Rental Terms & Conditions

1. Reservation Retainer & Date Confirmation

All rental reservations require a non-refundable retainer fee (typically 30% to 50%) alongside a signed rental agreement to secure specific dates, furniture inventory, or bespoke stage designs. Submitting an online quote inquiry does not place inventory on hold until the security retainer has cleared.

2. Final Balance & Payment Schedule

The remaining contract balance must be paid in full at least 14 calendar days prior to the scheduled event setup date. Bookings made inside of 14 days must be paid in full immediately upon confirmation. Late balances may result in cancellation of dispatch crews and forfeiture of the initial retainer.

3. Delivery, Venue Access & Rigging Logistics

The client is responsible for ensuring our crew is granted full access to the venue setup zone at the agreed-upon load-in window.

• Delivery rates are calculated based on standard ground-floor or freight-elevator loading access.
• Unscheduled flight stairs, restricted clearance doors, or delays exceeding 30 minutes caused by venue lockouts will incur an additional logistics fee.
• Our staff will inspect and position items according to the approved floor plan; once positioned and signed off, assets may not be relocated by guests.

4. Inventory Care & Security Deposit

All equipment, custom backdrop frames, throne suites, floral walls, linens, and decor pieces remain the sole property of VMax Decor & Party Rentals. A refundable security/damage hold may be authorized prior to dispatch.

• Linens & Textiles: Must be kept free of permanent burns, candle wax, cuts, and ink. Damaged linens are billed at replacement cost.
• Backdrops & Thrones: Under no circumstances may clients or guests use open flames, heavy tape, glue, or sharp fasteners on custom fabrics, arches, or upholstered chairs.
• Loss / Severe Damage: The client assumes full financial liability for repair or total replacement of any missing, broken, or stolen items.

5. Outdoor Installations & Inclement Weather

Delicate floral arrangements, luxury upholstered seating, and electrical lighting assets are strictly protected from rain, severe wind, or wet soil.

If outdoor conditions pose a hazard to our items or personnel, VMax reserves the right to require an indoor backup setup location. Retainers cannot be refunded due to inclement weather cancellations.

6. Rescheduling & Cancellations

Cancellations made more than 30 days prior to the event will forfeit only the initial deposit. Cancellations made inside of 14 days remain liable for the full contracted amount. Rescheduling requests are subject to equipment availability and must be submitted in writing at least 14 days before the scheduled date.