rental Start Date:

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Rental End Date:

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RENTAL DETAILS:

Payment Terms:

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Security Deposit: 50% of the total fee is required at the time of booking to secure the reservation and is applied towards the total rental fee. This security deposit serves to protect the booking against last-minute cancellations.

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Payment Schedule: 50% deposit at booking, remaining 50% due at pick-up on the first day of the rental period.​

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  Total Rental Fee:                                                                                 

                    Security Deposit:                                        (due at time of booking)

Remaining Amount Owing:                                        (due at pick-up)

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Damage Deposit Required:                                         (see liabilities & damages section)

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Payment Method: The security deposit is collected at the time of booking through our website via secure checkout and requires a valid debit or credit card. The remaining balance is due at pickup and must be submitted as an e-transfer to lilyofthevalleyeventrentals@gmail.com before rental items are released. Where a damage deposit applies, it will be automatically charged to the card on file on the first day of your rental period.

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Note: Setup and takedown of items are not included in the rental fee. These services can be provided for an additional fee, subject to agreement between the Renter and LOTVER.

{ due price }

{ due price }

{ total rental cost }

{ due price }

Rental Period:

Standard 5-day rental period, unless otherwise agreed.

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             Pick-up Date:                                                         (Date of transfer to Renter)

            Drop Off Date:                                                         (Date of return to Owner)

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Late returns will incur additional rental fees equal to the full amount every 24hrs past the due date. 

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Pick-Up and Drop-Off Details:

Location:       80 Carrington Plaza NW, Calgary, Alberta

Dates:              As specified in the Rental Period section.

Cancellation Policy:

In anticipation of unforeseen circumstances, both parties will adhere to the following cancellation policy: At the time of booking, 50% of the security deposit is deemed non-refundable, reflecting the commitment made to reserve the requested item(s). In the event of cancellation, both parties will adhere to the following table. To initiate a cancellation, renters are required to notify LOTVER Owner/Operator by 11:59 MST within the specified date range. All cancellation requests must be sent via email at lilyofthevalleyeventrentals@gmail.com. 

 Cancellations made:              Non-Refundable/Forfeited Amount:                Amount Returned to Renter:               Example using $100 total rental fee                                                                                                                                                                            ($50.00 Security Deposit):

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    More than 90 days                          50% of deposit forfeited                              50% of deposit returned via                               $25 non-refundable, 

     before start date                                                                                               original payment method                                       $25 refunded

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   Less than 90 days but                                                                                       25% of deposit returned via                               $37.5 non-refundable,

    more than 30 days                            75% of deposit forfeited                              original payment method                                     $12.5 refunded.

      before start date 

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    Less than 30 days                           100% of deposit forfeited                              0% of deposit returned                                     $50 non-refundable,

     before start date                                                                                                                                                                              $0 refunded.

Rental Item Care & Required State of Return:

Upon completion of renter’s event, the expected state of return of rental items is as follows. 

  • Dinnerware (including plates, cutlery, beverage dispensers, and beverage pitchers) should be rinsed of any food or sticky liquids. 

  • Glassware should be returned stem-down/face up in the provided glass storage bins to minimize liquid leaks during transport which will cause unnecessary dirtying of storage containers.

  • Chargers are decorative and should not be used as a substitution for dinner plate.

  • Napkins should be debris-free (shaken) and placed in a disposable garbage bag. Unused napkins (if applicable) can be returned separately.

  • Flower Walls (including stands) should be returned in the original boxes provided. Take-down instructions are provided to explain how best to fold walls to ensure they fit in original boxes.  Do not dispose of fallen artificial flowers as they will be re-sewn to the wall following return, instead place flowers into a separate bag and include with the return of the wall.

  • Ground Floral Arrangements should be repackaged as carefully as possible in the original packaging provided. Please note that the original packaging is fitted, so please take care when repacking to avoid damage.

