Rental Terms and Conditions
1. General Terms
It is agreed that the listed or attached equipment is rented from Celebration Station Event Rentals (“Celebration Station”) by the client for the client’s own use only. The equipment may not be loaned, sublet, mortgaged, transferred, or otherwise made available to any other party without prior written consent from Celebration Station.
The client assumes full responsibility for the rented equipment from the time it is delivered until it is picked up by Celebration Station and is liable for any loss, theft, damage, misuse, or destruction of the equipment arising from any cause during that period.
Once a booking has been confirmed, Celebration Station shall not be responsible for delays, interruptions, or cancellations caused by weather, venue issues, access restrictions, acts of third parties, or other circumstances beyond its control.
Celebration Station Event Rentals shall not be held liable for failure or delay in performing its obligations due to events beyond its reasonable control, including but not limited to acts of God, severe weather, fire, flood, government restrictions, labour disputes, or other unforeseen circumstances.
2. Inspection and Acceptance
The client acknowledges that they have had the opportunity to inspect the rented equipment and accept it as being in good condition, in proper working order, and suitable for its intended use.
The client agrees to inspect the equipment immediately upon delivery and to notify Celebration Station of any damage, defect, or concern prior to use. Continued possession or use of the equipment constitutes full acceptance of the equipment in its delivered condition.
The client further agrees to periodically inspect and monitor the equipment during the rental period and to discontinue use of any item that appears unsafe or defective, notifying Celebration Station immediately.
Items shown in photographs, promotional materials, or online listings may vary slightly in colour, finish, or appearance, but equivalent functionality will be provided.
3. Event Reservation
A signed rental agreement and a non-refundable deposit equal to fifty percent (50%) of the total rental price are required to reserve an event date and equipment.
No event date or equipment is guaranteed until both the signed agreement and required deposit have been received and accepted by Celebration Station.
If a booking is cancelled for any reason not otherwise specifically addressed in this agreement, the deposit shall be forfeited by the client.
4. Final Payment
The final payment of the outstanding balance is due before any delivery, setup, or release of equipment occurs.
Celebration Station reserves the right to refuse delivery, setup, or continued service if full payment has not been received prior to the scheduled start of the event.
If the client wishes to pay the remaining balance at the event site, this must be arranged and approved in advance by Celebration Station. In such cases, payment must still be completed in full before setup begins.
Failure to make the final payment in accordance with this section may be treated as a cancellation by the client and may result in forfeiture of amounts already paid.
5. Rental Period
The standard rental period is 6 hours between 8:00 AM and 8:00 PM on the same day, unless otherwise agreed in writing.
Any change to the rental period, including early delivery, late pickup, or extended use, must be requested in advance and approved by Celebration Station. Additional fees may apply.
The client is responsible for the care, supervision, storage, and protection of the equipment for the full rental period, including the time between delivery and pickup.
6. Delivery and Pick-Up
Rental items will generally be delivered at least one (1) hour prior to the scheduled event start time and picked up at the agreed end time, unless otherwise arranged in writing.
The client is responsible for ensuring that the site is accessible, safe, and ready for delivery and setup at the agreed time. Delays caused by site access issues, venue restrictions, or client unavailability may result in reduced rental time without refund and may also result in additional charges.
Any requested change to delivery or pickup times must be approved by Celebration Station in advance and documented in the rental information.
7. Delivery Area and Charges
Celebration Station offers free delivery for rental equipment within a 50 km radius of Airdrie, Alberta, unless otherwise stated.
For deliveries beyond 50 km, additional delivery charges will apply based on distance, location, and logistics. The client is responsible for all applicable delivery, mileage, or special access fees associated with locations outside the standard service area.
Celebration Station reserves the right to decline delivery to any location that is unsafe, inaccessible, impractical, or outside its service capability.
8. Security Deposit
A security deposit is required and must be paid before any setup or delivery occurs. Payment may be made by e-transfer, POS terminal, or another approved payment method.
