A party rental agreement is a legal document that lets the owner of party equipment rent specific items to a tenant for a particular event or social gathering. Rental equipment that a renter leases under this agreement may include canopies, tents, chairs, tables, spotlights, linens, sound systems, dance floors, catering equipment, inflatable games, and photo booths.
Party rental agreements party equipment owners make money on their investments, while renters can access specialty equipment for a short period without purchasing it themselves.
What to Include in a Party Rental Agreement
Here are the key elements to include in a party rental agreement:
- Customer Information: Name the customer renting the equipment and provide their business name if applicable.
- Rental Company Details: Identify the rental company, including the name and address of its operations.
- Item Description: Describe the rental items, including their purpose, condition, and quantity.
- Rental Term: Provide the rental period, specifying the start and end dates. Note if the customer has flexibility regarding the pickup and return dates.
- Rental Fees and Payment Details: Provide a breakdown of the costs for the rented items. Include the security deposit requirements, payment method, and payment schedule to which the customer must adhere.
- Liability and Damage Clauses: Your party rental contract template should state which party is responsible for loss and damages and under what conditions.
- Cancellation Policy: Describe the cancellation policy, clarifying at what point in the rental process it becomes too late for the customer to reschedule or cancel their party equipment rental.
- Signatures: Both you and the customer (or the rental company, if you’re the customer) should provide your signatures.
Factors to Consider When Renting Party Equipment
Here are the key factors to consider when renting party equipment:
- Pickup and Delivery: Consider your preferences for the pickup and delivery of your rented items. If you have someone available to pick them up before the event and return them after the event, you may opt out of delivery services. However, you may decide that paying the labor costs associated with pickup and delivery is worth the convenience.
- Equipment Quality: Determine the condition of the equipment before renting. Be wary of wear and tear, and ask the owner how they maintain, clean, and sanitize the equipment. This way, you can minimize problems during your event.
- Equipment Care: Establish protocols for how you will care for the equipment when it’s in your possession. For example, suppose you rent a bounce house for a two-day event. If you keep the bounce house overnight, ensure you assign someone to deflate it and take it inside overnight to prevent unnecessary damage.
- Level of Preparation Needed: Determine the level of preparation needed. If the items require assembly or setup/takedown services, factor in the time and manpower required.
- Flexibility: If there’s a chance your event might get moved or rescheduled due to weather or unforeseen circumstances, consider entering an agreement with flexible terms. Note additional fees for changing the details of your rental terms. Compare different party rental contracts to access the terms that make the most sense for your situation.
- Licenses or Permits Needed: Determine if you, as the renter, need to obtain a special license or permit at your expense to operate the rented equipment.
Party Rental Agreement Sample
Download a party rental agreement template as a PDF or Word file below:
