TERMS AND CONDITIONS OF RENTAL AGREEMENT
Effective Date: March 22, 2026
Halton Event Rentals (“Halton Event Rentals”, “Company”, “we”, “us”, or “our”)
1236 Speers Rd, Unit 11, Oakville, ON L6L 2X4
Phone: (437) 605‑3938 | Email: info@haltoneventrentals.com
IMPORTANT – PLEASE READ CAREFULLY
By (a) using our website haltoneventrentals.com, (b) placing an order online, by phone, or in person, (c) paying any amount towards an order, or (d) accepting delivery or pickup of any equipment, you (“Customer”, “you”, or “your”) agree to be legally bound by this Rental Agreement and Terms and Conditions (“Terms”). If you do not agree, do not place an order or use our services.
At checkout, you will be required to check a box stating:
“I have read and agree to Halton Event Rentals’ Terms and Conditions, and I understand this agreement will also appear on my invoice as a binding rental contract.”
1. Definitions
1.1 “Agreement” or “Rental Agreement” means these Terms together with any electronic estimate, invoice, order confirmation, or delivery receipt issued by Halton Event Rentals.
1.2 “Equipment” means all rental items listed on the Rental Agreement, including tents, tables, chairs, linens, dishware, décor, A/V, accessories, and any related parts, cases, and packaging.
1.3 “Rental Center” means our warehouse and office at 1236 Speers Rd, Unit 11, Oakville, ON L6L 2X4, and any other facility we use for storage or distribution.
1.4 “Customer” includes the person placing the order, the event host, the person paying, and any agents, contractors, or representatives acting on their behalf.
2. Eligibility and Identification
2.1 You must be at least 18 years of age and able to enter into a binding contract under the laws of Ontario.
2.2 A valid government‑issued photo ID and a valid credit card are required to rent Equipment.
3. Reservations, Deposits, and Payment
3.1 Deposit and Confirmation
A non‑refundable deposit is required to confirm all reservations.
For orders with a total (before tax) under $2,000, the deposit is 25% of the total order amount.
For orders with a total of $2,000 or more, the deposit is 50% of the total order amount.
The deposit is calculated as a percentage of the total invoice amount (rental fees, delivery, setup, and other applicable charges) and is applied toward your final balance.
A reservation is not confirmed until the required deposit has been paid and we have accepted your order.
3.2 Payment Schedule
The remaining balance is due seven (7) days prior to the event date unless otherwise stated on your Rental Agreement.
By booking, you authorize us to automatically charge the card on file for any remaining balance on or after the due date.
Same‑day or last‑minute bookings may require full payment at the time of booking.
3.3 Accepted Payment Methods
We accept e‑transfer to info@haltoneventrentals.com, cash, major credit cards, and cheques payable to “Halton Event Rentals” (subject to clearance).
3.4 Late Payments and Non‑Payment
If payment is not received by the due date:
We may cancel the order without refunding the deposit.
We may charge a late payment fee and interest permitted by law, and you will be responsible for all collection costs, including legal fees.
3.5 Credit Card Authorization
You authorize Halton Event Rentals to charge your credit card or any other payment method on file for:
All rental fees, delivery fees, setup fees, and taxes.
Cleaning fees, missing or damaged items, late return charges, labour charges, and any other fees set out in this Agreement.
4. Cancellations and Changes
4.1 New Orders – 24‑Hour Cancellation Window
For new orders placed online, you may cancel within 24 hours of placing the order for a full refund of all amounts paid.
4.2 After 24 Hours – Deposit Non‑Refundable
After the 24‑hour window, the deposit (25% for orders under $2,000 or 50% for orders $2,000+) is non‑refundable under all circumstances.
If you cancel more than 7 days before the event date, you will forfeit only the deposit; the remaining balance will be refunded.
If you cancel within 7 days of the event date, the full invoice amount remains due and no refund will be issued.
4.3 Order Adjustments
Adjustments or reductions to your order are permitted up to seven (7) days before delivery or pickup, but the total invoice value cannot be reduced below the original amount.
Additions are allowed subject to availability and may incur additional delivery or setup charges.
