Contract & Guidelines
Before submitting payment for your wedding rentals, it is essential to thoroughly read through the following guidelines. These guidelines outline important rules and expectations to ensure everything goes smoothly on your big day. By adhering to these rules, you help avoid unnecessary complications and potential charges. Failure to comply with the terms may result in damages or additional fees. Please take the time to familiarize yourself with the guidelines to ensure a stress-free experience. Thank you!
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N.B. To ensure that everything goes smoothly on the day of your event, please read and sign the contract before setup time. For your protection and ours, we will not start setting up before the contract is signed. If the contract hasn’t been signed electronically before the event, we will bring physical forms for you to sign on setup day.
Thank you!
Guidelines
Linens/Backdrops
Reminder
Sparklers, matches, lighters, and candles can create burns and holes in linens and the client will be required to pay for a full replacement.
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A full cost of replacement will be charged for any damages deemed irreparable to linens/chair covers/backdrops/panels.
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Includes, but is not limited to, damages caused by candle wax, crayon wax, ink, pencil, mould, tears, holes, rips, stains, burn marks, excessive mud, vomit, etc.
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Any linen/chair cover/backdrop/panel that requires extra cleaning during the laundering process will be subjected to a $50.00 cleaning charge.
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Extra cleaning is required if linens are subjected to excessive dirt/mud, markers/pens/pencil marks, excessive food/drink stains, vomit/bodily fluids, mould.
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Linens that are stained due to vomit and other bodily fluids are subjected to a $50.00 fee in addition to the $50.00 cleaning fee due to the nature of hazardous materials.
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Pipe and drape or backdrop panels that need to be cleaned due to excessive dirt, mud, food/drink stains, etc. will result in a $10/panel cleaning fee.
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All linens must be cleared off and shaken out before returned to Euphoria or a $50.00 fee will apply.
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Any missing linen/chair cover/backdrops/panel will be charged a replacement cost.
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If the Client chooses to specialty order linens for their event, they will be responsible for the cost of that specialty order once it has been placed, even if they decide to change the colour. An additional rental fee will apply to the new colour of linens selected.
Tents
Absolutely no BBQs, fire pits, or open flames (including but not limited to candles, sparklers, fireworks, etc.) are to be placed in or near the tent(s) at any time, excluding the propane heaters placed and positioned by Euphoria.
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Propane heaters are not permitted to be moved within the tent from the original position/location that Euphoria places them. Failing to obey this rule poses a safety risk to the structure and attendees and may result in damages to the tent material and/or personal/physical harm to person(s). The client will be charged the cost of reparation/replacement for any damages to the tent material caused by failing to obey this rule.
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Sask 1st Call must mark all power and gas lines two weeks prior to Euphoria setting up any rented tents. The structure of the tent is held with 3ft stakes that penetrate the ground. The link to book line locates is under tents in the rental catalogue.
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Sask 1st Call will only mark their own lines and request a two-week notice of services to ensure scheduling availability. It is the responsibility of the client to have all personal lines (including but not limited to gas, sewage, water, electrical, internet, and other important lines) marked by a qualified journeyperson in the area where the tents are to be placed. Euphoria will require proof that such work was completed before setup as a safety requirement.
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Euphoria will not be held responsible for any damages and/or costs endured by the client for repairs to any underground lines or objects that may be damaged during tent installation/takedown.
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Tent setup and takedown is dependent upon the weather and Euphoria reserves the right to delay such services in the presence of inclement weather. Inclement weather can include but is not limited to winds over 50km/hr, lightning, excessive rain etc.
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If a tent comes down, is damaged, or gets destroyed for any reason during the season prior to or at the client’s event, Euphoria cannot guarantee a replacement. If a tent becomes unavailable, the client will be notified and refunded the rental price.
Décor/
Furniture/Misc.
