Terms & Conditions
Event Rent ME, LLC – Winthrop, Maine
Effective Date: May 25, 2025

Last Updated: March 16, 2026

These Terms and Conditions (“Terms”) govern all rentals and services provided by Event Rent ME, LLC (“we,” “us,” or “our”) to any individual or entity (“you” or “Renter”). By placing a reservation, making payment, or accepting delivery of equipment, you agree to be bound by these Terms.

1. Rental Period

The standard rental period is 24 hours. Additional days may be booked in advance at a discounted rate. If equipment is not ready for pickup at the agreed time and location, additional fees may apply.

2. Reservations & Payment

A non-refundable deposit is required to secure your event date and equipment. Reservations are confirmed once the deposit has been received.

Deposits are non-refundable due to the equipment being removed from availability to other customers on that date. The non-refundable deposit is applied toward the total rental balance. Failure to pay the remaining balance by the required due date may result in cancellation of the reservation and forfeiture of the deposit.

• For online bookings, full payment is required at checkout. 50% of the total order is treated as a non-refundable deposit, with the remaining 50% subject to our cancellation policy.
• For events occurring within six (6) months of the booking date, a 50% non-refundable deposit may be required, which will be reflected on the invoice at the time of booking.
• For reservations made within three (3) months of the scheduled event, full payment may be required at the time of booking. In these cases, 50% of the total order will be treated as the non-refundable deposit, with the remaining balance subject to the cancellation terms outlined below.

The remaining balance must be paid in full no later than the first (1st) day of the month in which the scheduled event occurs, unless otherwise agreed to in writing. If the scheduled event occurs near the beginning of the month, the renter may be asked to complete full payment by the first (1st) day of the month prior to the event month.

Deposits secure inventory and scheduling, and are non-refundable under all circumstances. Event date change requests must be submitted in writing and are subject to equipment availability.

We reserve the right to cancel any reservation due to non-payment, non-availability, or violation of these Terms.

3. Equipment Availability

All rentals are subject to availability. If a reserved item becomes unavailable due to damage or unforeseen circumstances, Event Rent ME, LLC may substitute a comparable item or issue a full or partial refund at our discretion.

4. Delivery & Pickup

• You are responsible for ensuring safe, legal, and accessible locations for delivery and pickup.
• If we are unable to deliver due to blocked access, unsafe conditions, or customer no-show, additional fees may apply.
• Equipment must be staged, clean, and ready for pickup unless you have purchased a cleaning package.

5. Setup & Teardown

Unless explicitly included in your rental package, Event Rent ME, LLC does not provide setup, teardown, or on-site labor. You are responsible for the proper setup and safe use of all rented items.

6. Responsibility for Equipment

You are responsible for all rented equipment from the time of delivery until it is retrieved. This includes:

• Protection from theft, vandalism, and weather
• Safe, proper use and supervision of equipment
• Returning items clean and undamaged, unless a cleaning service has been purchased

Refer to our Rental Agreement for details on damage, cleaning, replacement, and liability.

7. Cancellations & Refunds

All cancellations and refund requests are subject to our Refund & Cancellation Policy, available on our website or upon request.

8. Safety & Instructions

Instructions for use are provided at delivery or available on our website. You are responsible for reading, understanding, and following all safety guidance provided. Improper use may result in injury or damage and is your sole responsibility.

9. Right to Refuse Service

Event Rent ME, LLC reserves the right to refuse or cancel service to any customer for reasons including but not limited to unsafe conditions, unlawful event activity, abusive behavior, or violation of any policy.

10. Indemnification

You agree to indemnify and hold harmless Event Rent ME, LLC from any and all claims, losses, or damages arising from the use or misuse of rented equipment, subject to the limitations outlined in our Rental Agreement.

11. Governing Law

These Terms are governed by the laws of the State of Maine. Any disputes shall be resolved in the courts of Kennebec County, Maine.

12. Modifications

Event Rent ME, LLC may update these Terms at any time. The version in effect at the time of your reservation will govern that rental. Current versions are available on our website.