The security deposit will be held until all rented equipment has been returned, collected, and inspected by Celebration Station and confirmed to be in the same condition in which it was delivered, normal wear and tear excepted.
If the total rental value is $250 or less, the required security deposit is $250. If the total rental value exceeds $250, the security deposit shall equal the full rental amount, unless otherwise stated in writing.
The security deposit may be applied toward repair costs, replacement costs, cleaning charges, late fees, or any other amounts owing under this agreement. Any remaining balance of the security deposit will be returned within 24 hours of final inspection to the original payment method, where possible.
9. Cancellation and Weather Policy
All cancellations must be submitted in writing by the client.
The 50% deposit is non-refundable. If the client cancels the rental for any reason, the deposit will be retained by Celebration Station.
If cancellation occurs within 24 hours of the scheduled event start time, Celebration Station reserves the right to retain any additional payments made, particularly where equipment has already been reserved, scheduled, loaded, delivered, or staff have been assigned.
If inclement weather occurs during the rental period, the client is solely responsible for moving the equipment to a safe, dry, and protected location and for discontinuing use where conditions become unsafe.
If severe weather occurs prior to the event and the venue does not have an indoor or otherwise suitable contingency plan, Celebration Station may, at its sole discretion, allow the deposit to be applied toward a future booking to be used within 6 months of the original event date.
10. Equipment Unavailability or Venue Restrictions
If rented equipment becomes unavailable before the event due to damage, theft, operational issues, or any other reason beyond Celebration Station’s reasonable control, Celebration Station may provide a comparable replacement item where available or issue a refund for the unavailable item.
If a venue, property owner, or site manager determines that a rented item is unsuitable for the location or may cause damage to the venue or the equipment itself, Celebration Station may refuse setup or use of that item at the site.
In such cases, Celebration Station may offer a suitable alternate item, apply a price adjustment where appropriate, or issue a refund for the affected item. Celebration Station shall not be liable for any indirect losses arising from such substitution, restriction, or cancellation.
11. Appropriate Use of Equipment
All rented equipment must be used in a safe, respectful, and reasonable manner and strictly in accordance with any instructions, guidelines, or rules provided by Celebration Station.
The client is responsible for ensuring that the equipment is not misused, abused, altered, overloaded, climbed on, struck improperly, attached to, hung from, or used in any manner likely to cause injury or damage.
Prohibited misuse includes, but is not limited to, hanging objects from equipment, attaching decorations or fixtures, placing food or drinks on equipment, standing or sitting on equipment not designed for that purpose, and using any equipment in a careless, reckless, or negligent manner.
12. Operation of Equipment
The client agrees that all rented equipment shall be operated only by persons who are competent, capable, and physically able to use it safely and properly.
The client is responsible for ensuring that all users receive and follow any operating instructions or usage guidelines supplied by Celebration Station.
Neglect, misuse, improper operation, unauthorized modification, or failure to follow instructions may result in immediate suspension of use, additional charges, forfeiture of the security deposit, and liability for resulting damage or loss.
13. Wear and Tear
Normal wear and tear is expected in the ordinary course of rental use and shall not be charged to the client.
Normal wear and tear includes minor cosmetic marks, superficial scuffs, light surface blemishes, and reasonable appearance changes resulting from ordinary use that do not affect the function or rental value of the equipment.
Any damage beyond normal wear and tear shall remain the responsibility of the client.
14. Repairable Damage
The client is responsible for all damage occurring during the rental period that is beyond normal wear and tear and that requires repair, restoration, replacement parts, special cleaning, or labour to return the equipment to rentable condition.
Celebration Station may inspect, photograph, and document the condition of the equipment before and after the rental period to support any claim for repair costs.
Repair costs may be deducted from the security deposit. If repair costs exceed the amount of the security deposit, the client remains fully responsible for the outstanding balance.
15. Damage Beyond Repair or Theft
If any rented equipment is lost, stolen, destroyed, or damaged beyond economical repair during the rental period, the client shall be responsible for the full replacement value of the item, as determined by Celebration Station.
