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Delivery Rental Agreement
Definition of Terms
This Delivery Rental Agreement (“Agreement”) is between Tlapazola Event Rentals LLC (“Tlapazola”) and the individual or business identified on the accepted order (“Renter”). It applies to equipment delivered by Tlapazola.
The accepted quote or order confirmation identifies the equipment, Services, rental period, delivery location, delivery and pickup arrangements, and charges. This Agreement and the accepted order together govern the rental. Any exception to this Agreement must be expressly confirmed by Tlapazola in writing.
ACCEPTANCE OF AGREEMENT
The Renter accepts this Agreement by signing it, accepting it during online checkout, or expressly confirming the order and making payment after these terms have been provided.
A person accepting an order on behalf of a business or organization represents that they are authorized to do so. The Renter is responsible for providing accurate order, contact, location, and access information.
BOOKING DEPOSIT AND PAYMENT.
A 30% booking deposit is required to reserve an order. It is credited toward the order total.
The remaining balance is due seven days before scheduled delivery. Orders confirmed within seven days of delivery require full payment when confirmed, unless Tlapazola agrees otherwise in writing.
Tlapazola may withhold delivery or cancel an order if payment is not received by its due date or essential order information remains incomplete. The applicable cancellation terms govern payments already received.
Any refundable equipment security deposit is separate from the booking deposit and rental payment.
CANCELLATION AND REFUND POLICY
Cancellation timing is measured from the scheduled delivery date and time stated in the accepted order. The Renter must communicate a cancellation to Tlapazola in writing, including by email or text message.
The following schedule applies to payments for standard rental items and Services:
More than seven days before scheduled delivery: 90% of amounts paid will be refunded. Tlapazola retains 10% as a cancellation charge.
Seven days or less, but more than 24 hours before scheduled delivery: 50% of amounts paid will be refunded. Tlapazola retains 50%.
24 hours or less before scheduled delivery: No refund will be issued.
These percentages apply whether the Renter paid a booking deposit or paid in full. No additional credit card processing charge is added to the cancellation charge.
Refundable security deposits are excluded from the cancellation calculation. Payments for special or customized items and the Site Measurement Service follow their separate terms below.
SPECIAL AND CUSTOMIZED ITEMS
When the Renter confirms and pays for a special or customized item, Tlapazola orders or begins preparing it for that Renter. Payments attributable to that item are nonrefundable from the time it is confirmed and paid.
The item and its cost must be identified as special or customized in the quote or order confirmation before payment. Examples may include balloons, specially ordered linens or tents, helium, and propane.
Ordinary in-stock tents and linens follow the standard cancellation policy unless specifically identified as special or customized on the accepted order. The nonrefundable status of a special item does not change the cancellation calculation for unrelated standard items.
Dispatch and Unused Equipment
Once equipment has been physically loaded for the scheduled delivery, the dispatched order is no longer eligible for a cancellation refund.
Rental charges are not refunded solely because equipment was unused or returned early. This includes unused helium and propane.
These cancellation provisions do not eliminate remedies available under applicable law if Tlapazola fails to provide the agreed equipment or Services.
Rush Orders and Order Changes
A new order placed less than 48 hours before the event is a rush request and depends on equipment and crew availability.
A Rush Service cost starting at $150 may apply. The amount will be disclosed before the order is confirmed. Rush orders must be paid in full before delivery is scheduled.
Changes to an accepted order depend on availability. Additional equipment and Services require Tlapazola’s approval. Any additional charge will be disclosed before the Renter accepts the change. Removal of confirmed items is subject to the cancellation policy for the affected portion of the order.
Rental Period and Extensions
The accepted order states the rental period and scheduled pickup. Standard pricing covers a 24-hour rental period, unless a different period is confirmed in writing.
The Renter must request an extension before scheduled pickup. Extensions depend on availability and must be approved by Tlapazola.
An extension to an existing rental is not a rush order and does not incur a Rush Service cost. An approved extension may require an additional rental charge, which will be disclosed before acceptance.
The Renter must keep equipment available for collection at the confirmed pickup time. Keeping equipment beyond that time without approval may result in additional rental charges and collection costs attributable to the delay.
