Rental Agreement & Cancellation Policy

Rental Agreement

By signing a rental agreement, submitting payment, or accepting rented equipment from Valley Decors, the customer agrees to all terms and conditions contained in the rental contract. Important provisions, including customer responsibilities, equipment-use requirements, payment obligations, cancellation terms, and limitations of liability, are incorporated into the agreement and are available for review before signing.

A reservation is not confirmed, and inventory will not be removed from availability, until the required retainer has been paid and the rental agreement has been signed.

Delivery, setup, breakdown, and pickup services are not included unless specifically listed on the customer’s invoice. Additional charges may apply based on the delivery location, access conditions, setup requirements, stairs, elevators, distance from the unloading area, requested pickup time, or changes made after the order is confirmed.

Late-night, same-night, after-hours, and time-specific pickups may require an additional fee.

Customer Return Responsibilities

Customers are responsible for returning all rental items in the same quantities, containers, and general condition in which they were received.

When Valley Decors provides delivery and pickup services:

• Chairs must be restacked as they were delivered, with no more than 25 chairs per stack, and placed on the provided pallets or carts.
• Linens must be shaken free of debris and separated into the garment bags or containers provided. Linens must not be placed in plastic trash bags while wet or damp.
• Forks, knives, and spoons must be separated by type and placed in their original containers.
• All rental items delivered in crates, tubs, racks, bags, carts, or other containers must be returned to those original containers.
• Tables and other equipment must be folded, cleared of personal items, and placed in the agreed-upon pickup location unless setup and breakdown services were purchased.

Additional labor, cleaning, sorting, retrieval, or restacking fees may be charged when items are not prepared for pickup as required.

Unless otherwise stated in writing, will-call rental items must be returned by 2:00 p.m. on the scheduled return date. Rentals returned after 2:00 p.m. may be charged a late fee equal to 25% of the total rental amount. Additional daily rental charges may apply if the items are not returned and the delay affects another customer’s reservation.

Retainer and Reservation Payments

A 50% non-refundable retainer is required to reserve the event date and rental inventory. The retainer is earned when paid and compensates Valley Decors for removing the requested inventory from availability and declining other potential reservations.

The retainer is not refundable, regardless of how far in advance the customer cancels the order.

Any remaining balance must be paid according to the payment schedule shown on the customer’s invoice or rental agreement. Failure to make a required payment may result in cancellation of the reservation without refund of the retainer.

Cancellations More Than 14 Days Before the Event

Cancellations received more than 14 calendar days before the scheduled delivery or will-call date are subject to a cancellation fee equal to 50% of the total contract value.

Because the required retainer is equal to 50% of the contract value, the retainer will normally satisfy this cancellation fee. Any payments received beyond the required 50% cancellation fee will be refunded, excluding non-refundable custom, specialty, processing, or third-party charges.

Cancellations Within 14 Days of the Event

Cancellations received 14 calendar days or fewer before the scheduled delivery or will-call date are subject to a cancellation fee equal to 100% of the total contract value.

No refunds will be issued for cancellations made during this period. Any unpaid balance will remain due, as Valley Decors may have already scheduled staff, prepared equipment, purchased materials, declined other orders, or committed to third-party services for the event.

Failure to accept delivery, pick up the rental order, provide access to the venue, or otherwise use the reserved equipment will be treated as a cancellation within 14 days.

Order Reductions and Removed Items

Reductions in quantities, removal of items, or changes that reduce the total contract value are treated as partial cancellations.

More than 14 days before the event, Valley Decors may approve reductions based on inventory, staffing, and preparation already completed. Within 14 days of the event, customers remain responsible for the full confirmed contract amount, even if quantities are reduced or certain items are no longer needed.

No refunds or credits will be issued for rented items that are not used, returned early, refused at delivery, or ordered in quantities greater than ultimately needed.

Custom and Specialty Items

Custom, personalized, special-order, outsourced, or specialty rental items are strictly non-refundable once approved, ordered, created, or reserved.

This may include, but is not limited to:

• Custom signs, decals, graphics, or printed materials
• Personalized backdrops or photo booth templates
• Specialty linens, furniture, florals, or décor
• Items obtained specifically for the customer’s event
• Third-party rentals or services
• Custom fabrication or design work

If an event is rescheduled, Valley Decors may allow eligible custom or specialty payments to be applied as a credit toward the new event date. Approval is subject to availability and is not guaranteed.

Event Rescheduling

Requests to change an event date must be submitted in writing and are subject to Valley Decors’ approval and inventory availability.

A rescheduled event is not confirmed until a revised agreement has been signed. Pricing, delivery charges, labor costs, availability, minimum order requirements, and other terms may change for the new date.

Payments may be transferred to one new event date at Valley Decors’ discretion. Any approved credit must be used within 12 months of the original event date unless otherwise agreed in writing. If the customer later cancels the rescheduled event, the original cancellation date and all prior payments may be considered when determining whether any refund or credit is available.

Rescheduling is not guaranteed, particularly for holidays, peak wedding dates, or dates on which the requested inventory is already reserved.

Weather, Venue, and Personal Circumstances

Weather conditions, venue restrictions, permit issues, guest-count changes, illness, travel disruptions, personal emergencies, or changes in the customer’s plans do not automatically qualify the order for a refund.

Customers are responsible for having an appropriate backup plan for outdoor events. Valley Decors may decline to install or leave equipment in conditions that could damage the equipment or create an unsafe environment, including high winds, rain, flooding, unstable ground, extreme heat, or other hazardous conditions.

When possible, Valley Decors may offer rescheduling or account credit at its discretion. Any exception must be approved in writing.

Valley Decors Cancellation

If Valley Decors is unable to fulfill the rental agreement due to circumstances within its reasonable control, the customer’s remedy will be limited to a refund of payments made for the items or services Valley Decors is unable to provide.

Valley Decors is not responsible for indirect costs, lost profits, venue expenses, replacement vendor costs, travel expenses, or other damages arising from a cancellation or inability to provide rental items.

Payment Methods and Refunds

Checks are not accepted within 14 calendar days of the scheduled event, delivery, or will-call date. Payments made during this period must be completed using an approved electronic payment method, cashier’s check, money order, or another payment method approved by Valley Decors.

Approved refunds will be returned to the original payment method whenever possible. Processing fees, custom-item charges, third-party charges, and other amounts identified as non-refundable will not be returned.

By signing the rental agreement or submitting payment, the customer acknowledges that they have reviewed and accepted this Rental Contract and Cancellation Policy.