Terms of Service

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Edgeway Events Terms and Conditions of Service

Welcome to Edgeway Events! We are committed to providing a premium experience for your event. By reserving or renting any of our services or equipment, you agree to the following terms and conditions. Please read these carefully, as they contain important information regarding your rights and responsibilities.

1. Order Confirmation

All orders are considered quotes until a deposit has been paid, a credit card is placed on file, and a confirmation has been issued by a member of our team. Quotes do not guarantee the availability of the items until confirmed.

Upon confirmation, our team will verify the details of your quote, including item selection, quantities, delivery address, on-site contact information, billing details, rain plan (if applicable), delivery date, event date, and pick-up date. Orders will expire 30 days after the quote is created if no deposit is made.

Deposit and Payment Terms:

• Deposit: A 50% non-refundable deposit is required to confirm and secure your order unless otherwise agreed upon in writing beforehand. This deposit ensures the reservation of your items.

• Balance Payment: The remaining balance must be paid in full no later than three (3) business days prior to the scheduled delivery date unless otherwise agreed upon in writing beforehand.

• Credit Card on File: A credit card must be kept on file to secure your booking.

• Final Balance Charge: Any remaining balance after the event (e.g., additional services or fees) will be automatically charged to the card on file three (3) days after the scheduled event.

• Cancellation Policy: Please refer to the cancellation policy below for details on deposit refunds and restocking fees.

Note: Edgeway Events reserves the right to cancel or alter your order if the final payment is not received by the deadline. No equipment will be delivered or released without full payment.

2. Deposit/Payments

A 50% deposit is required to reserve items for your event. This deposit is non-refundable. The remaining balance must be paid three (3) business days prior to the scheduled delivery date, unless you have established a written payment terms contract with Edgeway Events.

Accepted Forms of Payment:

• Credit Cards: All major credit cards are accepted.
  
• ACH/Bank Transfer: Available upon request.
  
• Checks: Must be received at least one (1) week prior to the event to allow for processing. If the check is not cleared, the order will be canceled.

Failure to make payments: Edgeway Events reserves the right to withhold services, equipment, or cancel the event if payments are not made in full by the deadline. Late payments may be subject to penalties or cancellation without refund.

3. Collections and Late Payment Policy

In the event of non-payment for services rendered, Edgeway Events will take the following steps to collect any outstanding balance before sending the account to a collections agency. Additionally, a late fee tier system will apply to overdue payments, as detailed below.

Late Fee Structure:

• Days 1–15 Past Due: A late fee of 5% of the total invoice amount will be added to the outstanding balance.

• Days 16–30 Past Due: An additional late fee of 10% of the total invoice amount (cumulative 15%) will be added to the outstanding balance.



• Days 31–45 Past Due: An additional late fee of 15% of the total invoice amount (cumulative 30%) will be added to the outstanding balance.

Late fees will cap at 30% of the total invoice amount and will not increase further. However, if the account is sent to collections, an additional collections fee equal to 50% of the total amount due (including any accrued late fees) will be applied.

Collection Steps:

Initial Reminder: A friendly payment reminder will be sent via email or text within 5 business days of the missed due date.

Second Notice: If the balance remains unpaid 14 days after the initial reminder, a second notice will be sent via email, clearly outlining the outstanding amount and applicable late fees, and providing options to settle the balance.

Final Email Notice: If the account remains unpaid 30 days after the invoice due date, a final email notice will be sent, emphasizing the urgency of payment and warning of potential collections.

Physically Mailed Final Notice: If payment has not been received within 45 days of the invoice due date, a final written notice will be sent to the client’s billing address via certified mail. This notice will serve as the last attempt to resolve the balance directly before proceeding with collections.

Collections:

If payment is not received within 15 days of the mailed final notice (60 days from the original due date), the account will be sent to a collections agency. At this point:

• An additional collections fee equal to 50% of the total amount due (including the original invoice, any accrued late fees, and any other charges) will be added to the outstanding balance.