Equipment Responsibility, Loss, and Damage
The Renter must use, protect, and store the equipment with reasonable care from delivery until collection by Tlapazola.
The Renter is responsible for missing, stolen, or unreturned equipment and damage beyond ordinary wear while the equipment is in the Renter’s care, subject to any selected Damage Waiver and applicable law. This responsibility does not extend to damage caused by Tlapazola’s own negligence.
Repairable damage may be charged at the reasonable repair cost. Missing items and items damaged beyond repair may be charged at replacement cost. Tlapazola will provide an itemized explanation of assessed charges.
Rental payments do not apply toward repair or replacement costs. Ordinary wear from proper use is not chargeable damage.
Delivery and Pickup
Standard delivery hours are 8:00 a.m. to 5:00 p.m. Delivery or pickup outside these hours must be arranged in advance and may require an additional Service charge stated in the accepted order.
The Renter must provide:
Accurate delivery and pickup instructions.
Safe and accessible parking and unloading space.
A clear route to the agreed drop-off or installation area.
Any required gate codes, venue access, and on-site contact information.
Disclosure of stairs, elevators, long walking distances, restricted access, beachfront conditions, and other handling requirements.
The Renter or an authorized representative must be available as arranged to receive the order and provide necessary access.
Tlapazola staff will not move personal, private, or public property to create a delivery route or installation space. The Renter must arrange this before arrival.
Setup, Breakdown, and Access Services
Delivery, setup, breakdown, and special-access Services are identified separately on the accepted order. A delivery charge does not automatically include equipment placement or breakdown.
Standard Setup and Breakdown
Standard Setup and Breakdown Service is 20% of the rental equipment subtotal, unless the accepted quote expressly states another amount.
When included, Tlapazola will open and place equipment in the agreed setup area and, at collection, fold, stack, and remove it. The Renter must provide a clear area and placement instructions before setup begins.
Items with installation already included in their rental price will be identified on the order.
Delivery Without Setup and Breakdown
When setup and breakdown are not included, equipment will be stacked at the agreed accessible drop-off point, such as curbside or the front yard.
The Renter is responsible for moving and setting up the equipment and for breaking it down and restacking it at the same agreed location before pickup.
If the Renter requests unarranged breakdown or backyard collection and Tlapazola accepts the additional work, a Service charge of 10% of the rental equipment subtotal applies, unless a different amount is agreed before work begins.
Special Access and Locations
The following access conditions may require additional Services:
Steps or a route that prevents normal hand-truck access: 20% of the rental equipment subtotal.
Stairs, elevators, or beachfront handling: 35% of the rental equipment subtotal.
Backyard installation requiring additional handling: 20%–35% of the rental equipment subtotal, depending on the route and work required.
The accepted quote will identify the applicable Service, calculation base, and amount. Where access conditions overlap, the quote will state whether one rate or separately priced Services apply. Percentages are not automatically combined for the same handling work.
If the actual access conditions differ from those disclosed, Tlapazola will explain any additional work and charge before proceeding. If safe access cannot be provided, delivery or installation may be delayed or declined.
Tents, Dance Floors, and Site Readiness
The Renter must provide the clear installation area, suitable surface, and access specified in the accepted order. Furniture, planters, vehicles, and other obstacles must be removed before the crew arrives.
Dance floors are for indoor installation only, on suitable carpet, wood, or concrete. Installation on dirt, gravel, or grass is not permitted.
The Renter must use equipment according to instructions provided by Tlapazola and must not alter tent anchoring, ballast, frames, or installed components without authorization.
If the site is not ready or conditions are unsafe, Tlapazola may delay or decline installation. A return trip or rescheduled installation depends on crew availability. Any additional delivery or installation charge will be disclosed before rescheduling.
Weather and Unsafe Conditions
Tlapazola may delay, suspend, or decline installation or use when conditions are unsafe. Safety decisions depend on site conditions, equipment requirements, manufacturer instructions, and applicable requirements. A single wind-speed threshold does not establish that every installation is safe.
The Renter must follow safety instructions and keep guests away from equipment that has been identified as unsafe.
A weather-related cancellation by the Renter follows the cancellation policy above. If Tlapazola cannot safely provide the agreed equipment or Services, any adjustment will reflect the equipment provided, work performed, accepted order, and applicable law.
