Guides · Contracts
Event Rental Contract Template
The 8 clauses every event decorator and rental company should have before taking a deposit. Copy, adapt, and have a local attorney review for your state.
1. Scope of services & itemized inventory
Itemize every rental piece, consumable, and setup/strike service with quantity, color, dimensions, and any substitutions allowed. State explicitly: anything not listed is NOT included and will be quoted separately. This single clause prevents the majority of day-of disputes.
2. Non-refundable retainer & payment schedule
30–50% non-refundable retainer due at signing. Balance due no later than 7 days before event. Date is NOT held until BOTH signed contract AND retainer arrive. Returned-payment fee $35. Late balances: 5% + 1.5%/month interest, and work pauses including reservation of the date.
3. Cancellation tiers (sliding scale)
>30 days out: retainer forfeited. 15–30 days: 50% of remaining balance + forfeited retainer. ≤14 days: 100% of contract value, non-refundable. One reschedule permitted within 12 months with ≥30 days notice.
4. Rental inventory ownership & damage
All non-balloon reusable items (shimmer walls, marquees, neon, backdrops, arch frames, pedestals, props, lighting, linens) remain YOUR property. Client is liable for full replacement value on loss, theft, weather damage, or food/drink damage — chargeable to card on file within 48 hours, no further authorization required. Optional 8% damage waiver caps accidental-damage liability.
5. Card on file authorization
Client explicitly authorizes you to keep a payment method on file and charge it for: unpaid balances after due date, damage/loss to rental inventory, approved change orders, and overtime. This single clause turns disputed invoices into closed loops.
6. Venue access, setup window & overtime
Require ≥2 hours uninterrupted access before event start. Client is responsible for confirming load-in/strike windows with venue IN WRITING. You're not liable for incomplete decor due to lockout, late access, blocked load-in, or other vendors. Overtime billed at $150/hr (1-hr minimum), payable on-site.
7. Weather & outdoor events
Not responsible if weather (wind ≥15 mph, rain, snow, heat ≥85°F, freezing) prevents safe install outdoors. Require an indoor backup plan in writing. Balloons outdoors are explicitly NOT guaranteed against pop, deflate, or oxidation.
8. Inspection window & remedy
Client may inspect at completion; any concerns must be raised IN WRITING within 30 minutes so you can remedy on-site. Issues raised after you leave do not entitle the client to a refund. This stops 'I noticed it later' chargebacks.
9. Force majeure → credit, not refund
Acts of God, government orders, venue closure, public-health emergencies, supplier failure. Deposits convert to credit valid 12 months — never a cash refund.
10. Photography & portfolio rights
Irrevocable, royalty-free license to photograph and publish the completed installation for portfolio, web, social, marketing. Client's name only used with permission.
11. Limitation of liability
Total liability capped at the contract value paid. No liability for indirect, consequential, or emotional damages. Client agrees to maintain venue liability insurance. Prevailing party in any dispute is entitled to reasonable attorney fees.
12. Mediation before court
Both parties agree to attempt mediation with a neutral arbitrator before any court action. Governing law = jurisdiction of the event venue.
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