• The client will be responsible for paying the total amount due at the time of transfer to collections, which includes the original invoice, accrued late fees, and the collections fee.

By engaging our services, the client acknowledges and accepts responsibility for all charges, including late fees and any collection fees incurred due to non-payment.

4. Modifications and Cancellations

We understand that event details can change, and we aim to accommodate those changes as best as possible.

Modifications:

• Modifications to your order (such as item adjustments or additions) are allowed up to three (3) business days prior to the delivery date, subject to availability.

• Large orders, including tents and custom setups, require a minimum of seven (7) business days for changes.

• Any modifications made after the cutoff period will incur additional fees and are not guaranteed.

Cancellations:

• Cancellations made more than sixty (60) days before the event will forfeit the deposit.

• Cancellations made between seven (7) and sixty (60) days before the event will incur a 25% restocking fee of the total monetary amount for the item(s) or order(s) being canceled.

• Cancellations within 48 hours of the event or made on-site will result in a 100% cancellation fee of the total monetary amount for the item(s) or order(s) being canceled and no refunds will be provided.

• If you turn us away on the day of delivery, we will retain 100% of the event total as a cancellation fee.

Rescheduling:

• You may reschedule your event one (1) time to a new date within a 12-month period from the original event date, subject to availability. Further reschedules are not permitted and will be treated as cancellations.

Any attempt to cancel services or refuse delivery upon arrival will not be eligible for a refund. Please ensure any cancellation requests are submitted in writing.

5. Rental Period and Extended Rentals

The standard rental period covers the event date and includes one (1) day for delivery and one (1) day for pick-up. The default rental period is 24 hours unless otherwise agreed upon.

Extended Rentals:

• Rentals extending beyond the agreed period will be subject to additional fees, charged at 1.5x the standard daily rate for each additional day.

• If the rented items are not returned within three (3) business days after the scheduled return date, Edgeway Events reserves the right to charge for the full replacement cost of the items in addition to the extra rental fees.

6. Cleaning Fees

All rental items, except linens, must be returned clean, dry, and in good working condition. A cleaning fee will apply if any item is returned in a dirty or unclean state. Items must be free of food, dirt, mud, water, and other debris.

Cleaning Charge:

• The cleaning fee is 10% of the unit’s rental cost. This applies to all equipment returned in a dirty or unclean condition.

• Equipment left wet, such as furniture or electronics, will incur a drying fee starting at $100.

These charges will be applied to the final bill or deducted from your security deposit (if applicable).

7. Damage Waiver

A damage waiver is available for a non-refundable fee of 12% of the total rental amount. This waiver covers accidental damage, such as minor scratches, normal wear and tear, and small chips on glassware, china, or flatware.

What the Damage Waiver Does NOT Cover:

• Negligence: Misuse, abuse, or intentional damage, such as burn marks, water damage, or permanent stains.

• Loss or Theft: Items that are stolen, lost, or not returned.

• Excessive Damage: Items damaged beyond repair, including but not limited to, broken electronics, torn linens, and items subjected to extreme weather conditions.
  

The damage waiver is optional, but if declined, you assume full responsibility for any repair or replacement costs of damaged or lost items.

8. Responsibility for Equipment

Once rental items are delivered by or picked up from Edgeway, the renter is fully responsible for them. If any items are lost, stolen, damaged, or destroyed, the renter is liable for the full replacement cost.

Returning Damaged Items:

• Damaged items will be inspected upon return, and the renter will be billed for the replacement or repair cost of each item.

• Charges will also apply if items are returned incomplete (e.g., missing parts or accessories).

Edgeway Events reserves the right to inspect all equipment at any time during the rental period and invoice for any damages found.

9. Late Return Penalties

Rented items must be returned on the agreed date. Late returns will incur an additional rental charge, calculated at 1.5x daily rate for each day the items are not returned.

Penalties:

• A late fee of 1.5x the daily rental rate will be applied to items returned after the due date.