INSPECTION, SHORTAGES, AND EQUIPMENT PROBLEMS
The Renter or an authorized representative should inspect the equipment upon delivery and promptly report shortages, visible damage, or malfunctioning items.
If a problem becomes apparent during the rental, contact Tlapazola promptly while there is an opportunity to investigate and correct it. Depending on the circumstances and availability, Tlapazola may troubleshoot, repair, replace, or provide an appropriate adjustment for the affected item.
Do not continue using equipment that appears damaged or unsafe.
Reporting a problem after the event may limit what Tlapazola can verify or correct, but does not automatically eliminate rights available under applicable law.
Dinnerware and Glassware Security Deposit
A separate refundable security deposit equal to 50% of the dinnerware and glassware rental charges is required.
After collection and inspection, Tlapazola may deduct documented charges for missing or damaged items from this deposit. The Renter remains responsible for applicable costs exceeding the deposit.
Tlapazola will provide an itemized explanation of deductions and refund the unused deposit through the original payment method. The payment provider or financial institution determines when the refund becomes available.
This security deposit is separate from rental payments and is not subject to the cancellation percentages.
Return Condition and Post-Event Cleaning
Dinnerware and glassware must be rinsed free of food and repacked in the containers provided.
Equipment must be ready for pickup in substantially the condition provided, allowing for ordinary use. Where breakdown is not included, items must be folded, stacked, and accessible at the agreed pickup point.
A Post-Event Cleaning Service charge starting at $150 applies when excessive dirt, mud, grease, food residue, or other soiling requires cleaning beyond ordinary use. Any higher charge will reflect the condition and additional work required and will be documented.
Ordinary wear and standard linen laundering do not trigger this charge. Cleaning charges do not replace responsibility for repair or replacement when equipment is damaged.
Lift equipment when moving it. Do not drag items across floors or the ground.
Linens
Do not wash rented linens. Standard laundering is included in the linen rental charge.
Return linens free of tears, holes, burns, wax, gum, and stains that cannot be removed through normal laundering. Do not place wet linens in sealed plastic bags, as this may cause mildew.
Tlapazola will inspect returned linens. Missing linens or linens damaged beyond repair may be charged at replacement cost.
Optional Damage Waiver
The optional Damage Waiver costs 10% of the rental equipment subtotal. Delivery, setup, other Services, taxes, and refundable security deposits are excluded from the calculation. If selected, it appears separately on the order.
The Damage Waiver provides limited protection for minor accidental damage resulting from normal use during the rental period. It is not insurance.
It does not cover:
Lost, stolen, missing, or unreturned equipment.
Misuse, abuse, negligence, or intentional damage.
Weather damage, including damage caused by wind, rain, or extreme heat.
Excessive staining, burns, wax, or residue.
Damage during transportation, handling, or storage by the Renter.
The Renter remains responsible for repair or replacement costs outside this protection. Tlapazola will assess and document the condition of affected equipment, distinguishing ordinary wear from chargeable damage.
Site Measurement Service
Site Measurement Service must be requested and paid in full before the scheduled visit. Appointments depend on availability. The scope, appointment time, and cost will be confirmed before booking. Pricing depends on the location, distance, and work required.
The Site Measurement Service payment is nonrefundable once booked and is not credited toward a rental order.
The Renter must provide access and an available contact at the appointment. Requests to reschedule must be made at least 48 hours in advance and depend on availability. A missed appointment or rescheduling with less than 48 hours’ notice may require an additional Service payment, disclosed before a new appointment is confirmed.
If Tlapazola cannot provide the appointment, the Renter may choose an available rescheduled appointment or a refund of the Site Measurement Service payment.
Applicable Law and Order Changes
California law governs this Agreement, except where applicable law requires otherwise. Nothing in this Agreement waives rights that cannot legally be waived.
Changes to an accepted order must be confirmed in writing. Later website updates do not change an accepted order retroactively unless both parties agree.
Renter Acceptance
The Renter agrees to this Agreement and the equipment, rental period, location, delivery and pickup arrangements, Services, security requirements, and charges shown on the accepted order.