General Terms & Agreements

Written By Sarina Hossler

POLICYS & PROCEDURES

PLEASE KEEP IN MIND THAT YOUR ORDER IS NOT CONFIRMED UNTIL A REPRESENTATIVE OF AFFINITY HAS REACHED OUT TO YOU TO CONFIRM THE EVENTS DETAILS!!

Customer and Third-Party Inquiry Policy – Affinity Event Rentals LLC

All individuals or entities submitting an inquiry to Affinity Event Rentals LLC, whether directly or through a third party, are required to comply with the following guidelines:

  1. Required Information:
    To process an inquiry and issue an invoice, we must receive the following details regarding the customer and event:

    • Full name

    • Phone number

    • Email address

    • Physical address

    • Event details

  2. Third-Party Rentals:
    If a third party (including but not limited to a company, family member, friend, or representative) is submitting an inquiry or renting on behalf of the end customer, the third party must provide:

    • Their own full name, phone number, email, and address

    • The customer’s full contact information as listed above

  3. Direct Customer Information Required:
    Affinity Event Rentals LLC does not permit third-party rentals without the direct and verifiable contact information of the actual customer. This policy is in place to ensure the safety and accountability of all parties involved, including Affinity Event Rentals LLC, our clients, and any third parties.

  4. Right to Refuse or Cancel Orders:
    Failure to provide the required information may result in denial or cancellation of the inquiry or order at the sole discretion of Affinity Event Rentals LLC.

Rental Items Policy – Affinity Event Rentals LLC

By placing an order and/or submitting a deposit—whether in person or online—you, as the renter, are entering into a binding agreement with Affinity Event Rentals LLC to rent the items listed on your invoice. This agreement includes the following terms and conditions:

  1. Rental Agreement and Fees:
    You agree to pay all rental fees associated with the selected items, as outlined in your invoice. This includes any applicable delivery, setup, or service fees related to your rental. Rental fees are based on the specific items reserved and the duration of the rental period.

  2. Reservation and Payment Terms:
    Rental items are reserved exclusively for you once a deposit has been received. Full payment is required prior to the rental date. Affinity Event Rentals LLC will not release or rent your reserved items to any other party for your specified date once a deposit has been placed.

  3. Cancellation and Refund Policy:
    All rentals are final once paid in full. No refunds will be issued for unused items or cancellations after full payment, unless explicitly stated in a written agreement. Refund exceptions, if any, must be formally documented and signed by both parties.

  4. Deposit Requirement:
    Deposits are required to secure rental items. Failure to place a deposit may result in the items becoming unavailable, as availability is not guaranteed without a confirmed deposit.

  5. Permitted Use:
    Rented items are for personal use only and may not be subleased, transferred, or re-rented to any third party without prior written consent from Affinity Event Rentals LLC.

Delivery Policy – Affinity Event Rentals LLC

  1. Standard Delivery Area:
    Affinity Event Rentals LLC offers delivery services within a 45-mile radius of Fremont, OH. Deliveries beyond this area may be subject to additional travel fees.

  2. Travel Fees:
    For locations outside the standard 45-mile service area, a mileage fee of $0.60 per mile (or more, depending on total distance and logistics) will be applied to the invoice.

  3. Free Delivery Qualification:
    Invoices totaling $500 or more may qualify for free delivery, even outside the 45-mile radius—excluding service-based items such as bartenders, event coordinators, or other staffing services. Free delivery eligibility is determined solely at the discretion of Affinity Event Rentals LLC.

  4. Distance Limitations:
    Affinity Event Rentals LLC does not typically deliver to locations more than 60 miles from Fremont, OH. However, exceptions may be granted on a case-by-case basis and must be pre-approved in writing.

Payment Policy – Affinity Event Rentals LLC

  1. Payment Requirements:
    All payments must be made in full prior to the provision of any services or rental items. Services will not be rendered, and items will not be delivered or reserved, until payment is received and confirmed.

