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Terms & Conditions

We want your event to be a success — and that starts with being clear about how we work together. Please take a moment to review the following terms and conditions before proceeding with your rental. If you have any questions, we’re always available by email or phone.

A signature on an invoice constitutes acknowledgment and acceptance of these terms from Vibrant Occasions, for the equipment and/or merchandise described and identified in the invoice as of the date signed. The person or corporation named as the customer on this Rental Agreement (the “Customer”) shall rent from Papier Ventures Inc. dba Vibrant Occasions (“Vibrant Occasions”) the equipment, items, and/or services provided at the prices specified on the invoice. The parties mutually agree that this Rental Agreement shall govern the terms under which the equipment is rented, as described in the following terms and conditions.

1) AUTHORITY: Where Customer is a corporation or is other than the person signing the invoice or on Customer’s behalf, the person signing the invoice represents and warrants that they have the full right and authority of Customer to sign and enter into this binding Rental Agreement on Customer’s behalf.

2) VIBRANT OCCASIONS REPRESENTATION: Equipment covered by this Rental Agreement is represented to be in good working order at the time of delivery. It is expressly understood that Vibrant Occasions is not responsible for engineering decisions in connection with equipment use, results accomplished by the equipment, or accidents resulting from its use. Vibrant Occasions does not represent that any equipment is suitable, or will be suitable, for any particular installation or type of work.

3) USE: Customer shall operate, maintain, and/or store the Equipment in a clean, safe, and secure place. Customer shall operate, maintain, and/or store the Equipment in the manner contemplated by the manufacturer and/or the supplier of the Equipment. Said Equipment will be used for the sole purpose for which it was manufactured and intended by all applicable laws, by-laws, and rules and regulations affecting the use of same. 

  • Prohibited Activities: Cooking, open flames, deep-frying, or the use of smoke/fog machines under or near tents and linens is strictly prohibited. Any smoke or grease damage will result in full cleaning or replacement charges.

    BBQs, grills, cooking equipment, dishware, glassware, cookware, and linens must be returned free of excess food, liquids, grease, charcoal, wax, tape, and debris. Additional cleaning, maintenance, repair, or replacement charges may apply where excessive cleaning or damage is identified.

4) LOCATION OF USE: All equipment and merchandise provided are the sole property of Vibrant Occasions. You agree to use the equipment only for its intended purpose and in a safe, secure, and clean manner. You shall not sublet, loan, or move the equipment from the delivery address specified on the invoice without our prior written consent.

5) TRANSPORTATION: The rental price is FOB Vibrant Occasions warehouse. The customer will pay all transportation or cartage charges from the Vibrant Occasions warehouse, and return the Equipment back to the Vibrant Occasions warehouse in the same condition as received, with normal wear and tear excepted. The risk and liability for any injury or damage to Equipment from any source or cause whatsoever, from the time Equipment leaves Vibrant Occasions warehouse until Equipment is returned to Vibrant Occasions at its warehouse, will be borne by Customer, and the amount of any damage will be paid to Vibrant Occasions by Customer on demand.

6) PAYMENT OF CHARGES: Customer shall:

      • Deposit: A 50% non-refundable deposit is generally required to secure inventory and event dates. Vibrant Occasions may, at its sole discretion, accept a lesser deposit amount as specified on the Customer’s quotation or invoice. Any deposit paid shall be applied toward the total balance due.
      • Balance: The remaining balance is due in full fifteen (15) days prior to the earlier of the scheduled event date or delivery date.
      • Pay to Vibrant Occasions all rental charges at the rates set out on the invoice, including applicable taxes, from the time of delivery to the time of return.
      • Pay to Vibrant Occasions all costs, charges, and expenses for replacement, repair, or restoration of equipment, and compensation for loss of rental income, howsoever caused under this Rental Agreement.
      • Pay to Vibrant Occasions any and all costs, charges, or expenses incurred in exercising its remedies upon default by Customer, including legal fees on a solicitor-and-client basis, bailiff’s fees, court costs, and/or transportation charges.
      • Pay to Vibrant Occasions the cost of cleaning any equipment not returned in a reasonably clean condition.
      • Pay to Vibrant Occasions interest on any overdue amounts at the rate of 2% per month (24% per annum)

         

    7) CANCELLATION POLICY: Cancellations must be submitted in writing via email to [email protected]. The following cancellation schedule applies:

      • 30 or more days before the event date: The deposit is forfeited; no further charges will apply.
      • 15–29 days before the event date: 75% of the total order value is due.
      • 14 days or fewer before the event date: 100% of the total order value is due.
        Cancellations due to weather or other circumstances within the Customer’s control are not eligible for refunds. Force majeure situations are handled per Section 11.
      • Event Date Changes: Requests to change an event date are subject to product availability and operational capacity. Approval of a date change is at the sole discretion of Vibrant Occasions. Approved date changes may result in revised pricing, delivery fees, rental terms, or additional charges. Deposits remain non-refundable and will be applied to the rescheduled event where applicable.