13. Severability

If any portion of this Agreement is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

Rental Equipment Waiver and Liability Agreement

Event Rent ME, LLC - Winthrop, Maine

Effective Date: May 25, 2025

Last Updated: February 16, 2026

This Rental Equipment Waiver and Liability Agreement (“Agreement”) is entered into by and between the undersigned (“Renter”) and Event Rent ME, LLC, a limited liability company operating in the State of Maine. By proceeding with any rental from Event Rent ME, LLC, the Renter agrees to the following terms and conditions:

1. Assumption of Liability and Responsibility

The Renter assumes full responsibility and liability for the rented equipment from the time of delivery to the time of return or retrieval. This includes responsibility for any and all loss, theft, damage, misuse, or injury caused by or arising from the use or possession of the equipment, except as limited by Maine law for claims involving gross negligence or willful misconduct. The Renter is solely responsible for ensuring that the equipment is used in a safe and appropriate manner by themselves, their guests, event participants, third-party vendors, and the venue. Event Rent ME, LLC assumes no liability for the actions or omissions of any third party, including guests, staff, or venue personnel.

2. Use of Equipment and Assumption of Risk

The Renter agrees to use all equipment solely for its intended purpose and in accordance with any instructions provided by Event Rent ME, LLC. Instructions for proper use are provided at delivery or on Event Rent ME, LLC’s website, and the Renter is responsible for reviewing and following them. The Renter acknowledges that improper use of the equipment—including but not limited to misuse, failure to follow setup procedures, placement on uneven or unstable surfaces, or overloading—may result in serious injury or property damage. The Renter further understands and accepts that even proper use carries inherent risks, including potential bodily injury or strain, and voluntarily assumes all such risks. Event Rent ME, LLC makes no representations or warranties as to the safety of the equipment under specific conditions or use cases.

3. Dance Floor Use and Wet Conditions

The dance floor surface becomes slippery when wet. Renter assumes all risks associated with moisture, spills, condensation, or weather exposure.

If the dance floor becomes wet for any reason, Renter must immediately close access and may not reopen the surface until it is completely dry. Event Rent ME, LLC does not provide drying materials or equipment. All drying materials and supervision are the sole responsibility of the Renter.

Closed toe footwear is required for all users. Renter is solely responsible for enforcement.

Event Rent ME, LLC shall not be liable for any injury, loss, or damage arising from wet conditions, improper drying, continued use during unsafe conditions, or failure to enforce footwear requirements.

4. Grass and Ground Acknowledgement

The Renter acknowledges and agrees that the setup, placement, or extended placement of tents, canopies, dance floors, or other rental equipment may cause temporary or permanent damage to grass, turf, soil, or other ground surfaces, including but not limited to lawn scorch, discoloration, compaction, or localized dying of vegetation.

The Renter further acknowledges that certain installations may require driving stakes into pavement, asphalt, or other hard surfaces. Event Rent ME, LLC will backfill any resulting holes with sand and cover as needed with cold patch; however, Event Rent ME, LLC shall not be liable for any remaining marks, surface damage, or related cosmetic effects.

The Renter assumes full responsibility for all effects on grass, turf, soil, or ground surfaces resulting from delivery, placement, continued placement, or temporary modifications required for rented equipment.

5. Cleaning, Damage, and Replacement

All rented items must be returned in clean and good condition, normal wear and tear excepted. Unless the Renter has purchased a cleaning service from Event Rent ME, LLC, they are responsible for cleaning all equipment prior to return.

If any items are returned excessively dirty or soiled, Event Rent ME, LLC reserves the right to charge a cleaning fee to the card on file, based on a fee schedule provided at booking or reasonable market rates.

If any equipment is returned damaged, missing, or in a condition deemed beyond repair, the Renter agrees to pay the full cost of replacement based on reasonable market value, as determined solely by Event Rent ME, LLC.
Fees may be charged at the company’s discretion and are not limited to visible damage; any misuse or neglect resulting in loss of future usability will be treated as irreversible damage.

6. Permits and Regulatory Compliance

The Renter is solely responsible for determining and complying with all local, town, city, county, and venue requirements related to tent installation, including permits and approvals.
If a tent permit is required, the Renter must obtain the permit and provide proof of approval to Event Rent ME, LLC no later than twenty-one (21) days prior to the scheduled delivery date.

Event Rent ME, LLC will not deliver or install any tent without proof of required permit approval.
Failure to provide required permit documentation may result in cancellation of tent delivery, removal of tent items from the order, and forfeiture of payments in accordance with Event Rent ME, LLC cancellation & refund policies.

Event Rent ME, LLC assumes no responsibility for permits, permit denial, fines, enforcement actions, delays, or event disruption resulting from the Renter's failure to obtain required permits.

