Permission and/or special use fees are never the responsibility of Ocean Atlantic Rentals, Inc and its' staff, for any event. I agree that I have obtained permission to have the event on the premises of the designated delivery/event location (as per the order confirmation #). I have made arrangements with the realty company, venue, and/or property owner and I understand I am liable for any fees required for events on the premises. It is my responsibility to return the property to an acceptable condition after the event.
In order to secure rental items, we require orders $500 or less to be paid in full. All other orders will require a 50% deposit of the total balance due and a signed copy of this wedding & event rental policies and waiver.
The remaining balance is due no later than 30 days prior to the delivery date of the event. If the event is less than 30 days out, the entire balance is due to secure the rental items.
Payments may be made via any major credit card,cash or check. No personal checks will be accepted for final balance payments or for payments inside 30 days of the delivery date (no exceptions).
Last minute changes to any order (within 72 hours of delivery) requires a $100-$200 fee. Order changes & modifications will be made dependent upon equipment, logistics, and staff availability. We will make every effort, however, there is no guarantee that all changes can be accommodated.
We ask that you designate a person who we may contact to make decisions for you and authorize payment up to the amount of $500 to the credit card on file. This will only be in situations deemed necessary and approved by the Events Management. Should you chose to not assign an authorized person we will not be able to guarantee day of event additions if you are unavailable.
DELIVERY & PICK UP SERVICE:
Delivery charges are based on ground level drop-off in the carport/driveway area that is accessible (by hand truck) in the front of your location. At the end of your rental, all items MUST be neatly stacked in the same condition as delivered & returned to the same location for pickup to avoid additional charges. Premier Service must be contracted before the time of delivery.
Basic delivery & pickup service will occur between 8am and 7pm every day. During high volume times (May, September, and October), delivery & pickup times will vary.
Ocean Atlantic Rentals is NOT RESPONSIBLE for items that are damaged, lost or stolen after delivery is completed.
RENTAL ITEM CARE AND RETURN:
Upon completion of your event and prior to 9am the day or your scheduled pickup you are responsible for the following:
• If you have rented a tent from us, all décor items must be removed , this included items provided by any hired florist,designer or other vendor.
• Chairs and Tables must be re-stacked and placed in original delivery location by designated pickup time or premier charges will be incurred. If your chair is delivered with a chair cover, then you most recover the chair before stacking. Chair cushions must be removed and re-bagged as delivered.
• China should be scraped of all food, rinsed and racked in appropriate racks as it was delivered.
• Silverware should be rinsed with water only and placed back in appropriate delivery container(s).
• Glassware should be placed back in appropriate racks (as it was delivered.)
• Linen should be debris free (shaken) and placed in linen bags provided (and if there is not enough room in linen bags, the remainder should be placed in trash bags and clearly marked for pickup by our staff.)
• Trays, chafing dishes, cake stands, coffee makers and any other food service items should be debris free and clean and placed back in appropriate delivery containers.
Please make sure you do not put any of your or any other vendors items in the same location as items rented from Ocean Atlantic Rentals. We are not responsible for any items accidentally picked up with our rentals. Should this occur, we will attempt to locate the items however, we cannot guarantee they can be located. Any fees associated with shipping found items back to you, will be charged to the credit card on file.
Following the above steps will enable us to perform an accurate count upon the return of your rental items and help you to avoid any additional fees. Please call 252-441-7272 with any questions.
DAMAGE WAIVER COVERAGE (DWC):
A 7% nonrefundable damage waiver is charged on the following rental items: china, glassware, flatware, linen, and any other accessory tableware items in our inventory. This damage waiver covers rental items that are damaged through normal use. The damage waiver does not cover loss or negligence, and any items that are lost or not returned will incur a replacement charge that will be billed to the client credit card on file.
The replacement cost of all items not returned to or picked up by Ocean Atlantic Rentals will be charged to the contracted customer. Ocean Atlantic Rentals reserves the right to charge these costs to the credit card on file for the event payments. If the missing items are returned to Ocean Atlantic Rentals within 5 days, the cost will be reimbursed.
DWC is 7% of rental order BEFORE tax.
Examples of items covered on damage waiver: Broken glasses, Chipped plates, Small burn holes in linen.