    8) CHARGE AUTHORIZATION: 

      • You authorize Vibrant Occasions to securely store your payment method and charge it for any remaining balances, order modifications, late fees, or damages related to this rental.
      • Authorization for Additional Charges: You hereby grant Vibrant Occasions irrevocable consent to charge the payment method on file for any additional costs incurred, including but not limited to:
        • Equipment damage or permanent staining (including candle wax or grease)
        • Missing or unreturned items.
        • Late return fees or unauthorized rental extensions.
        • Special cleaning fees for items returned in excessively soiled condition.
      • No Further Notice: You agree that these charges may be processed without further notice or additional authorization, as your agreement to these terms at the time of initial payment constitutes standing consent.
      • Chargeback Waiver: By accepting these terms, you waive the right to dispute or “chargeback” any legitimate charges made for documented damages, losses, or late fees as defined in this Agreement.
      • By signing the Quote or invoice, you give irrevocable consent to Vibrant Occasions for the pre-authorization of associated security deposits, charges and any additional charges to be made on the credit card provided as remuneration for all future late return charges, damages, and/or loss of Equipment which they (or their representative) have directly ordered through Vibrant Occasions. 

    9) SITE PREPARATION & UTILITIES:

    • Ontario One Call: For any equipment requiring staking (tents, etc.), the Customer is responsible for contacting Ontario One Call (1-800-400-2255) to mark all underground utilities. Vibrant Occasions is not liable for damage to unmarked underground lines.
    • Site Condition: The site must be level and clear of obstacles. Failure to prepare the site may result in delivery delays or additional labor fees.
    • Site Readiness (Customer Responsibility): Prior to delivery/setup, you agree to ensure the site is ready for our crew and equipment, including (as applicable) lawns being freshly mowed, vehicles moved/keys available for vehicles that must be moved, gates/access points unlocked, and the setup area cleared of furniture, décor, toys, pet waste, debris, snow/ice, and any other obstructions.
    • Standby Fee (Site Not Ready): If the site is not ready at our crew’s arrival (including if lawns are not mowed or the area is not cleared of pet waste/debris), you agree to pay a $75/hour standby fee (billed from arrival until work can safely and reasonably begin), in addition to any other applicable re-trip, labour, or rescheduling fees
    • Additional Costs / Rescheduling: If the site is not ready at arrival, you authorize Vibrant Occasions to (at our discretion) wait, return later, reschedule, or cancel installation/delivery, and you agree you may be charged additional labour, standby time, or re-delivery/re-trip fees.
    • Parking / Access: You are responsible for ensuring safe and reasonably close parking and access for our delivery vehicles and trailers. Client agrees to pay for any parking tickets, towing charges, or parking-related fines/fees incurred during delivery, setup, service calls, or pickup where customer-provided parking is unavailable or inadequate.

       

    10) PERMITS: The Customer is solely responsible for obtaining and paying for any required municipal building or event permits. Vibrant Occasions is not liable for event interruptions due to missing permits.

    11) LIABILITY & FORCE MAJEURE:

    • Vibrant Occasions shall not be liable for any delays, failures, or cancellations caused by circumstances beyond our reasonable control, including but not limited to adverse weather, acts of God, fire, flood, war, terrorism, strikes, government action, or other force majeure events. In such cases, Vibrant Occasions will make reasonable efforts to communicate with the Customer promptly and, where possible, offer rescheduling options.
    • Our total liability under this Agreement is limited to the amount paid by the Customer to Vibrant Occasions under this Rental Agreement. Vibrant Occasions is not liable for incidental, consequential, or indirect damages of any kind.
    • Customer is encouraged to obtain independent event insurance to protect against loss, cancellation, or liability arising from their event.

    12) DELIVERY AND PICKUP:  Standard delivery includes professional setup of tents, staging, and dance floors. Unless otherwise specified, tables and chairs will be stacked in a single designated area. If the Customer requires us to set up and take down tables and chairs, this service must be booked in advance for an additional fee.