7. Insurance and Venue Responsibility

Event Rent ME, LLC strongly recommends that Renters obtain appropriate event liability insurance to protect against loss, damage, or injury arising from the use of rented equipment. The Renter remains fully responsible for all equipment and its use at the venue. The Renter agrees to actively supervise the use of equipment by all parties at the venue to ensure safe and proper use, including the conduct of guests, vendors, and venue staff.

8. Indemnification and Release of Liability

To the fullest extent permitted by Maine law, the Renter agrees to indemnify, defend, and hold harmless Event Rent ME, LLC, its owners, employees, agents, affiliates, and contractors from and against any and all claims, liabilities, losses, damages, injuries, expenses, and legal fees arising out of or resulting from the use, misuse, or failure to properly secure or supervise the equipment.
This includes claims arising from the ordinary negligence of Event Rent ME, LLC, its agents, or employees, but does not include claims arising from gross negligence or willful misconduct.
Event Rent ME, LLC shall not be held liable for any injury, accident, loss of property, or damages of any kind related to the rental or use of its equipment, except as prohibited by Maine law.

9. Governing Law and Electronic Agreement

This Agreement shall be governed by and construed in accordance with the laws of the State of Maine. The Renter agrees that this Agreement may be executed electronically, and such execution shall be legally binding under the Maine Uniform Electronic Transactions Act (10 M.R.S. § 9401 et seq.).
This Agreement is provided in a readable format and can be requested in larger print if needed.

10. Severability

If any portion of this Agreement is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

11. Entire Agreement and Acknowledgment

By signing below or electronically agreeing through Event Rent ME, LLC’s online booking system, the Renter affirms that they are authorized to enter into this Agreement, have read and understood its contents, and agree to be legally bound by its terms.

Refund & Cancellation Policy
Event Rent ME, LLC – Winthrop, Maine

Effective Date: May 25, 2025

Last Updated: March 16, 2026

We understand that plans can change. The following policy outlines how refunds, cancellations, and changes are handled for all rentals booked with Event Rent ME, LLC.

Deposit & Payments

A non-refundable deposit is required to secure your event date and equipment. Reservations are confirmed and reserved for your event date once the deposit has been received.

• For online bookings, full payment is required at checkout. 50% of the total order is treated as a non-refundable deposit, with the remaining 50% subject to our cancellation policy.
• For events occurring within six (6) months of the booking date, a 50% non-refundable deposit may be required, which will be reflected on the invoice at the time of booking.
• For reservations made within three (3) months of the scheduled event, full payment may be required at the time of booking. In these cases, 50% of the total order will be treated as the non-refundable deposit, with the remaining balance subject to the cancellation terms outlined below.

The remaining balance must be paid in full no later than the first (1st) day of the month in which the scheduled event occurs, unless otherwise agreed to in writing. If the scheduled event occurs near the beginning of the month, the renter may be asked to complete full payment by the first (1st) day of the month prior to the event month.

Deposits secure inventory and scheduling and are non-refundable under all circumstances. Event date change requests must be submitted in writing and are subject to equipment availability.

1. Cancellation Policy

All cancellation requests must be submitted in writing.

Deposits are non-refundable under all circumstances. Deposits secure your event date and remove equipment from available inventory.

Online bookings are paid in full at the time of booking. For the purposes of this policy, 50% of the total order is treated as a non-refundable deposit, with the remaining 50% subject to the cancellation terms below.

• More Than 30 Days Before Event
  Cancellations made more than 30 days before the scheduled event are eligible for a refund of any payments made beyond the non-refundable deposit.
• 7 to 29 Days Before Event
  Cancellations made 7 to 29 days before the scheduled event are eligible for a 25% refund of any payments made beyond the non-refundable deposit due to inventory reservation, scheduling, and preparation.
• Less Than 7 Days Before Event
  Cancellations made less than 7 days before the scheduled event are non-refundable.

2. Weather Policy

We do not offer refunds due to weather, unless Event Rent ME, LLC is unable to deliver or retrieve the equipment due to unsafe travel conditions. In the case of weather-related event cancellations, we may offer a credit toward a future rental, subject to availability and at our sole discretion.

3. No-Show or Refusal

If the customer fails to be present for scheduled delivery, or refuses equipment upon arrival without prior written cancellation, no refund will be issued. Additional fees may apply for rescheduling or repeat delivery attempts.

4. Refund Processing

All approved refunds will be processed to the original payment method within 5–10 business days. Event Rent ME, LLC is not responsible for delays caused by banks, credit card processors, or third-party platforms.

