The Sunshine ranch events llc
Equipment Rental agreement

Pricing and Product Availability

We hold pricing and guarantee product availability for 14 days after the proposal date.

Rental Dates

Orders may be picked up the day before an event and are due back the day following. Please call with special circumstances or if you need special help.  Additional days incur an additional day's rental fee without prior approval.

Required Deposit/Paperwork

The Sunshine Ranch Events LLC require a signed Customer Agreement and 50% deposit. Final payment with changes, substitutions and final counts are due within 7 days prior to the event.

Late Returns

If items are returned late, the customer will be charged for an additional day. If items are not returned within three days and customer is not able to be reached, replacement fees will be assessed and charged to the credit card on file.  Communication is important.

Pick-Up Rental Requirements

Rentals must be picked-up in a secure vehicle.  A credit card and ID from the card holder must be on file.  Items must be returned on your due date to avoid additional charges.  Any items missing upon return are automatically charged for replacement or late fee (additional day).  Client is to inform us upon arrival if something is damaged or missing.

Damaged/Missing Items

Renter assumes full responsibility of item upon possession, and agrees to pay full replacement cost for lost or damaged items.  

Pricing Policies

Rental Prices are subject to change without notice. Price quotes are valid for 14 days. Orders with special pricing must be booked by the date specified. All rental prices are non-negotiable.

Weather Related Issues

The Sunshine Ranch Events LLC does not issue refunds for any reason, including inclement weather.  Should bad weather or wind become an issue, The Sunshine Ranch Events LLC reserves the right to refuse or release such items and offer a substitution of in-stock items to help facilitate an indoor function.  The client assumes all risks and hardships involved with having an outdoor event. Please discuss “Plan B” with your coordinator. The Sunshine Ranch Events LLC is not responsible for revising your event design the day or two prior to your event, should inclement weather be ensuing.  It is our desire that your event go as smoothly as possible. However, if you choose to chance the weather, the client assumes full responsibility for wind and weather damages.


Payment Terms

Credit Card Terms

A valid credit card must be kept on file. The credit card will be used for damages, missing items, late fees, replacement fees, cleaning fees, or added services as outlined above.  The credit card will be charged if changes are made the day of the event, such as added services, labor or additional items are requested or required. If you submit a check that is subsequently returned, you will be required to pay in cash or credit card only. A $30 fee is assessed on all returned checks. Late payments – refers to any payment not received in our office seven (7) days prior to event date.  Payments after this date will have to be made by cash or by bringing in client credit card and swiping it in our office which requires a client’s signature. Check payments are not accepted the week of the event.

Payment for Damaged/Missing Items

When you return your items, we will check the items in and you will be notified by phone of any missing or damaged items within seven (7) days.  The Sunshine Ranch Events LLC will notify you within one week of the event if damages are discovered, or items are found to be missing upon sorting, laundering and counting.  Damaged items are discarded within 10 days unless the client requests to come pick them up. After 10 days, the client gives up rights to the item(s). Photos of damages will be submitted as proof upon request. If damaged items are not paid for within 7 days, the credit card on file will be billed, unless payment arrangements have been setup with the owners.

Orders and changes

All order/service changes must be placed in writing or emailed as to avoid any confusion. A detailed invoice will be submitted following any changes to your order by email or fax. Additional services require an appropriate deposit and will be charged to your credit card unless other terms are specified. Emails are considered legal and binding and do not require a signature to be valid. If changes are made the day of the event, a responsible party must sign for them upon delivery, pay with cash, or the credit card will be billed automatically.  Substitutions are allowed with a 14 day notice. No substitutions are allowed within fourteen (14) days of the event. Items may be allowed based on availability.

Cancellations

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 later than 14 days prior to the event.

Photography Release

By signing this agreement, you give The Sunshine Ranch Events LLC (The Sunshine Ranch Events LLC) permission to use the photos that we take at your event on our website and advertisements, materials, etc, with the understanding that you will not profit from them in any way.

Non-Payment/Breach of Contract

No services contained in this contract will be rendered, delivered, or available if balance is not paid in full prior to your event. The last day to remove items from your order is 1 week prior to your event.

The following circumstances are considered a breach of contract:

  • If payments are not received by the due date, and the credit card on file becomes invalid, expires, or we are unable to authorize it, your non-payment will be considered a breach of contract, and all previous payments are forfeited.

  • If payment is not received in a timely manner, The Sunshine Ranch Events LLC will consider your rented items and services available for another client’s use. The Sunshine Ranch Events LLC is not contractually obligated to accept payments beyond the due date, nor refund previous payments. We will schedule another client’s event on your event date if we have been unsuccessful in contacting you or obtaining a response from you regarding payment. We will attempt to contact you using all phone numbers and email addresses. You will not receive a notice in the mail.  We understand that some things happen which are out of your control and we will work with you if you experience difficulty. It is possible to modify your contract, but must be approved by The Sunshine Ranch Events LLC.

Outside Decorators

If you, your family members and friends are opting to decorate yourself, or use your own decorator, such person(s) are also required to abide by our guidelines, but you (the client) will be held responsible for damaged or missing items.

Damaged Rentals

Wax Damage to Linens - If damage or stains occur which require extra cleaning, client will be notified and billed of such services within 10 days after the event. Such damages would include wax stains. This is the most common cause of damages to linens. 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 linen. No candles are to be placed directly on the linen without an appropriate holder. If burns occur, the item is considered damaged, and must be replaced. If there are any wax stains at all, even a small dot, the item will be considered damaged and will also need to be replaced.

Ink Damage to Linens - Ink and marker stains will not come out, so please do not provide coloring books for children on tables that you have rented linens for. Butcher paper from the craft store is more appropriate. You can still create a centerpiece for the children’s table to tie it in with your other guest tables.

Chocolate Stain to Linens - The client assumes full responsibility for the chocolate stains and replacement costs.

Misuse of Items

Upon pickup, if The Sunshine Ranch Events LLC perceives that misuse will occur, we will NOT release the items and no refunds will be issued. When you sign your order at pick up you are signing that you have received all of your items in good condition.  You are also agreeing that the items are the correct items.

Replacement Costs for Missing or Damage Items

White Folding Chairs: $25 each
60” Round Folding Table: $120.00 each
90” Round Table Linen: $70 each