Cultured Pearl Event Rentals

Cultured Pearl Event Rentals: Rental Agreement



Security Deposit:


A deposit of 50% is required by Cultured Pearl Event Rental to hold the specified rental items for the specified date. Until we receive half of your deposit your items are not reserved. This deposit will apply toward the remaining balance, which is due 14 days prior to the event. The final payment may be in the form of cash or through Interac (money transfer or credit card).  A cheque may be used for the Security deposit provided that the event is atleast 30 days away to allow the check time to clear. A $35.00 service fee will be applied to all NSF cheques.


Final Payment:


Full payment may be required a minimum of 14 days prior to the event rental date. Extended payment periods may be granted, however, failure to provide full payment by the revised time will cancel any agreements between the client and the vendor and will result in penalties or loss of service equivalent to the payment amount outstanding. Refunds of the Security Deposit will be administered as per the guidelines laid out in the Event Cancellation section of this agreement.


Event Cancellation:


Orders that are cancelled in writing within 30 days of the DEPOSIT date will be refunded in full. Orders that are cancelled in writing more than 30 days from the deposit date, but still 30 days or more remaining to the event date are charged the full deposit. Deposits are non-refundable after 30 days from the deposit date. This covers the cost of lost opportunity for turning away potential clients in order to secure the rental items for the event date. Orders cancelled within 29 days or less of the event date are to be paid in full and are non-refundable. As free samples are available for testing fit, there are no refunds for non-fitting items on both DIY and Full Service rentals. Measurements are the full responsibility of the client unless a contract and site fee has been paid to Cultured Pearl Event Rentals for measurement and a guarantee of fit.

To ensure that we are able to meet your needs for your special day, we encourage all brides to book the maximum amount of chair covers that they will require for an event as we allow for a 10% reduction in final numbers without penalty. Final numbers are due with final payment 14 days before the event date. Reductions beyond 10% will require payment in full due to lose of opportunity costs for turning away potential clients in order to secure the rental items for the date. All additional items and custom colored fabric items are final at deposit. Change orders without 48 hours notice are charged a $35.00 change-order fee to cover service costs.


Damage Deposit/ Damaged/Unreturned items:

The Customer will be responsible to pay for any incidents including, but not limited to damaged, lost, altered, improperly returned, late, or stolen items. Cultured Pearl Event Rentals also reserves the right to charge not only for the full landed replacement cost of the item, but also for any lost opportunity costs due to the items damage / non-return. Except for reasonable rental usage, all items must be returned in their normal condition. It is required that a $100.00 damage deposit will be collected in the form of a separate payment without exception to cover these costs. A valid Alberta driver’s license number may also be required for pick-up. Upon confirmation that the order has been returned in normal condition and in the correct quantity, cash is returned and cheques are shredded. 

Cultured Pearl Event Rentals does not consider removable stains as damage. We do consider examples of damage to be listed within the following: cracks, rips, tears, gum, burns, wax, or other non-removable stains or markings. If our rental items are not returned, returned outside of the drop-off window, or returned with damage the Client is then responsible to pay the full replacement cost and lost opportunity cost of the item/items up to and beyond the $100.00 damage deposit. For Self-Iron service, iron imprints, rust stains, and burn marks will result in the full replacement charge for the item damaged, as it can no longer be rented or remain in circulation. For all rentals having paid the rental in full, but failed to provide the damage deposit payment, we reserve the right to reduce the rental by the amount of the owing deposit and/or refuse the right to even release any part or whole of the rental until the deposit has been paid.


Full Service Delivery, Set-up, Take-down, and Pick-up:

A Full Service delivery, set-up, take-down, and pick-up schedule shall be arranged at the Clients and Cultured Pearl Event Rentals convenience. This schedule is negotiable and will be agreed to by both parties in writing. Standard takedown rates apply for all rentals removed between 9 AM – noon the next day. All removals outside of those parameters are subject to additional takedown and removal fees. Failure to be able to access the event location to perform services such as delivery, set-up, take-down, and pick-up within the agreed schedule may incur additional costs or result in non-service without fault to Cultured Pearl Event Rentals or refund of payment for services not rendered. Typical costs for additional services rendered or time delays will be based on our standard décor rate of $30.00 / hour. Additional delivery and pick charges may apply for areas outside of Calgary City limits and prior arrangements will need to be agreed upon and arranged.  All items that are not on the premises for pick-up at the arranged time will revert to being a DIY rental in which case all items must be returned on the Monday following the event date. Failure to return will result in a minimum $100.00 penalty and up to the full replacement cost of rental items.