5. Equipment Issues or Disputes

If equipment is found to be missing or damaged upon delivery, it must be reported immediately to Event Rent ME, LLC. We will make every effort to correct the issue. Refunds or partial credits will be issued only if the problem was caused by our error and cannot be resolved in time for the event.

6. Severability

If any portion of this Agreement is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

7. Contact

To cancel or request a refund, contact us by phone or email:

📧 [email protected]
📞 207-890-3818

Damage & Cleaning Policy

Event Rent ME, LLC – Winthrop, Maine
Effective Date: May 25, 2025

This policy outlines the expectations and responsibilities for the condition, cleaning, and care of all rental equipment provided by Event Rent ME, LLC. By completing a reservation, you acknowledge and agree to the following terms:

1. Equipment Condition at Delivery

All rental items are cleaned, inspected, and maintained by Event Rent ME, LLC prior to delivery or pickup. Equipment is delivered in functional and presentable condition, ready for customer use.

2. Customer Responsibility During Rental

The Renter is responsible for:

• Keeping equipment protected from excessive dirt, food, mud, or weather exposure
• Avoiding misuse (e.g., standing on tables or chairs, overloading, improper folding)
• Preventing damage from dragging, improper stacking, or unsupervised use
• Monitoring guests and staff to ensure safe and respectful use of all items

3. Cleaning Requirements

Unless a cleaning service has been purchased, all equipment must be returned in the condition it was received. This includes:

• Wiping down tables and chairs
• Removing any tape, decorations, or food residue
• Staging equipment in a dry, accessible area for pickup

4. Cleaning Fees

If equipment is returned excessively dirty or soiled, a cleaning fee will be charged to the card on file.

• Cleaning fees are based on the extent of cleaning required and will follow our published rate schedule or reasonable market rates.
• This includes removal of stuck-on food, mud, spilled drinks, decorations, or any foreign material.

5. Damage & Replacement Fees

If any items are returned:

• Damaged, bent, broken, or missing components
• Irreversibly soiled (e.g., paint, permanent marker, mold, burn marks)
• Or missing entirely

The Renter agrees to pay the full replacement cost based on reasonable market value, as determined solely by Event Rent ME, LLC.

Fees may be assessed after inspection and charged to the card on file.

6. Inspection & Disputes

All equipment is inspected upon return. If damage or excessive cleaning is documented, photos may be provided upon request. Disputes must be submitted in writing within 3 business days of notice.

7. Additional Charges

Charges may also apply for:

• Improperly stacked or staged equipment requiring additional labor
• Late returns
• Damage due to improper storage (e.g., left outside in rain)

8. Severability

If any portion of this Agreement is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

Questions?

Please contact us with any questions before your rental:

📧 [email protected]
📞 207-890-3818

Delivery Policy

Event Rent ME, LLC – Winthrop, Maine
Effective Date: May 25, 2025

Last Updated: February 16, 2026

This policy outlines the terms for delivery of rental equipment from Event Rent ME, LLC. By reserving equipment, you agree to the following conditions:

1. Service Area & Distance

• Standard delivery is available within 50 miles of Winthrop, Maine.
• Deliveries beyond 50 miles may be possible with prior approval and may incur additional fees. Please contact us in advance to confirm availability.

Delivery availability is subject to minimum order subtotal requirements based on distance from Winthrop, Maine:

• 0 to 25 miles requires no minimum order subtotal
• 26 to 35 miles requires a minimum equipment subtotal of $300
• 36 to 50 miles requires a minimum equipment subtotal of $500
• Subtotal refers to equipment rental charges only and excludes delivery fees, taxes, and other service charges.

Event Rent ME, LLC reserves the right, at its sole discretion, to refuse, cancel, or modify delivery for any order that does not meet minimum requirements or is not operationally feasible due to distance, scheduling, staffing, site conditions, weather, safety concerns, or equipment availability.

2. Permit Verification Requirement for Tent Deliveries

Event Rent ME, LLC requires proof of any required tent permits at least twenty-one (21) days before delivery.
If permit proof is not provided when required, Event Rent ME, LLC reserves the right to cancel or refuse tent delivery.
Delivery fees and payments remain subject to standard cancellation policies.

3. Delivery Scheduling

• Delivery is typically made on the date of your event or 1-2 days before.
• Early delivery may occur at no additional cost to the Renter due to route efficiency or multiple deliveries scheduled in your area.
• You will be notified in advance if early delivery is planned.