4.4 Force Majeure
Halton Event Rentals is not liable for any delay or failure to perform due to causes beyond our reasonable control (e.g., severe weather, accidents, road closures, supplier issues, pandemics). In such cases we may: reschedule, offer substitutions, provide rental credit, or refund amounts paid in excess of the deposit. Our maximum liability is limited to the amount you have paid for the affected rental.
5. Website Use and Online Booking
5.1 Your use of haltoneventrentals.com and any online booking tools (including checkout) is subject to these Terms.
5.2 You are responsible for ensuring all information submitted (dates, times, addresses, contact details, item quantities) is accurate and complete.
5.3 By checking the “I agree” box at checkout or submitting payment, you confirm that you have read and accepted these Terms and that you consent to electronic communications.
5.4 Delivery‑Fee Adjustment Right
Halton Event Rentals reserves the right to adjust the delivery fee based on the actual order size, distance, access conditions, and labour effort required, if the options selected during online booking do not match the real‑world requirements. Any adjustment will be communicated to you prior to delivery; acceptance of delivery or pickup constitutes agreement to the adjusted fee.
6. Delivery, Pickup, and Inspection
6.1 Delivery Service
Delivery and pickup are offered for an additional fee based on distance, size of order, and access conditions.
Delivery dates and times are approximate and may vary due to traffic, weather, and other factors outside our control.
6.2 Customer Pickup and Return
If you choose to pick up and/or return Equipment:
You are responsible for loading, securing, and transporting all items.
Halton Event Rentals is not responsible for any damage to your vehicle or property during loading, unloading, or transport.
Pickup and return must occur during our posted hours or the times specified in your Rental Agreement.
6.3 Inspection, Acceptance, and Responsibility
Upon delivery or pickup, you are responsible for inspecting all Equipment and counting all items.
By signing the delivery receipt, accepting the Equipment, or failing to notify us promptly of any issue, you accept that all Equipment is present and in good working condition.
Once the Equipment leaves our possession (via delivery or pickup), all responsibility for the Equipment passes to you.
You agree that any item that is damaged or non‑functional after delivery or pickup is your responsibility, and you may not later dispute that items are missing or not working unless you documented and reported the issue at the time of delivery/pickup.
6.4 Access Requirements
You must ensure:
Accurate delivery address and site contact information.
Clear and safe access to the drop‑off and pickup location (no locked gates, blocked driveways, unsafe stairs, or hazardous conditions).
Someone 18 years or older is present to receive the Equipment or provide access.
6.5 Failed Delivery or Pickup
If we are unable to complete delivery or pickup because of inaccurate information, lack of access, unsafe conditions, or no one present, we may charge additional delivery/pickup and waiting fees and any resulting extra labour costs.
7. Rental Period, Risk of Loss, and Late Returns
7.1 Rental Period
The rental period begins at the time specified on your Rental Agreement and ends when the Equipment is scheduled to be returned or picked up.
7.2 Risk of Loss
Risk of loss, theft, damage, or destruction passes to you when the Equipment is delivered to you, your representative, or your site, or when you pick it up from us, and remains with you until the Equipment is returned to and accepted by Halton Event Rentals.
7.3 Late Returns / Missed Pickup
If Equipment is not ready for pickup at the scheduled time or is returned late, you may be charged additional rental days at our then‑current rates and any additional labour or transport costs incurred.
8. Use of Equipment and Safety
8.1 You agree to use the Equipment only for its intended purpose and in a safe and responsible manner, following all instructions provided by us or the manufacturer.
8.2 You shall not:
Sublet, loan, or assign the Equipment to any other party.
Alter, repair, or modify the Equipment.
Use the Equipment in any unlawful manner or in violation of any by‑law, fire code, venue rule, or other regulation.
8.3 Weather and Tents
Tents and similar structures provide limited protection from weather.
You are responsible for monitoring weather conditions and immediately evacuating any tent or structure in the event of high winds, lightning, storms, or other dangerous conditions.
We reserve the right to refuse or delay installation, or to dismantle Equipment early, if we determine conditions are unsafe.
9. Cleaning, Condition, and Setup/Teardown
9.1 Condition at Return / Pickup
Equipment must be returned or made available for pickup in the same condition as received, normal wear and tear excepted.
9.2 Cleaning Fees
We may charge additional cleaning fees if items are returned excessively dirty, greasy, or with stuck‑on food, wax, burns, or other residues. Examples include:
Coffee urns not rinsed: $10 per urn.