Where the damaged or lost item is handmade, custom-built, specialty, or made from premium materials, the client acknowledges that replacement may require substantial cost, sourcing time, labour, and business interruption.
In addition to replacement cost, the client may also be responsible for associated financial losses sustained by Celebration Station, including cancelled bookings, refunds to other customers, and lost rental opportunities caused by the item being unavailable.
16. Supervision and Care
The client agrees to supervise the operation, use, handling, and storage of the rented equipment continuously from the time it is delivered until it is picked up.
The client is solely responsible for the conduct of guests, invitees, attendees, and all other persons who may access or use the equipment during the rental period.
The client agrees to return the equipment in the same condition in which it was received, normal wear and tear excepted, and to ensure that it remains secure, protected, and properly cared for at all times.
If the equipment is not returned in proper condition, is not available at the agreed pickup time, or has been moved, altered, or exposed to avoidable damage, the client shall be liable for all resulting costs.
17. Location Access
The rented equipment shall remain at the address listed on the rental agreement unless prior written approval is obtained from Celebration Station for relocation.
The client confirms that they have the authority to permit delivery, setup, use, and pickup of the equipment at the stated location and that the location is safe and suitable for the rented items.
The client grants Celebration Station, its staff, contractors, and representatives the right to enter the property or venue as reasonably necessary for delivery, setup, adjustment, inspection, removal, and pickup of the rented equipment.
18. Warranties
All rented equipment is provided on an “as is” basis.
To the fullest extent permitted by law, Celebration Station disclaims all warranties, whether express or implied, including any warranty of merchantability, fitness for a particular purpose, condition, durability, or suitability for the client’s intended use.
The client agrees to notify Celebration Station immediately if any rented item appears defective, unsafe, or not in proper working condition and to stop using that item until further direction is provided.
19. Liability and Indemnity
Use of the rented equipment is entirely at the client’s own risk.
The client is solely responsible for ensuring that all users, guests, invitees, and attendees use the equipment in a safe, lawful, and respectful manner and in accordance with all instructions and warnings provided.
To the fullest extent permitted by law, Celebration Station, its owners, employees, contractors, and representatives shall not be liable for any injury, death, loss, damage, cost, claim, or expense arising from or related to the use, misuse, transport, storage, operation, setup conditions, or supervision of the rented equipment during the rental period.
Celebration Station’s total liability under this agreement, whether in contract, tort, negligence, or otherwise, shall not exceed the total amount actually paid by the client for the rental, including any security deposit paid.
The client agrees to indemnify and hold harmless Celebration Station Event Rentals, its owners, and representatives from any and all claims, damages, losses, liabilities, costs, or injuries arising from the use, operation, misuse, possession, or supervision of the rented equipment.
20. Safety Warnings
The client agrees to follow all operating rules, safety instructions, and posted warnings whenever the rented equipment is in use.
Equipment must not be used near fire, open flame, heaters, barbecues, or other heat sources, and must not be exposed to rain, snow, strong wind, standing water, or any unsafe or extreme weather condition.
The client agrees to immediately discontinue use of any equipment if conditions become unsafe or if continued use may risk injury, damage, or loss.
21. Dispute Resolution
In the unlikely event of a dispute or dissatisfaction regarding the rental services provided, both parties agree to act reasonably and in good faith to attempt to resolve the matter informally before pursuing other remedies.
Celebration Station may, at its sole discretion and without admission of liability, offer a reasonable remedy such as substitution, partial credit, discount, or refund where it considers such action appropriate in the circumstances.
Nothing in this section limits Celebration Station’s right to recover unpaid amounts, repair costs, replacement costs, or other damages owing under this agreement.
22. Agreement
I acknowledge that I have read, understood, and agreed to all of the Rental Terms & Conditions set out above.
I understand that these terms form part of the rental agreement between myself and Celebration Station Event Rentals and that I am legally responsible for complying with them
Client Signature: _________________________________ Date: ____________
Name (Print): ____________________________________