Examples of items not covered on damage waiver: Any item not returned (including crates and racks), molded linen, candle wax on linen, excessive amounts of breakage (negligence), water damage (including items left out in rain or sprinklers), stains due to using colored material or crepe paper in contact with tents.
Damage waiver is NOT insurance. Lessee is responsible for all personal injuries or property damage as set forth in the Rental Contract or operation of the equipment. The Damage Waiver is enforced for the same duration as the rental period. A rental period begins when you pick up the rented equipment (or have accepted delivery) and ends when the rental items are returned (or picked up by our staff.)
You will be notified of all charges by phone or email within 14 days of equipment return/pickup.
Tents, dance floors, staging, pool covers and restroom trailer rentals
- Date of original deposit until 60 days prior to delivery date will receive a 80% refund to the credit card charged (20% administrative charge.)
- 60 days to 8 days prior to delivery date, will receive a 60% refund (40% admin charge.)
- Within 7 days of event, no refunds are issued.
Special order items (including linen & items that are sub-rented)
- Date of original deposit until 30 days will receive a 80% refund (20% admin charge.)
- Within 21 days, no refunds are issued on special order items.
Tables, chairs, benches, and any other items not previously specified:
- Date of original deposit until 30 days prior to delivery date will receive a 90% refund to the credit card charged (10% admin charge.)
- 30 days to 8 days prior to delivery date, will receive a 60% refund (40% non-refundable charge.)
- Within 7 days of event, no refunds are issued.
Refunds (as per our cancelation policy) are issued within 30 days to customers. An email confirmation will confirm your refund; please remember debit (and some credit cards) post with a delay, as per customers' bank policies.
INCLEMENT WEATHER / HURRICANE POLICY:
Please have a "plan B" for inclement weather!
• THERE WILL BE NO REFUNDS DUE TO INCLEMENT WEATHER (RAIN, WINDS, BEACH EROSION, COLD WEATHER.)
If lessee cancels the event for any reason (including projected weather) within 7 days of event date, no refunds will be given for any reason.
We strongly encourage trip insurance for all of our customers. A few providers of vacation insurance are John Hancock or Travelers. We suggest looking into wedding insurance to help ensure that your special day is worry free! We’ve heard good things about ProtectMyWedding.com and WedSafe.com. Ocean Atlantic Event Rentals is not affiliated with any trip/event/wedding insurance company.
• IN THE CASE OF A MANDATORY EVACUATION (OR A STATE OF EMERGENCY), ISSUED BY GOVERNMENT AGENCIES FOR A HURRICANE OR OTHER EMERGENCY EVENT, REFUNDS OF 80% (20% ADMIN CHARGE) WILL BE REFUNDED WITHIN 30 DAYS OF YOUR EVENT DELIVERY DATE, IF YOU CHOSE TO NOT RESCHEDULE YOUR EVENT FOR A LATER DATE. IF YOU CHOSE A NEW DATE, ALL FUNDS WILL BE TRANSFERD TO THAT NEW DATE. IF THE ORDER IS LIFTED, AND RESIDENTS & GUESTS ARE ALLOWED TO RETURN TO THE AREA, WE WILL MAKE EVERY EFFORT TO ACCOMMODATE YOUR EVENT. WE WILL NOT BE HELD RESPONSIBLE FOR ACTS OF NATURE (ROAD WASHOUT, FERRY CLOSINGS, IMPASSIBLE ROADS) THAT DO NOT ALLOW US TO ACCESS YOUR SITE.
THIS POLICY COVERS ALL OF OUR SERVICE AREAS (I.E. IF DARE COUNTY IS UNDER A MANDATORY EVACUATION, ANY EVENTS IN CURRITUCK, HYDE OR NEIGHBORING COUNTIES WILL BE CONSIDERED UNDER THE SAME ORDER, AS WE MUST TRAVEL THROUGH EVACUATED AREAS TO REACH YOUR SITE.)
We reserve the right to deny setup of equipment based on high winds and/or weather that we deem unsafe for our staff or your guests. Ocean Atlantic Rentals will not be held responsible for personal injury caused by continued use of equipment during in-climate or unsafe weather.
*We recommend all our clients look into and purchase their own wedding/event insurance to cover any non refundable funds should your event not occur.