Popcorn machine not wiped clean: $30 per machine.
Cotton candy machine not wiped clean: $20 per machine.
Other items (linens, dishes, décor, etc.) may incur custom cleaning fees depending on the extent of dirt, staining, or required labour.
9.3 Setup and Teardown
Unless your Rental Agreement explicitly includes setup and teardown services, you are responsible for setting up and taking down tables, chairs, and other items.
Tables and chairs must be folded and/or stacked in the same location as delivered, and all décor, tape, and personal items must be removed prior to pickup.
If items are not properly prepared, we may charge additional labour fees for setup, teardown, or collection of scattered items.
10. Damage, Missing Items, and Security
10.1 Responsibility for Loss or Damage
You are fully responsible for any loss, theft, or damage to Equipment from any cause during the rental period, including damage by guests, vendors, or third parties.
10.2 Charges for Damage or Loss
We may charge:
Repair costs for damaged but repairable items.
Full replacement cost for items that are lost, stolen, or damaged beyond repair (including cases, crates, and containers).
Replacement cost for any items not returned within a reasonable time after the end of the rental period.
10.3 Reporting
You must promptly report any damage, malfunction, or missing items as soon as you become aware of them.
11. Right of Entry and Repossession
11.1 Halton Event Rentals retains all ownership rights to the Equipment.
11.2 If you fail to return the Equipment when due, or if you breach this Agreement, we may enter the premises where the Equipment is located (to the extent permitted by law and with any necessary consents) to recover our property, without notice and without liability for trespass or damages arising from such entry, except in cases of our gross negligence or wilful misconduct.
12. Limitation of Liability and Indemnity
12.1 Limitation of Liability
To the maximum extent permitted by law, Halton Event Rentals’ total liability arising out of or related to this Agreement or any rental shall not exceed the total rental fees actually paid by you for the Equipment giving rise to the claim.
We are not liable for any indirect, incidental, special, consequential, or punitive damages, including lost profits, loss of enjoyment, or loss of business, even if advised of the possibility of such damages.
12.2 Indemnity
You agree to indemnify, defend, and hold harmless Halton Event Rentals and its owners, officers, employees, and agents from and against any and all claims, damages, losses, liabilities, costs, and expenses (including legal fees) arising out of or related to:
Your use, misuse, or possession of the Equipment.
Injury to any person or damage to property occurring in connection with your event or use of the Equipment (except to the extent caused by our gross negligence).
Your breach of this Agreement or violation of law.
13. Intellectual Property and Marketing
13.1 All content on the Website, including text, graphics, logos, images, and software, is the property of Halton Event Rentals or its licensors and is protected by applicable intellectual property laws.
13.2 You may not copy, reproduce, or use our content for commercial purposes without our prior written consent.
13.3 Photos and Marketing
Unless you notify us in writing at least seven (7) days before your event, you grant us permission to photograph our Equipment at your event and to use such images for marketing, advertising, and portfolio purposes.
14. Privacy and Communications
14.1 We collect and use your personal information to process bookings, deliver Equipment, communicate with you about your order, and for other purposes described in our privacy practices.
14.2 By providing your contact details, you consent to receive transactional emails, text messages, and phone calls related to your booking. You may opt out of marketing communications at any time.
15. Governing Law and Dispute Resolution
15.1 This Agreement is governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein.
15.2 Any dispute arising out of or in connection with this Agreement shall be subject to the exclusive jurisdiction of the courts of Ontario, and you agree to submit to the personal jurisdiction of such courts.
16. Miscellaneous
16.1 Entire Agreement – This Agreement, together with any Rental Agreement or invoice issued to you, constitutes the entire agreement between you and Halton Event Rentals and supersedes all prior agreements or understandings.
16.2 Severability – If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
16.3 No Waiver – Our failure to enforce any right or provision shall not be deemed a waiver of such right or provision.
16.4 Assignment – You may not assign or transfer this Agreement or any rights or obligations hereunder without our prior written consent. We may assign this Agreement without restriction.
16.5 Electronic Signature and Agreement – You agree that checking the “I agree” box at checkout, submitting an online booking, signing electronically, or paying any portion of the invoice constitutes your electronic signature and acceptance of this Agreement, which is enforceable under applicable electronic commerce legislation in Ontario.