• Items not returned within three (3) days of the due date will result in the full replacement cost being charged, in addition to the accrued late fees.

10. Insurance

We recommend that all renters provide proof of liability insurance, especially for large-scale events. The renter is liable for any injury or damage caused by the rented items during the event, whether through their use or misuse.

Liability Coverage:

• Proof of Insurance: For large events, Edgeway Events may require a Certificate of Liability Insurance. Failure to provide this may result in a cancellation or extra security deposit.

Edgeway Events is not responsible for injuries or damages that occur due to the use or misuse of rental items.

11. Force Majeure

Edgeway Events is not responsible for delays or inability to fulfill an order due to factors beyond our control, including but not limited to natural disasters, severe weather, war, pandemics, government restrictions, or power outages.

Force Majeure Cancellations:

• If the event is canceled or rescheduled due to force majeure, we will work with the renter to reschedule at no additional cost, subject to availability.

• In these cases, no refunds will be issued for deposits or payments already made, but credits may be applied to future events within a 12-month period.

12. Delivery and Pick-Up

Delivery Fee:  A delivery fee of $3 per mile plus an $8 flat fee will apply to all rental deliveries. This is calculated as a one-way-trip fee.

Additional Charges:

• If additional labor is required for set-up, takedown, navigating stairs, or complex loading, a charge of $100 per man-hour will apply.

• Deliveries requiring exact or limited time windows may incur an additional fee of 10% of the total rental cost, depending on the time of day, season, or holiday.

• If you turn us away on the day of delivery, we will retain 100% of the event total as a cancellation fee.

Missed Delivery/Pick-Up: If delivery or pickup cannot be completed for any reason (e.g., no one is available to receive the delivery, site access issues, etc.), the customer will be charged the full delivery fee again for each failed delivery or pick-up attempt.

Please ensure the delivery site is ready and accessible at the agreed time.

13. Set-Up and Break-Down Services

If requested, Edgeway Events can provide set-up and break-down services at an additional charge.

Set-Up/Break-Down Fees:

• A base fee of 12% of the total rental cost applies for setup and teardown services.

• For events requiring more than 2 setup team members, an additional 2% of the total rental cost will be charged per extra setup crew member. This applies to equipment or setups that require more labor due to complexity or size.
  

These services must be arranged at least seven (7) business days before the event. Last-minute requests may not be accommodated and will incur additional rush fees.

14. Additional Fees

• Sandbags: If sandbags are required for securing equipment, there will be a $20 charge per sandbag used.

15. Photography and Video Release

If Edgeway Events provides staff attendants at your event, you agree that Edgeway Events may take photographs and/or video footage during the event. This media may be used for promotional purposes, including but not limited to social media, websites, and advertising materials. If you do not wish for footage of your event to be used, please notify us in writing before the event date.

16. Additional Terms of Lease

• The Lessee agrees to supervise the operation of any rented item. If the item is damaged, they will reimburse Edgeway Events for the full price to fix the damage and/or full replacement value.

• Electricity: Lessee must provide one electrical outlet rated at 115 volts with 20 amperes capacity per motor within 50 feet of each unit.

17. Waiver of Liability

Edgeway Events is not responsible for any injuries or damages caused by improper use or setup of rented equipment. By accepting these terms, the renter acknowledges that they are responsible for ensuring all equipment is used safely and according to provided instructions.

18. Governing Law

This agreement is governed by and construed in accordance with the laws of the state of Tennessee. Any disputes will be subject to the exclusive jurisdiction of the courts located in Tennessee.

19. Acceptance

By signing this contract, electronically acknowledging your acceptance, or by receiving and using the rented equipment or services from Edgeway Events, you agree to be bound by all the terms and conditions outlined in this agreement. You acknowledge that you have read, understood, and agreed to the terms set forth and that these terms are legally binding. Your acceptance of the equipment and services signifies your full agreement to these terms and conditions.