  2. Accepted Payment Methods:

    • Payments are accepted via credit or debit card only, either through an electronic invoice or in-person transaction.

    • Cash and checks are not accepted under normal circumstances.

  3. Exceptions – Checks:
    Exceptions to the standard payment policy, including the use of checks, may be granted at the sole discretion of Affinity Event Rentals LLC and must be agreed upon in writing prior to invoice issuance. If approved, the following conditions apply:

    • Checks must be made payable to the owner by name (name to be provided upon agreement).

    • Checks must be delivered in person to an authorized representative of Affinity Event Rentals LLC.

    • Checks must be received at least 60 days prior to the event date.

    • All checks must be dated no later than 45 days prior to the event date.

  4. Bounced Checks and Fees:
    In the event a check is returned due to insufficient funds or for any other reason:

    • A bounced check fee will be added to the final invoice.

    • The customer will be required to pay the full invoice balance immediately using a credit or debit card.

    • No second check will be accepted after a bounced payment.

  5. Invoice Notations:
    Any exceptions to this payment policy, including approval for check payments, will be clearly noted on the invoice for mutual transparency and documentation.

Deposit Policy – Affinity Event Rentals LLC

  1. Deposit Requirement:
    To secure your rental items and event date, a non-refundable deposit of 50% of the total invoice amount is required. This deposit represents a mutual agreement between the renter and Affinity Event Rentals LLC to reserve the specified items and services listed in the invoice.

  2. Non-Refundable Terms:
    All deposits are non-refundable under standard terms. However, Affinity Event Rentals LLC understands that unforeseen circumstances may arise. In rare cases, a deposit refund exception may be granted at the sole discretion of Affinity Event Rentals LLC. If granted, a written notice will be provided to the renter as proof of the exception.

  3. Rescheduling Policy:
    If a renter needs to reschedule an event, Affinity Event Rentals LLC will make reasonable efforts to accommodate the new date. However, item availability for the rescheduled date is not guaranteed. If the requested items are unavailable, Affinity will offer comparable alternatives when possible.

  4. Security Deposits:
    Certain rental items require an additional security deposit. These deposits are:

    • Fully refundable if items are returned in the same condition they were delivered (clean and undamaged).

    • Amounts vary by item, ranging from $50 to $500, and are listed in the online pricing sheet.

    • Security deposits are in addition to the standard 50% reservation deposit.

  5. Final Payment Deadlines:

    • Decor and rental services: Final payment is due no later than 30 days prior to the event date.

    • Event staff (Planners, Bartenders, Coordinators): Payment in full is due no later than 60 days prior to the event date.

  6. Invoice Expiration Policy:
    Invoices for which the 50% deposit has not been received will remain open for 7 calendar days. After that time, the invoice will be automatically canceled unless prior arrangements have been made.

    • Affinity Event Rentals LLC will make reasonable efforts to follow up before canceling an unpaid invoice.

    • A 7-day grace period may be granted if the renter communicates a need for additional time and makes acceptable payment arrangements.

    • If no communication or payment arrangement is received by the end of the grace period, Affinity reserves the right to terminate the agreement and retain any payment already made.

  7. Communication is Key:
    We understand that life happens—open communication is always encouraged. Please reach out to us in a timely manner to avoid complications with your reservation.

After Hours Fee Policy – Affinity Event Rentals LLC

  1. Standard Operating Hours:
    Our regular business hours are as follows:

    • Monday – Thursday: 8:00 AM – 6:00 PM

    • Friday: 8:00 AM – 9:00 PM

    • Saturday & Sunday: 8:00 AM – 2:00 PM

  2. After Hours Deliveries and Pickups:
    Any delivery, pickup, or service request scheduled outside of the above listed hours may incur an additional After Hours Fee. This fee compensates for extended labor and scheduling accommodations beyond our standard operating times.

  3. Fee Disclosure:
    If applicable, After Hours Fees will be clearly itemized on your invoice as "After Hours Fee" so there is no confusion or surprise.