    • Standard Delivery & Pickup Window:

      Unless expressly stated otherwise or where a Guaranteed Delivery Window has been purchased and identified on the invoice, the Customer acknowledges and agrees that standard delivery and/or pickup services may be attempted up to three (3) days before and/or up to three (3) days after the scheduled event date. Delivery and pickup scheduling is determined based on optimized routing, operational efficiency, weather conditions, staffing availability, equipment logistics, and other operational requirements.

      The Customer further acknowledges that standard delivery and pickup dates and times are estimates only and are not guaranteed.

    • Exclusive / Guaranteed Delivery Window:
      Any guaranteed, specific, priority, or “exclusive time” delivery and/or pickup service is available only where the Customer has expressly purchased and paid an additional exclusive delivery fee in advance, and such guaranteed timeframe is specifically confirmed in writing on the Customer’s invoice.

      Absent payment of the exclusive delivery fee and written confirmation on the invoice, Vibrant Occasions reserves the right to schedule deliveries and pickups within the standard delivery and pickup window outlined above.

      The Customer agrees to ensure that the delivery location remains accessible during the applicable delivery and pickup window.

    13) RETURN OF EQUIPMENT: The signature on the return checklist indicating that the Equipment has been returned shall not constitute an acknowledgment by Vibrant Occasions that the Equipment has been returned in its entirety, in an undamaged condition, or by the terms of this Rental Agreement, and that said signature shall not act as a waiver of any of Vibrant Occasions rights under this Rental Agreement.

    14) TERMINATION: If Customer fails to pay the rent specified in invoice provided when due, or becomes bankrupt or insolvent, or a receiver of it violates any provision of this Agreement, Vibrant Occasions may, at its option, without notice, terminate the rental, take possession of the Equipment and recover all due rent, damages and expenses incurred in retaking possession of the Equipment.

    15) LOSS OR DAMAGE: Customer shall at all times, to the full extent permitted by law, indemnify and save harmless Vibrant Occasions from any and all claims, demands, suits, losses, costs, expenses (including all counsel fees), damages or recoveries (including amounts paid in settlement) which may be obtained against, imposed upon, or suffered by Vibrant Occasions as a result of Customer’s use (or misuse) of the Equipment. The parties acknowledge that this indemnity shall survive the termination of this Rental Agreement by any manner or means. Customer is responsible for any loss to rented Equipment (including damage from theft, fire, water, wind, lightning, elements, explosions, or other environmental or atmospheric conditions) and must maintain adequate insurance on rental Equipment to provide for its full replacement value. The customer shall be fully responsible and obliges themselves and/or itself to pay the supplier within ninety days upon demand, the value of the items in the event that the said items are stolen, lost, damaged, or destroyed, in part or whole, whether by theft, fire, loss, act of god or by any other cause whatsoever.

    16) INDEMNIFICATION: The Customer agrees to indemnify, defend, and hold harmless Papier Ventures Inc. dba Vibrant Occasions and its employees from any and all claims, suits, or losses (including legal fees) arising out of the Customer’s use, operation, or possession of the equipment.

    17) PRIVACY: Your personal information is collected, used, and disclosed in accordance with our Privacy Policy. By entering into this Agreement, you consent to the collection and use of your information as described at vibrantoccasions.ca/privacy-policy/

    18) ASSIGNMENT: Vibrant Occasions may assign its rights under this Rental Agreement and transfer its title and interest in the Equipment to any party without the prior written consent of Customer. Customer may not assign any of its rights and obligations under this Rental Agreement without the prior written consent of Vibrant Occasions. No ownership or title of the equipment is transferred or assigned to Customer under this Rental Agreement.

    19) SUBROGATION: In the event of any loss or damage to the Equipment, Vibrant Occasions shall have the right of subrogation concerning any right of Customer to recover against any person, firm or corporation. Customer will execute and deliver whatever instruments and papers required and do whatever else is necessary to secure such rights. Customer will cooperate fully with Vibrant Occasions and or its insurer in the prosecution of those rights and will neither take or permit nor suffer any action to prejudice Vibrant Occasions rights with respect thereto.

    20) TENTING EQUIPMENT: Vibrant Occasions agrees to provide Tenting Equipment in a good and workmanlike manner free of any defects and in a manner fit for the purposes for which such items are intended. Vibrant Occasions agrees to maintain the Tenting Equipment within the scope of normal wear and tear, keeping it in good working order during the rental term. However, if the Tenting Equipment requires maintenance outside the scope of normal wear and tear, or in response to damage or loss of equipment caused by Customer or any third party, then Customer hereby agrees that any services performed by Vibrant Occasions, including but not limited to diagnosing, repairing, replacing, modifying, installing or removing Tenting Equipment, shall be billed and paid separately by Customer in addition to this Rental Agreement.