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If a ceiling is rented, a scissor lift must be available for Euphoria to use the day of setup and takedown. Euphoria will not provide the scissor lift, and the client is expected to make arrangements to have one available. Scissor lifts are only needed for certain halls but are necessary for all arenas.
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If pipe and drape are rented for use in an arena/shop or similar environment in which there is the potential for or presence of moisture and/or dirt floors, it is mandatory for the client to provide rolls of poly to cover the circumference of the area to avoid damage to the curtains.
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Venues must be unlocked and ready/clean upon the arrival of Euphoria for setting up/decorating. In the scenario that the location is not ready/unlocked and Euphoria is subjected to delay, the client will be charged a $50/hour fee.
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Any missing, broken, or damaged items will be billed to the client for replacement or repair or taken from damage deposit.
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Any glassware that is deemed excessively dirty (including but not limited to wax, mould etc.) will be subjected to an additional fee of at least $50.00 for cleaning or cost of replacement.
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Chairs are only to be used for their intended purposes. When chairs are used beyond their intended purpose (such as a step stool, or stood on for any purpose), they are weakened and more inclined to damage. If any chairs exhibit signs of footprints or evidence that they were being improperly used, the client may be subjected to a $50 fee per chair.
Weather
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Clients who plan to have an outdoor event are encouraged to arrange a secondary/backup location due to the unpredictability of inclement weather.
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If inclement weather is predicted before or is occurring during setup/decorating and Euphoria is unable to set up/decorate, the client will still be responsible for the cost of all rentals.
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The client is responsible for the cost of reparations or replacement on any and all rentals that are placed completely or partially outside in the elements and retain damages due to inclement weather (such as but not limited to rain, wind, snow, etc.).
Rental Agreement & Payment
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Only 10% of the total rental cost is eligible to be removed from the rental agreement up to two weeks prior to the event. The Client may remove items from the rental agreement, although if the removal of rentals exceeds 10% of the total rental cost (excluding mileage and taxes), the client will be required to pay for the rental services that were reserved.
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No rentals are eligible for removal from the rental agreement within the two weeks prior to the date of event.
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Euphoria currently accepts payments for rental services in the form of cash, e-transfer, cheque, and credit card. A 3% service fee will be added when paying with credit card.
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The client must pay the remaining balance of their rental agreement no later than two weeks prior to the date of setup/decorating. If additions are required after the full balance has been paid, the amount owing must be paid on or before decorating day.
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Euphoria reserves the right to refuse setup/decorating if rental agreement has not been paid in full prior to/on decorating day.
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The damage deposit may take up to six weeks after the event to be refunded. This timeframe allows for Euphoria to properly inspect, launder, and clean all rentals. Any damages to any rentals will be deducted from the damage deposit and the remainder of the damage deposit will be refunded to the client, if applicable. The client has the right to request an itemized list of all charges related to costs retained from the damage deposit by Euphoria.
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If rentals are being picked up by the client, they must be picked up Wednesday or Thursday 10:00 AM to 6:00 PM unless otherwise arranged with Euphoria. Rentals must be returned no later than Monday at 6:00 PM.
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If rentals are not returned on time, Euphoria will retain 50% of the damage deposit.
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Changes to pick up and drop off times must be verified at least two weeks prior to the event date, as Euphoria is unable to provide last minute changes by the client.
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The setup/takedown date and time on the rental agreement can be changed by Euphoria at any time due to unforeseen circumstances (including but not limited to venue regulations, weather, government regulations/restrictions, natural disaster etc.)
Rental Agreement & Payment
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Subrentals cannot be removed from the rental agreement under any circumstances.
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The client is responsible to pay the cost for any additional damage deposits or damage waivers as required by the subrental company.
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All subrentals must be cleaned properly before being retrieved by Euphoria. If subrentals are not cleaned and/or are damaged, the client will be charged a cleaning/damage fee. Euphoria is not responsible for cleaning subrentals and will bill the client for such cleaning services.