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Rental and Cancellations policy
Rental Agreement & Terms of Service
To ensure an exceptional experience and the highest standards of safety, all rentals include these terms of service.
1. Booking & Payments
Deposits: A non-refundable reservation deposit is required at the time of booking to secure your event date and guarantee inventory availability.
Rescheduling Credit: Cancellations made at least 14 days prior to the event date allow the deposit to be applied as a credit toward a future booking, valid for 60 days from the original event date (subject to availability).
Final Balance: The remaining balance is due one day before the event and will be charged to the card on file. The client is responsible for ensuring the payment can be processed. If the balance cannot be successfully charged, the order will be canceled. Deposits are non-refundable.
2. Delivery, Setup & Logistics
Timing & Windows: Delivery and pickup windows are estimates based on routing, traffic, and scheduling logistics. An estimated window will be shared prior to arrival, and our team will contact you when en route.
Flexible Scheduling: To optimize logistics, some setups may be delivered the day prior to the event, with standard collection scheduled for the following day. Hourly or specialized experiences (such as soft play setups) may require same-day pickup.
Site Readiness: All setup areas, pathways, and entry points must be clear, clean, and accessible prior to our arrival. Sharing dimensions, photos, gate codes, and parking details in advance is encouraged. If the setup area, pathway, or access is not ready or accessible upon arrival, setup may be delayed, modified, or unable to be completed. No refunds or credits will be issued for circumstances related to site readiness or access that are within the client’s control. Additional waiting time, labor, or trip fees may apply.
On-Site Coordination: An adult age 18 or older must be present during delivery to confirm placement and sign off on equipment condition. Restricted access, steep slopes, or unavailable contacts may affect delivery timing and setup completion.
Waiting Time: The client, designated adult, setup area, and required access must be ready upon our arrival. Our team will wait a maximum of 20 minutes if the client or designated adult is unavailable, the setup area is not ready, or access is delayed. If delivery or setup cannot begin within that time, our team will leave and the delivery will need to be rescheduled for another date, subject to availability. An additional delivery or trip fee may apply. No refunds or credits will be issued when delivery or setup cannot be completed due to circumstances within the client’s control.
Pickup & Access: All rental equipment must remain accessible during the scheduled pickup window. Tables must be cleared and folded, and chairs must be folded and stacked in the original delivery area. HTX Rent-A-Party is responsible for dismantling tents, Soft Play setups, and inflatables. If our team cannot access or pick up the equipment due to circumstances within the client’s control, additional trip or rental fees may apply.
Ground Level Delivery Only: For the safety of our team and the preservation of our equipment, all deliveries and setups are strictly limited to ground level. Our team will not transport equipment up stairs, elevators, or to second-story locations. If ground-level access is not available upon arrival and the equipment cannot be safely delivered or installed, no refund or credit will be issued.
3. Venue & Surface Requirements
Approved Surfaces: Setups must be installed on flat, level, and stable surfaces such as grass, turf, concrete, or indoor flooring. We cannot set up on gravel, rocks, mud, or steep slopes.
Property Restrictions: To maintain our service standards, we do not service public parks or vacant lots.
Clubhouse & Office Deliveries: Deliveries to clubhouses, leasing offices, or corporate workspaces are permitted, provided the client secures management approval. The client is responsible for coordinating building access, gate codes, and clearance for our delivery vehicles to enter and exit the premises smoothly.
Venue Logistics Fee: A mandatory $40 logistics fee applies to events held at venues, halls, clubhouses, churches, Airbnb properties, vacation rentals, and similar locations. Clients must accurately disclose their event location when booking. If this fee is not selected at checkout, it will be added to the reservation once the location type is identified, even after booking confirmation. If the client chooses to cancel rather than pay the required fee, the cancellation will be subject to our non-refundable deposit policy.
Space Requirements: The client is responsible for verifying that the reserved equipment fits within the designated setup area at the event location. HTX Rent-A-Party reserves the right to adjust the layout or substitute equipment with a different available size when necessary due to space limitations or safety requirements. If the reserved equipment does not fit within the designated setup area, no refunds or credits will be issued. If a different or smaller equipment size is substituted, the original rental price will remain unchanged and no refund or credit will be issued for any price difference. Any changes required due to insufficient space are subject to equipment availability and may result in additional labor, setup time, or trip fees.
Power Source: A dedicated, reliable power outlet must be accessible within 50 feet of any equipment requiring electricity. If the required power source is unavailable or inadequate, HTX Rent-A-Party is not responsible for equipment being unable to operate, and no refund or credit will be issued.
Client-Provided Information: The client is responsible for providing accurate information regarding the setup area, access, surface, measurements, and event location conditions. Changes, delays, additional trips, equipment substitutions, or inability to complete the original setup resulting from inaccurate or incomplete information provided by the client are not eligible for refunds or credits and may result in additional fees.
4. Weather Policy & Safety Delays
Severe Weather: In the event of severe or unsafe weather conditions (such as heavy rain, lightning, or high winds exceeding 15-20 mph), clients may reschedule their booking to an alternate date within 60 days from the original event date, subject to availability.
Operational Control: HTX Rent-A-Party reserves the right to delay, adjust, or cancel a setup if local weather, outdoor site conditions, or venue surfaces compromise the safety of guests or the integrity of the equipment.
5. Equipment Care & Liability
Adult Supervision: Continuous adult supervision is required for all interactive equipment, including soft play setups, bounce houses, and toddler play areas. The client assumes responsibility for participant safety.
Strictly Prohibited Items: To prevent permanent damage, face paint, slime, silly string, glitter, food, drinks, shoes, sharp objects, and pets are strictly prohibited on or near soft play equipment and inflatables. Soft play equipment must never be submerged in water. Water is permitted only on inflatables specifically designed and rented for water use.
Damage & Cleaning Fees: The client is responsible for any damage beyond normal wear and tear, including permanent stains, misuse, or damage caused by prohibited items. The client will be charged for any specialized cleaning, repairs, or replacement needed.
Agreement
By confirming your reservation and submitting your deposit with HTX Rent-A-Party, you acknowledge, understand, and agree to the rental policies and terms outlined above.