    21) PERMITS; FITNESS OF PREMISES:

        • A) Customer hereby agrees to procure and obtain at its sole expense, unless otherwise indicated on the reverse, any permits required for Vibrant Occasions to install the Tenting Equipment at the premises. If Customer fails to obtain all required permits, then Vibrant Occasions shall not be liable for any delay, incidental or consequential damages, or damages to any third parties as a result thereof. The customer shall provide Vibrant Occasions with photocopies of all required permits on or before the start of the rental term.

        • B) Customer hereby represents and warrants that the premises comply with all environmental, municipal, provincial, and federal rules and regulations such that the premises are and will be fit and prepared for Vibrant Occasions to install Tenting Equipment before the start of the rental term. Further, any preparations to preserve and maintain the premises in good order such as, for example, removing snow, equipment, or obstacles; or marking the location of electrical, water, gas, or other utility lines whether above or below ground in the vicinity of where the Tenting Equipment is to be installed, will be done conspicuously by Customer prior to Vibrant Occasions installing the Equipment. If Customer fails to conspicuously mark or remove any such items, then Vibrant Occasions shall not be liable for any delay, incidental or consequential damages, or damages to any third party as a result thereof.

      22) MISCELLANEOUS:

          • All parties to this Rental Agreement have required that this Agreement be drawn up in the English language;

          • This Rental Agreement shall be binding upon and shall inure to the benefit of all parties and their respective heirs, legal representatives, executors, administrators, successors, and permitted assigns;

          • The said Equipment was examined and inspected by the person whose signature appears on this agreement hereof and found to be in first-class condition when received. Further, the use of the said Equipment will be discontinued immediately if the same is found to be unsafe or in a state of disrepair, and Vibrant Occasions will be notified immediately of said facts. Vibrant Occasions, in consideration of the mutual covenants, agrees that it will, with reasonable dispatch after receiving this notice, replace such equipment in good working condition;

          • Immediately upon termination of this Agreement, Customer will return the rented Equipment, including all attachments and/or parts belonging thereto, to the offices of Vibrant Occasions in the same condition as it was received and agrees to pay for all other damage to said Equipment. 

          • Customer will ensure that Vibrant Occasions markings on rental equipment are not removed or defaced.
          • Possession of equipment beyond the agreed rental period without prior written authorization constitutes an overtime violation. Unauthorized extensions are subject to overtime charges of 1.5x the daily rental rate per additional day, at the sole discretion of Vibrant Occasions. Extensions must be approved in advance and are subject to availability and the terms of this Agreement. 
             

        23) ENFORCEABILITY: The parties’ relationship and this Rental Agreement shall be governed by the laws of the Province of Ontario and the laws of Canada. Any actions about or arising out of this relationship or Rental Agreement shall be filed in and remain in a Court of suitable jurisdiction within the Province of Ontario. The customer agrees to submit to the jurisdiction of the Court of suitable jurisdiction within the Province of Ontario.

        24) SEVERABILITY: Any invalidity, in whole or in part, of any provision of this Rental Agreement shall not affect the validity of any other of its provisions.

        25) FACSIMILE OR PHOTOCOPY: Vibrant Occasions and Customer agree that a fully executed facsimile, photocopy or electronic delivery of this Rental Agreement shall constitute an original document.

        26) WARRANTIES: Vibrant Occasions makes no warranties, express or implied, as to any matter whatsoever, including, without limitation, the condition of the Equipment, its merchantability or fitness for a particular purpose, or that it is suited for Customer’s intended use. The aggregate liability of Vibrant Occasions hereunder, if any, shall be limited to the amount paid to it by Customer under this Rental Agreement. 

        27) MARKETING / PHOTOS:         You grant Vibrant Occasions permission to take and use photographs and/or video of the rented items and event setup (which may include wide shots of the event space) for our portfolio, website, social media, and other marketing and promotional purposes. If you do not want your event photos used, you must notify us in writing prior to the event date, and we will reasonably accommodate your request.

        28) ENTIRE AGREEMENT: This Agreement constitutes the entire agreement between the parties of its subject matter and supersedes all prior agreements, understandings, negotiations, and discussions whether oral or written, of the parties and there are no warranties, representations, or other agreements between the parties in connection with the subject matter of this Rental Agreement except as outlined in this Rental Agreement and is governed by the laws of Ontario.

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