  • Neon Signs should be properly re-wrapped in protective packaging (i.e. bubble wrap) and returned in the original boxes provided. Boxes are custom made to fit each neon sign and replacement cost is high. Ensure all cords are returned to owner. 

Liability & Damages:

The Renter acknowledges and agrees to assume full responsibility for the rented items during the rental period. This includes liability for any loss, damage, or destruction of the items, except for normal wear and tear. The Renter is responsible for verifying the quantity and condition of all items at the time of pick-up. Any discrepancies must be raised with LOTVER before leaving the pick-up location. Once items have left the premises, LOTVER will assume all quantities and conditions were accepted by the Renter. LOTVER recommends that the Renter take photographs of the items before use to document their initial condition. In the event of any damage, LOTVER will provide an itemized statement of such damages or losses within a reasonable time frame after the return of the items. The Renter's liability for damages shall not exceed the replacement cost of the rented items. The Renter also assumes full responsibility for any loss or damage that occurs during transportation to and from the event venue. LOTVER is not liable for damage incurred during loading, unloading, or transit. If rental items are handled by a third party (including but not limited to venue staff, event coordinators, or caterers), the Renter remains fully responsible for any resulting loss or damage.

 

In certain circumstances, typically for requests involving high volumes of glassware, plates, or other fragile items, LOTVER may require the Renter to provide an additional damage deposit. Where applicable, the damage deposit will be automatically charged to the card on file (the original payment method used at the time of booking) on the rental start date. The deposit will be held until all items have been returned and inspected. If items are returned in their original condition and total quantity, the damage deposit will be refunded in full via e-transfer no later than 72 hours following the rental end date. If items are not returned in their original quantity or condition, LOTVER reserves the right to withhold a portion of the deposit as deemed fair and necessary to cover cleaning, repair, or replacement costs. The amount retained will be communicated to the Renter by LOTVER.

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While LOTVER is not responsible for indirect or consequential damages resulting from the use or misuse of the rented items, we are committed to working with our clients to resolve any issues fairly and reasonably.

Indemnification:

The Renter agrees to indemnify, defend, and hold harmless Lily of The Valley Event Rentals (LOTVER) and its employees, agents, and affiliates from and against any and all claims, liabilities, damages, losses, and expenses, including reasonable attorneys' fees and costs, arising out of or in any way connected with the Renter's use, transportation, and storage of the rented items. This indemnification includes, but is not limited to, any injury, damage, or loss that occurs as a result of the Renter's negligence, misuse of items, or failure to comply with any terms of this Agreement. LOTVER's liability shall be limited to the total rental fee paid by the Renter and shall not extend to any indirect or consequential damages.

Use Restrictions:

​Rental items may be used outdoors at the Renter's discretion. However, the Renter assumes full responsibility for any damage caused by weather, moisture, wind, or other outdoor conditions. LOTVER strongly recommends that items, particularly flower walls and floral arrangements, be kept in covered or sheltered areas when used outdoors.

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The rented items must not be used for illegal activities, in hazardous environments, or in any manner that could cause undue wear or damage. The Renter agrees to comply with all local laws and regulations regarding the use of the rented items.

Force Majeure:

Neither party shall be liable for any failure or delay in performing its obligations under this Agreement due to unforeseen circumstances or causes beyond its reasonable control, including but not limited to natural disasters, wars, or government-imposed restrictions. Note that this clause does not cover event cancellations, changes in plans, or other foreseeable or controllable situations that might lead to a last-minute cancellation of the rental. The standard cancellation policy as outlined in this Agreement will apply in such cases.

 

Both parties agree that in the case of a force majeure event, they will work together in good faith to reschedule the rental or find a mutually acceptable solution.

Item Availability: In the unlikely event that a reserved item becomes unavailable prior to the rental start date, LOTVER will notify the Renter as soon as possible and make reasonable efforts to provide a comparable substitute. If a suitable substitute cannot be arranged, the Renter will receive a full refund for the unavailable item.

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