Affinity Event Rentals LLC will always communicate with you in advance regarding any after-hours charges. We aim to be as flexible as possible, while maintaining fairness to our team and operations.

ADDITIONAL INSURANCE PURCHASING

Some venues may require to be listed as an "additional insured" on our insurance policy.

If your selected venue has this requirement, any associated fees incurred to fulfill this request will be the client’s responsibility.

This will be notated as "Insurance coverage fee" on your invoice. 

Please let us know asap if this is a requirement for your venue so we can add it to the policy in a timely manner and submit it to the venue for proof of insurance. 

Change of Items or Event Date

  1. Modifications to Rental Items:
    If the renter requests changes or substitutions to the rental items listed on the invoice, Affinity Event Rentals LLC cannot guarantee availability. All modifications are subject to current inventory and scheduling.

  2. Non-Refundable Deposits:
    If a substitution or change cannot be accommodated, the initial deposit remains non-refundable.

  3. Pricing Adjustments:

    • If approved changes result in additional costs, the renter agrees to pay the difference.

    • If the changes result in a lower cost, Affinity agrees to refund the difference.

  4. Event Date Changes:
    Affinity will make every effort to accommodate date changes, but cannot guarantee item availability for the new date. Requests are handled based on current inventory and prior bookings.

  5. Collaboration on Adjustments:
    Affinity and the renter agree to work in good faith to reach a mutual agreement regarding changes, substitutions, or cancellations, including any applicable refunds or credits.

  6. Associated Fees:
    Renter remains responsible for all applicable delivery and travel fees, regardless of changes made to the rental agreement.

Damaged or Unreturned Rental Items

  1. Inspection Policy:
    All items are thoroughly cleaned and inspected before delivery. The renter is encouraged to inspect items upon delivery or designate a responsible party to do so.

    • If no one is present at delivery, the renter waives the right to inspect the items prior to use.

    • Any visible damage at delivery must be reported immediately to an Affinity representative or by email to be officially noted.

  2. Return of Damaged Items:
    All rental items—including damaged ones—must be returned, unless otherwise instructed (e.g., broken glass items).

  3. Damage Liability:
    The renter agrees to pay for any damage beyond normal wear and tear. This includes, but is not limited to:

    • Mishandling

    • Improper use

    • Failure to follow provided care instructions

    • Improper transportation or cleaning

  4. Replacement Costs:
    The renter agrees to pay the full retail replacement cost, as listed on Affinity's website at the time of the incident, for:

    • Lost

    • Stolen

    • Permanently altered or damaged items

Acts of God (Force Majeure)

Neither party shall be liable for failure to perform due to circumstances beyond their control, including but not limited to:

  • Natural disasters

  • Government restrictions or regulations

  • War or civil unrest

  • Pandemics or public health emergencies

If an event is canceled or delayed due to a force majeure event, the parties agree to follow the existing payment and refund policy outlined above.

General Photo Release

The renter grants Affinity Event Rentals LLC the right to use any photographs taken of the rented items or event setup for:

  • Portfolio purposes

  • Advertising or marketing

  • Website or blog use

  • Magazine or media submissions

The renter waives any right to compensation, royalties, or prior approval of how the images are used in promotional materials.

Termination of Agreement

  1. Written Confirmation:
    Any termination of this agreement—whether by the renter or Affinity Event Rentals LLC—must be documented in writing and signed by both parties.

  2. Termination by Renter:
    The renter agrees to adhere to all payment and cancellation policies outlined above in the event of termination.

  3. Termination by Affinity:
    Should Affinity need to cancel the agreement for reasons not related to non-payment, the company will:

    • Provide a refund as agreed upon by the Client and the Company

    • Make every reasonable effort to offer alternative solutions or referrals

    • Communicate the situation professionally and in advance

    • We apologize for any inconvenience caused by this unforseen circumstance

Sarina Hossler https://affinityeventrentalsllc.com