POLICYS & PROCEDURES

Rental Items:

When ordering and or placing a deposit whether in person or online, you are placing an agreement to rent the items on your invoice. You as the renter have agreed to pay affinity the fees that are associated with each item. You are also placing an agreement to the delivery and applicable fees that take place with your rental. Rental Fees are associated with the item and the time they are booked for. Rental items are reserved and are to be paid for ahead of time regardless of whether you use them day of or not. No refunds will be issued if you decide to not use a product AFTER the invoice has been paid in full unless it’s formally written and stated otherwise.

Affinity agrees to not rent the item to anyone else on your specified date once a deposit has been placed for the item(s) on the date reserved.

Please remember that if you do not place your deposit, we cannot guarantee the item will be available on your date should you delay placing your deposit.

Renter agrees to use the items for personal use and agrees that the items will not be re-rented.

DELIVERY: 

Locations over 35 miles from Fremont, OH do result in a delivery fee of $.60 a mile. Invoices totaling over $300 qualify for free delivery (with the exception of service items like bartenders and coordinators). We do not deliver/travel over 45 miles. 

PAYMENTS:

All payments must be paid in advanced before services can be rendered. We accept only debit/credit payments via invoices or in person sales. We do not accept Cash or Checks. Exceptions may be given but must be agreed upon BEFORE an invoice will be sent out. Notations of this agreement will be on the invoice. Check exceptions may be given. Checks must be written out to the owner by name and must be handed in person 60days prior to a representative of Affinity Event Rentals LLC and must be dated 45days before the event date. A bounced check fee may be added to your invoice if we can not collect the funds when cashing the check. If a check is to bounce, you will be asked to pay the invoice via credit or debit card and a second chance for a check will not be given. 
 

Renter and Affinity Event Rentals LLC agrees to a designated payment on the invoice for the selected rental items. Deposits of 50% of your total invoice and is required to reserve your items for your selected date.

Deposits are refundable if and only if you have cancelled with a minimum of 60 days’ notice prior to the event date. If you do not cancel within the 60-day given time frame you will forfeit your deposit. We understand things happen beyond our control; exceptions may be given. If you are given a refundable exception a written notice of this exception will be given as proof of the exception. Should you need to reschedule, Affinity cannot guarantee that your item will be available for your new date but will do their best to accommodate your needs if your item(s) are unavailable, or a refund will be given.

Some of our items include a security deposit. Security deposits vary and are required in addition to your 50% deposit. Security Deposits are fully refundable only if the item(s) is returned clean and unharmed. The condition the items were delivered to you in, is the condition it must be returned in to qualify for the security deposit refund. Security deposits range from $50.00 to $800.00 and are included in the online price sheet before booking.

Final payments are due NO LATER than 30 days prior to the event.

Should the item(s) or service(s) be rented with less than a 30 day notice the invoice will be due in FULL immediately.  All open invoices that the customer has not provided their 50% deposit to will only remain open for 1 week (7 days) before the invoice will be cancelled. We will do our best to reach out before the 7 day period has passed. 

 A 7 day grace period may be given if prior communication and arrangements for final payments are given. Should we not receive communication or a payment arrangement before the 7 day grace period, Affinity will have no obligation to rent the items to you. Affinity reserves the right to terminate this agreement and retain the initial payment should you not follow our payment policy.

We understand things happen, please just communicate with us!

Renter agrees to pay the associated fees with travel and delivery if applicable.

DAMAGED or UNRETURNED RENTAL ITEMS:

All items are cleaned & examined by Affinity prior to your rental date. We encourage you to also inspect or designate a party member to inspect products upon delivery. Should no one be present at the time of delivery you waive the right to have a party member or yourself pre-inspect your items. Should you notice any damage at the time of delivery, please email us right away or let an Affinity representative know so the damage can be notated immediately. All damaged items remain the property of Affinity and must still be returned (unless the item Is glass). Renters agree to pay for damages beyond the normal wear and tear occurring after the rental items are picked up or returned to Affinity Event Rentals LLC. Any damage occurring because of any person(s) (other than a representative of Affinity) such as moving an item incorrectly, not following direction of cleaning and use or mishandling product are not considered normal wear and tear and result in a damage fee. Renter agrees to pay retail price, as listed on Affinity’s website day notice open for , for the replacement cost of lost, stolen, or permanently modified rental items

ACTS OF GOD:

Neither party will be liable in damages if caused by conditions beyond its control
including, but not limited to, acts of God (such as natural disasters), government restrictions (including the denial or cancellation of any export or other necessary license), wars, insurrections, or any other cause beyond the reasonable control of the party whose performance is affected. Should Renter’s event be canceled, postponed or otherwise adversely impacted as a result of a force major event renter and affinity agree to follow the payment policy listed above.

CHANGE OF ITEMS/EVENT DATE:

Should the renter wish to change or modify their rentals a notice of at least 37 days must be given (one week before the due date). Affinity cannot guarantee that substitutions or changes can or will be available. In the event that a change or substitution cannot be made, only 50% of the original rental price will be refunded to the renter. In the event that changes or substitutions can be made, the renter agrees to pay any additional cost associated with these changes. Affinity also agrees to refund the amount difference should the changes or substitutions cost be less than the original rental item value.

Should the renter be in need of a change of date, Affinity cannot guarantee the items as previously agreed upon will be available depending on stock and availability.

In the event that items cannot be provided on the new date, only 50% of the original 50% deposit will be refunded back to the renter.

Affinity will do their best to accommodate in the event of a date change.

GENERAL PHOTO RELEASE - Renter agrees that Affinity may use any images from the event for Affinity’s portfolio, advertising, website, blog and magazine submissions and any other means of promotion. Renter waives any right to payment, royalties or any other consideration for the use of the images. Renter waives the right to inspect or approve the finished product, including written or electronic copy, wherein Renter’s likeness appears.

TERMINATING THE AGREEMENT
Termination of this agreement in any regards whether by the renter or Affinity will be written and signed by both parties.

Renter & Affinity both agree to follow the guidelines listed above regarding changes and payments in the event in the termination of this agreement.

Should Affinity need to terminate this agreement in any manner other than issues with payment collecting (as stated above) Affinity will refund the customer 100% of their funds. Affinity will do everything in their power to provide replacement resources and apologize ahead of time in the event that termination by the company is to take place and apologize for any inconvenience that this termination may cause.

Last updated 9-1-2021