Do-it-Yourself Service Pick-up and Drop-off:       


A Do-it-Yourself Service pick-up and drop-off schedule shall be arranged at the Clients and Cultured Pearl Event Rentals convenience. This schedule is negotiable and will be agreed to by both parties in writing. Typical arrangements will allow for the Client to pick-up rental items (2) days prior to the event date and drop-off items (2) days after the event. Hours for pick-up and drop-off are also to be arranged between the Client and Cultured Pearl Event Rentals and agreed upon. Failure to return items within the agreed schedule may incur additional costs that reflect an additional day/days of rental for any non-returned item/items. *Extensions are possible without penalty, but require that Cultured Pearl Event Rentals is notified in writing, agrees to the new schedule in writing, and that the new schedule is then met. Failure to arrive at the designated time will result in a missed appointment charge. Please note that all missed appointments are subject to the penalty of a $25.00 service fee. A failure to arrive is designated by any appointment in which the client is not on site within 20 minutes of the time they have personally scheduled for their appointment time. All appointments can be cancelled or rescheduled by phone (not email) at no charge if contacted within 12 hours of the appointment time and date. For clients who fail to specify a specific time, a 1 hour grace period shall be honored from time of contact for return, after which a standard missed appointment fee will apply.

Failure to pick-up/drop-off as per schedule may also result in a minimum $100.00 CDN fee, with additional charges pending up to the entire order cost. If applicable all chair covers and sashes must be untied and placed in their proper containers. Failure to do so will result in an additional charge of $1.50 / dozen items returned in this condition.

Under no circumstances do we allow for unattended pick-up or drop-off. In the event of an unattended return, a $100.00 charge will apply. All vases / candy jars must be rinsed, dried, and re-packed in their original containers or an additional charge of $1.00 / item will apply. All crystal elements must be returned untangled and tied with the ties provided in the appropriate number and placement. Failure to do so will result in a $25.00 CDN service charge per item for all items not returned in such condition.

Default Payment:

In the event of default by the Client in the full payment of the quotation/invoice, Cultured Pearl Event Rentals, at its option, without prejudice to any other lawful remedies may defer to cancel the order. The Client agrees to pay all costs, including, but not limited to reasonable accounting fees and other expenses of collection resulting from any default by the Client in any of the terms hereof.
Orders arising hereunder may be changed or amended only by written agreement signed by authorized representatives of each of the Client and Cultured Pearl Event Rental, setting forth the particular changes to be made and the effect, if any, such changes on the price and time of delivery.


Injury/Damage Waiver:


We are not responsible for any kind of injury or damage whatsoever that could occur per use of our rental items. The Client hereby waives all claims for injury, damage or loss to person and property resulting directly or indirectly from the use of items provided by Cultured Pearl Event Rentals. They further release Cultured Pearl Event Rentals from any liability for injury, damages or loss which may be caused by any act or omission. All clients and their guests do fully participate at their own risk.


Photos and Advertising:


Any photo images from the wedding/event can be used for the purpose of marketing and advertising 

(posters, website, portfolio, trade shows, and magazine publications) by Cultured Pearl Event Rentals.


Cultured Pearl Event Rentals failure to strictly enforce any term or condition of this order or to exercise any right arising hereunder shall not constitute a waiver of Cultured Pearl Event Rentals right to strictly enforce such terms or conditions or exercise such right thereafter.  
If any provision of this Agreement shall be held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not be affected or impaired thereby.  

This Agreement shall be binding upon, inure to the benefit of, and be enforceable                         by, the parties hereto, and their respective heirs, personal representatives, successors and assigns. 

The laws of Alberta shall govern all disputes as to the legality, interpretation, application, or performance of this order or any of its terms and conditions.




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