4. Delivery Access Requirements

• Deliveries are made to ground-level, accessible areas within 100 feet of a safe parking spot.
• Equipment will be staged in one central location (e.g., driveway, garage, covered outdoor area).
• We do not transport equipment up stairs, hills, in elevators, or through buildings unless arranged and approved in advance.

5. Trailer Drop-Off (When Applicable)

• Trailer drop-offs must be discussed and approved in advance.
• If your order qualifies for trailer delivery, you are responsible for securing and safeguarding the trailer and equipment during the rental period.
• Equipment must be reloaded, cleaned, and staged properly for pickup unless a setup/cleaning package is purchased.

6. Pickup Policy

• Equipment must be cleaned, folded, stacked, and staged in the same location where it was delivered, unless the Renter ordered the setup/cleaning package.
• Items should be ready at the scheduled pickup time.
• If items are not ready or accessible, additional labor fees or rescheduling charges may apply.

7. Renter Presence & ID Requirement

• An authorized renter must be present during delivery to verify the order and inspect the equipment.
• The contract will be validated, and the Renter will sign for their rented equipment, re-agreeing the terms and agreements.
• A valid driver’s license is required at the time of delivery for identity verification.
• If no authorized adult is present, delivery may be postponed or conducted without signature at the Renter's own risk. These terms were already agreed to on our website during checkout.

8. Missed or Delayed Access

If we are unable to deliver or retrieve equipment due to blocked access, unsafe conditions, or lack of preparation:

• Additional charges may apply
• Pickup may be delayed until the next available opportunity
• You remain responsible for the equipment until it is retrieved

9. Weather Conditions

Event Rent ME, LLC may adjust delivery or pickup times due to hazardous weather or road conditions. We will notify you promptly if a change is necessary.

10. Severability

If any portion of this Agreement is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

Rain Date & Weather Policy

Event Rent ME, LLC – Winthrop, Maine

Effective Date: May 25, 2025

Last Updated: March 16, 2026

At Event Rent ME, LLC we understand that weather in Maine is unpredictable. To help you plan with confidence, we offer a flexible rain date policy for outdoor events. Here's how it works:

1. Rain Date Holding Policy

If you'd like us to hold your rental items for a backup date due to potential weather issues:

• We offer a discounted multi-day rental rate to reserve your rain date: The primary event date is charged at the full rental rate. Rain dates may be reserved for an additional fee equal to 40% of the standard rental price added to the total of the primary reservation.
• The rain date must be scheduled at the time of booking or no later than 14 days prior to the event.
• This fee is non-refundable, even if the rain date is unused.
• Rain date inventory is held exclusively for you and cannot be booked by others, which is why the fee applies.
  

2.  Weather-Related Cancellations

• If severe weather is forecasted and you cancel at least 48 hours in advance, you may receive 30% of your total order as a credit toward a future rental within 12 months.
• Same-day or no-show cancellations receive no refund or credit, regardless of weather.
• We do not offer refunds due to weather.

3. Liability & Damage Notice

You are responsible for securing all rental equipment in high winds or storms. Damage due to wind, rain, or poor handling will be charged to the Renter per our Rental Agreement.

4. To Reserve a Rain Date

Our booking system does not have rain date options built in; you will need to call or email for scheduling. 

📧 [email protected]
📞 207-890-3818

5. Severability

If any provision of this agreement is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, that provision shall be modified only to the extent necessary to make it enforceable or, if not possible, shall be severed from this agreement. The remaining provisions shall remain in full force and effect and shall not be affected or impaired in any way.

Insurance Policy

Effective Date: May 25, 2025

Event Rent ME, LLC strongly recommends that all renters obtain event liability insurance to protect against unexpected accidents, property damage, injury, or weather-related cancellations. This insurance should cover both personal liability and damage to rented equipment. The Renter is solely responsible for any loss, damage, or liability not covered by their insurance provider.

In some cases, the event venue may carry its own liability insurance. However, the Renter remains solely responsible for confirming that the venue’s coverage is adequate and that it includes third-party rentals. If the venue’s policy does not cover rented equipment or event-related liabilities, the Renter is expected to secure their own policy.

Failure to obtain insurance—either personally or through the venue—does not waive the Renter’s financial responsibility for any damage, loss, injury, or cancellation as outlined in this agreement.

Suggested Coverage Types:

• General Event Liability Insurance – Covers guest injuries, property damage, or accidents related to your event
• Property Damage Coverage – Protects against damage to rented equipment (tables, chairs, etc.)
• Cancellation Insurance (Optional) – Helps recover non-refundable deposits if you cancel for a covered reason