1.1 Order Confirmation
All rentals are subject to availability. A booking is confirmed only after:
(a) You receive a written confirmation from us, and
(b) We receive the required deposit as outlined in Section 4.
1.2 Rental Period
The rental period begins on the delivery date (or the date of pickup, if applicable) and ends on the agreed return date. Extended rental periods must be arranged in advance and may incur additional fees.
1.3 Modifications
If you wish to modify your order after confirmation (e.g., add items, change dates), please contact us as soon as possible. Modifications are subject to availability and may affect pricing. Changes requested within 7 days of the event may incur rush fees.
2. Delivery, Setup & Pickup
2.1 Delivery & Installation
We deliver and set up Equipment at the location specified in your order. You are responsible for ensuring:
The delivery site is accessible (clear pathway, no obstructions)
Ground conditions are suitable for tent installation (level, firm, and free of debris)
Any necessary permits or approvals are obtained prior to delivery
If site conditions are unsuitable upon arrival, we reserve the right to refuse setup. In such cases, rental fees will still apply, and no refund will be issued. We will make reasonable efforts to notify you in advance of any concerns.
2.2 Self Pickup Option
If you choose self pickup, you are responsible for:
Transporting the Equipment from our warehouse
Setting up and taking down the Equipment
Returning the Equipment in the same condition as received
Self pickup and return are free of charge. Pickup and return times must be scheduled in advance during our business hours.
2.3 Pickup & Return for Delivered Rentals
For delivered rentals, we will return to remove the Equipment on the agreed date. You must ensure the site is accessible and that all Equipment is available for pickup. Delays in pickup due to site inaccessibility may result in additional fees.
3. Rental Fees & Payment
3.1 Pricing
All prices are quoted in Canadian Dollars (CAD) and are subject to change without notice. Confirmed orders are honored at the quoted rate. Applicable taxes (e.g., GST, PST) will be added to all invoices.
3.2 Deposit
A non‑refundable deposit of 50% of the total rental fee is required to secure your booking. The deposit is applied toward the total balance.
3.3 Final Payment
The remaining balance is due no later than 7 days prior to the event date for delivered rentals, or at the time of pickup for self‑pickup orders.
3.4 Payment Methods
We accept:
Credit cards (Visa, MasterCard, American Express)
Interac e‑Transfer
Bank transfers
Cash (for in‑person pickup only)
Payments by credit card may be processed through a secure third‑party payment processor.
4. Cancellation & Refunds
4.1 Cancellation by Renter
| Notice Given | Refund of Payments (Excluding Deposit) |
|---|---|
| 14+ days before event | Full refund of payments made |
| 7–13 days before event | 50% refund of payments made |
| Less than 7 days before event | No refund |
The deposit is non‑refundable in all cases. This reflects the costs we incur in reserving Equipment and preparing for your event.
4.2 Cancellation by Company
If we must cancel due to circumstances beyond our control (e.g., extreme weather, government restrictions, or safety concerns), we will refund all payments made in full. Our liability shall be limited to the amount paid.
4.3 Cancellation by You for Self‑Pickup Orders
For self‑pickup orders, the same cancellation schedule applies. If you fail to pick up your order without prior cancellation, no refund will be issued.
5. Equipment Condition & Care
5.1 Pre‑Rental Inspection
All Equipment is professionally cleaned, sanitized, and inspected before each rental. You will receive Equipment in good, working condition.
5.2 Care During Rental
You agree to:
Use Equipment only for its intended purpose
Keep Equipment clean and free from damage
Not modify, alter, or attach anything to the Equipment without our prior written consent
Secure the tent against wind or other hazards if adverse weather is expected (guidance available upon request)
5.3 Damage & Loss
You are responsible for all Equipment from the time of delivery (or pickup) until it is returned (or we retrieve it). Any damage, loss, or theft will be charged at replacement cost. Damage includes, but is not limited to:
Tears, rips, or burns to fabric
Bent or broken frames
Stains that cannot be removed
Missing components (stakes, poles, connectors)
We will inspect Equipment upon return and provide a damage assessment. You will be invoiced for any repair or replacement costs.