Ocean Atlantic Rentals, Inc. (D.B.A. Ocean Atlantic Event Rentals) herein called Lessor, and the undersigned, herein called, participant and the participants parent(s) or legal guardian(s). This agreement constitutes a Waiver and Release of Liability, whereby the participant and the participants parent(s) or legal guardian(s) agrees to release, discharge, hold harmless, defend and indemnify Ocean Atlantic Rentals, Inc. its owners, agents, officers and employees from any and all claims, actions or losses for bodily injury, property damage, wrongful death, loss of services or otherwise which may arise out of participant's and the participants parent(s) or legal guardian(s) use of Ocean Atlantic Rentals, Inc.'s equipment. By signing this document, participant and the participants parent(s) or legal guardian(s), acknowledges he/she specifically understands he/she (participant and the participants parent(s) or legal guardian(s)) are releasing, discharging and waiving any claims or actions that I may have a the present time, or in the future, for the negligent acts, omissions or other conduct by the owners, agents, officers or of Ocean Atlantic Rentals, Inc.
Participant and the participants parent(s) or legal guardian(s) shall obey all state, federal and local regulations, laws, ordinances and lawful directives from appropriate emergency or law enforcement personnel, while operating or renting equipment or products from Ocean Atlantic Rentals, Inc. Participant and the participants parent(s) or legal guardian(s) is solely responsible for any citation or violation occurring during the use of, or as the result of using, rental equipment from Ocean Atlantic Rentals, Inc.
Participant and the participant's parent(s) or legal guardian(s) represents that he/she is capable of safely operating and handling the equipment and finds it in good working order, condition and repair. Participant and the participant's parent(s) or legal guardian(s) represents that he/she has adequate skills; knowledge and experience to safely complete the planned activity.
Participant and the participants parent(s) or legal guardian(s) shall bear all risk and responsibility of and for any and all damage, loss or theft of the rental equipment, or any portions thereof, including, but not limited to vandalism or theft, and shall pay the Lessor (Ocean Atlantic Rentals, Inc.) the full cost of repair or replacement.
RECOGNITION OF RISK: Participant and the participant's parent(s) or legal guardian(s) expressly acknowledges that all equipment rentals are activities with inherent risks of injury to persons and property. RENTER IS AWARE OF THOSE RISKS AND UNDERSTANDS THEM. Participant and the participant's parent(s) or legal guardian(s) alone has determined the sufficiency of any safety gear or other precautions that Participant and the participant's parent(s) or legal guardian(s) decides to take to minimize the risks of the activity. No party related to Lessor, including Owner and Employees, has made any representations regarding the safety of, or the risks of, the activity. Participant and the participant's parent(s) or legal guardian(s) EXPRESSLY ASSUMES THE RISKS OF THE ACTIVITY.
RELEASE OF LIABILITY: Participant and the participants parent(s) or legal guardian(s) hereby RELEASES Lessor (Ocean Atlantic Rentals, Inc.), its owners and its employees from liability for negligence and HOLDS HARMLESS the Lessor, its owner and its employees from any loss, expense or cost, including attorney fees, arising out of any damages or injuries, whether to persons or property occurring as a result of the rental or use of Ocean Atlantic Rentals, Inc. equipment rentals.
To the extent that any portion of the Agreement is deemed to be invalid under the law of the applicable jurisdiction, the remaining portions of the Agreement shall remain binding and available for use by the Host and its counsel in any proceeding.
By signing below, I agree that I have received approval from my venue or vacation rental property to host my event, at the contracted delivery property, for the contracted date. I have reviewed my delivery and pickup dates/times, as accurate and am responsible for verifying, that I am in accordance to the terms, stipulated by my venue/vacation rental property. I understand Ocean Atlantic Rentals is not responsible to contact my venue to arrange delivery or pickup details.
By signing below, I agree to the cancellation policy and terms and conditions outlined in this document.
By signing below I understand I am paying for equipment usage for the day of my event.
Delivery will take place the day before my event (unless otherwise scheduled) and is done during the times of 9am to 5pm or (8am to 7pm during high volume time periods).
Equipment pickup takes place the day after my event (unless otherwise scheduled) and is done during the times of 9am to 5pm or (8am to 7pm during high volume time periods).
I agree to place items back in the same location and in the same fashion as delivered by 9am the day of scheduled pickup.
I understand this extended delivery and pickup time frame is a convenience to me and does not guarantee any specific time of arrival/pickup or usage other than the day of my event.