6. Liability & Indemnity
6.1 Limitation of Liability
To the fullest extent permitted by law, we shall not be liable for:
Any indirect, incidental, or consequential damages
Injury or property damage resulting from improper use, assembly, or disassembly by the Renter or third parties
Weather‑related damage (wind, rain, snow, etc.) or acts of nature
Damage to underground utilities or landscaping caused by tent stakes or anchors
6.2 Indemnification
You agree to indemnify and hold us harmless from any claims, damages, or expenses (including legal fees) arising from:
Your use of the Equipment
Injuries to guests or attendees
Damage to property
Any breach of these Terms by you
6.3 Insurance
We recommend that you obtain event liability insurance to cover any potential injuries or damages. Some venues may require proof of insurance for tent installations.
7. Weather & Force Majeure
7.1 Weather Considerations
Tents are designed to provide shelter from sun and light rain but are not intended for severe weather. If high winds (exceeding 20–25 mph / 30–40 km/h), heavy rain, or storms are forecast, we recommend lowering sidewalls or, if necessary, taking down the tent to prevent damage or injury.
We are not responsible for damage caused by weather conditions. It is your responsibility to monitor weather forecasts and take appropriate precautions.
7.2 Force Majeure
We are not liable for delays or failures in performance due to causes beyond our reasonable control, including but not limited to:
Natural disasters (earthquakes, floods, wildfires)
Severe weather conditions
Strikes or labor disputes
Accidents
Government actions or restrictions
8. Permits & Regulations
8.1 Renter’s Responsibility
It is your responsibility to obtain any necessary permits or approvals for tent installation and event activities. Permit requirements vary by municipality and may include:
Building permits for tents over a certain size
Fire department approvals
Noise or liquor licenses
We can provide tent dimensions, specifications, and setup diagrams to support your permit application. We are not responsible for fines, delays, or cancellations resulting from failure to obtain required permits.
8.2 Compliance with Laws
You agree to comply with all applicable laws, bylaws, and regulations governing your event and the use of the Equipment.
9. Site Conditions
9.1 Suitability of Site
You warrant that the site where the Equipment will be installed is suitable for such installation. We reserve the right to refuse installation if site conditions pose a safety risk, including but not limited to:
Excessive slope or uneven ground
Presence of underground utilities without proper marking
Overhead obstructions (power lines, tree branches)
Soft or waterlogged ground
9.2 Underground Utilities
You are responsible for identifying and marking the location of any underground utilities (e.g., gas, water, electrical) at the installation site. We are not liable for damage to unmarked or unidentified utilities.
10. Intellectual Property
All content on our website, including text, images, logos, and product descriptions, is the property of Prospera Event Rentals and is protected by Canadian copyright and trademark laws. You may not reproduce, distribute, or use any content without our prior written consent.
11. Privacy
Our collection, use, and disclosure of your personal information is governed by our Privacy Policy, which complies with British Columbia’s Personal Information Protection Act (PIPA). By using our services, you consent to the collection and use of your information as described in the Privacy Policy.
12. Governing Law & Disputes
12.1 Governing Law
These Terms shall be governed by and construed in accordance with the laws of the Province of British Columbia, Canada, and the federal laws of Canada applicable therein, without regard to its conflict of law principles.
12.2 Dispute Resolution
Any disputes arising from these Terms or your rental shall be resolved as follows:
Negotiation: The parties agree to first attempt to resolve any dispute through good‑faith negotiation.
Mediation: If negotiation fails, the parties agree to submit the dispute to mediation before resorting to litigation.
Courts: If mediation fails, the dispute shall be resolved exclusively in the courts of British Columbia sitting in [Your City/County], and you consent to the jurisdiction of such courts.
12.3 Small Claims
Either party may bring a claim in the Small Claims Court of British Columbia without first engaging in mediation, provided the claim falls within that court’s jurisdiction.
13. Severability
If any provision of these Terms is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect.
14. Entire Agreement
These Terms, together with any rental agreement, invoice, or written confirmation provided to you, constitute the entire agreement between you and Prospera Event Rentals regarding your rental. They supersede any prior agreements, representations, or understandings, whether written or oral.
15. Amendments
We reserve the right to update or modify these Terms at any time without prior notice. Changes are effective immediately upon posting on our website. The version in effect at the time of booking applies to your rental.
16. Contact Information
If you have any questions, concerns, or requests regarding these Terms, please contact us:
Prospera Event Rentals
Email: [info@prosperaevent.com]
Phone: [263-969-8698]
Website: