Terms & Conditions

M&D EVENT RENTALS – RENTAL TERMS & CONDITIONS (ARIZONA)

By booking with M&D Event Rentals (“M&D”, “we”, “us”), you (“Client”, “you”) agree to the following Terms & Conditions. These terms exist to protect your event, our team, and our inventory so everything runs smoothly and safely.

These Terms apply to all quotes, invoices, and bookings unless we agree otherwise in writing.

1. DEFINITIONS

For clarity:

“Event Dates” – the date or dates listed on your invoice for delivery, use, and pickup.
“Package Pricing” – any discounted pricing based on the total scope of your order (multiple days, larger quantities, or bundled items).
“Multi-Day Package” – any booking spanning more than one calendar date under a single Agreement or invoice.
“Special-Order Items” / “Extra-Ordered Items” – items we purchase, rent, or custom-source specifically for your event, or in quantities/colors/sizes beyond our normal stock (for example: specific linens, chargers, heaters, or unique furniture not regularly carried).
“Major Change” – any change that:
Reduces the total value of your order by more than $1,000, and/or
Cancels or removes an entire Event Date from a Multi-Day Package, and/or
Removes more than $1,000 of key inventory (chairs, tables, lounge furniture, linens, heaters, chargers, bars, lighting, etc.).

2. BOOKING, QUOTES & ACCEPTANCE

2.1 Quotes & Availability

Quotes are based on availability at the time they are given and are not guaranteed until a deposit and signed acceptance are received.

2.2 Acceptance of Terms

By paying a deposit, signing a contract, or otherwise confirming your booking in writing, you confirm that you have read, understood, and agreed to these Terms & Conditions.

2.3 Changes After Booking

Any change after booking is subject to Section 8 – Change Requests & Major Changes and may affect your final balance.

2.4 Website Terms Incorporated by Reference

By booking with M&D Event Rentals, Client acknowledges and agrees that these Terms & Conditions are supplemented by the full Terms & Conditions published at www.mndeventrentals.com/terms-and-conditions, which are incorporated herein by reference and form part of the binding agreement between Client and M&D.

In the event of any inconsistency, the more detailed Terms & Conditions published on the Website shall govern.

2.5 Payment Timing for Short-Notice Events

For events scheduled 30 days or less from the booking or confirmation date, payment in full is required at the time of booking unless otherwise agreed in writing.

Failure to submit payment by the stated due date may result in cancellation of the reservation, loss of reserved inventory, and/or additional administrative or restocking charges.

2.6 Failure to Submit Payment

Failure to submit payment by the required due date may result in suspension of services, release of reserved inventory, cancellation of the booking, and/or additional charges incurred as a result of late payment, including but not limited to administrative costs, rush labor, or restocking fees.

3. DELIVERY TERMS & ACCESS

3.1 Standard Delivery (Drop-Off Only)

Standard delivery includes drop-off and pickup at a ground-level access point where our truck can safely park and unload (for example: garage, front door, loading dock, or ground-level entry).

Under standard delivery, we:

Place items at the agreed access point, and
Return to pick them up from that same general area.

3.2 No Automatic Carrying Without Setup Service

Under standard delivery (drop-off only), we do not:

Carry items upstairs or downstairs
Transport items through elevators or long hallways
Move items into ballrooms, ceremony sites, backyards, or deep into venues

If you need items carried from the access point to specific event spaces, that is setup labor, not standard delivery, and must be purchased separately (see Section 4).

3.3 Non-Standard Access & Extra Labor

Non-standard access (stairs, long distances, difficult terrain, restricted time windows, etc.) may require extra crew and time and may incur additional labor charges, to be approved and paid prior to the event.

3.4 Delivery Window & Single-Day Rental

Unless your invoice states otherwise, pricing assumes:

One delivery and one pickup, and
A single-day rental (items in use for one Event Date).
Requests for early delivery (day before), late pickup (day after), specific time windows, or same-day tight-time installs may incur additional fees and are subject to route and staffing availability.

4. SETUP, BREAKDOWN & LABOR

4.1 Setup & Breakdown Are Not Automatic

Setup and breakdown services are not included unless they are clearly listed on your invoice. If setup/breakdown is not listed, you are responsible for placing and packing items yourself. Our drivers will only drop off and pick up at the access point.

4.2 Sample Labor Rates (Baseline Only)

Standard baseline labor rates may include:

Chair Setup: $2 per chair
Chair Breakdown: $2 per chair
Table Setup: $7 per table
Table Breakdown: $3 per table
Linen Placement: $3 per linen
Chair Flip (ceremony to reception): $2 per chair

These are starting rates only. Final pricing depends on:

Total number of items
Layout complexity or multiple flips
Distance from truck to event spaces
Venue access restrictions and time windows
Crew size required to meet your timeline

4.3 Carrying Items to Event Spaces

When you purchase setup or breakdown services, our crew will carry items from the access point to the designated event spaces (ceremony, reception, ballroom, lawn, etc.), set them up according to the agreed plan, and bring them back to the access point at breakdown.

If setup/breakdown is not purchased, we will not carry items beyond the delivery access point.

4.4 Tight Time Windows & Rush Labor

If your venue requires setup, flips, or breakdown within tight time windows (for example: 1-hour flip, late-night pickup, early-morning teardown), additional crew and rush labor charges may apply.

4.5 Staff-Handled Items & Responsibility

If M&D staff is hired specifically to handle setup and breakdown, we are responsible for items while our staff is handling them. If our team damages an item during our own handling, that damage is on us. Once items are left in your control (or venue’s control), responsibility shifts to you (see Sections 5, 6, and 11).

4.6 Items Requiring M&D Setup Only

Certain items in our inventory may only be installed, handled, or removed by M&D staff for safety and quality reasons. These items may include, for example, chandeliers with freestanding poles, overhead installations, rigging, dance floors, staging, and any items that are marked on your quote or invoice as “Setup and breakdown included” or similar wording.

When an item is labeled this way in its description, M&D will handle setup and breakdown of that item exclusively. Client, guests, venue staff, and other vendors may not install, move, adjust, or remove these items.

Any damage or safety issues arising from unauthorized handling of “M&D Setup Only” items may result in damage charges and voids any liability on M&D’s part for resulting issues.

5. ITEM HANDLING, DAMAGE & RETURN POLICY

5.1 Inspection at Delivery

You (or your designated representative/venue) must inspect items at delivery. Any missing or damaged items must be reported to M&D within 2 hours of delivery. If no issues are reported within that window, items are considered delivered in good condition.

5.2 Condition on Return

Items must be returned in similar condition to how they were delivered, accounting for normal wear and tear. This means:

No broken, chipped, cracked, or dented items
No severe staining, burns, or tears
No water, mud, or weather damage caused by improper placement or storage

5.3 Prohibited Conditions & Exposure

Do not expose items to:

Rain, sprinklers, or standing water
Mud, loose gravel, sand, or unstable ground
Direct high heat sources or open flames (except appropriate candle use with proper holders/protection)

5.4 Damage, Loss, Theft, or Destruction

If any item is lost, stolen, broken, destroyed, or damaged beyond normal wear and tear, you agree to pay reasonable replacement or repair costs, in addition to the rental fee. Replacement values reflect actual or typical market costs to replace the item with a similar product, not arbitrary penalties.

5.5 Late Returns & Extra Day Charges

Items not ready for pickup at the agreed time, or not accessible, may incur wait-time charges, extra labor, or extra-day rental charges if a second trip or extended time on site is required.

5.6 Linen Damage & Replacement

Linens, especially premium fabrics, custom sizes, special-order colors, and luxury materials, are easily damaged by wax, oils, heavy stains, and burns. If a linen is returned with wax stains, burn marks, permanent food/beverage stains, heavy discoloration, mold, or other damage that cannot be fully removed by professional cleaning, it will be considered damaged beyond repair.

In that case, you agree to pay the full replacement cost of the linen, especially for custom or special-order linens purchased specifically for your event.

6. PACKAGING & CLEANING

6.1 Packaging

All items must be returned in the original or equivalent containers (bins, racks, crates, etc.) supplied by M&D and staged in the agreed pickup area.

6.2 Dishware, Glassware & Flatware

Plates, glassware, and flatware must be rinsed free of food and liquid before being repacked, even if a cleaning fee is included. We do the deep cleaning; you are responsible for scraping/rinsing. Food residue, sauces, oils, or stains left on tableware are not permitted, as they may permanently damage or etch surfaces and may result in replacement charges.

6.3 Cushion Cleaning Fee

A standard cleaning fee of $1.50 per cushion applies to detachable chair cushions. This is generally built into the cushion price unless otherwise noted.

6.4 Additional Cleaning & Handling Fees

If items are returned with excessive dirt, food, wax, or are packed in a way that requires significantly more staff time to sort and clean, additional cleaning and handling fees may apply at M&D’s reasonable discretion.

6.5 Food Residue, Staining & Mold Risk

Linens, charger plates, plates, glassware, and flatware must be returned fully free of all food, beverage, oils, sauces, wax, and edible residue.

Residue left on items can cause staining, odor, mold growth, and cross-contamination of other inventory during storage or transit.

If items are returned with residue, wax, burns, stains, or discoloration, M&D will first make a commercially reasonable effort to restore the item through professional cleaning methods, which may include additional labor, chemicals, scrubbing, or specialized treatment. Any such cleaning labor will be charged to the Client.

If, after reasonable cleaning attempts, an item is determined to be permanently stained, damaged, chipped, unsafe, or otherwise unusable, the Client agrees to pay the full replacement cost of the item. In cases of severe damage, both cleaning charges and replacement costs may apply, as the initial attempt to salvage the item does not eliminate the loss incurred.

Because items are often collected hours or days after use and may not be immediately inspected due to routing, staffing schedules, weekends, or late-night events, the Client is responsible for ensuring all applicable items are properly rinsed, scrubbed, and food-free at pickup, regardless of inspection timing.

This responsibility is especially critical for new, premium, custom, or special-order items purchased specifically for the Client’s event.

Damage waivers, when offered and added to the invoice, may cover certain losses as outlined in the waiver terms. Without a damage waiver or event insurance, all cleaning and replacement costs remain the Client’s responsibility.

6.6 Wax Damage, Specialized Cleaning & Safety Disposal

Wax drippings, heavy staining, oils, or residue on linens, drapes, runners, overlays, or other fabric-covered items may require specialized cleaning beyond standard laundering. Standard cleaning includes routine washing, drying, and steaming for reuse.
When wax, burns, discoloration, or heavy staining is present, additional labor, chemicals, and treatment methods may be required, and extra cleaning fees will apply.

Items made of hard or fragile materials — including but not limited to plates, charger plates, glassware, vases and similar products — that are returned chipped, cracked, or structurally compromised are considered a safety hazard and must be permanently removed from circulation. These items cannot be repaired or reused.

Any such unsafe items will be charged at full replacement cost. If a damage waiver has been added to the order, coverage will apply only as defined in the waiver terms. Without a damage waiver or applicable event insurance, replacement costs remain the Client’s responsibility.

This policy exists to protect guest safety, maintain inventory quality, and ensure compliance with health and safety standards.

7. DANCE FLOORS & SURFACE REQUIREMENTS

7.1 Approved Surfaces

Our dance floors are designed for installation on flat, stable, and level surfaces, such as concrete, indoor flooring, or properly constructed subflooring.

7.2 Prohibited Surfaces Without Subfloor

Unless we provide and install a subfloor, dance floors may not be installed directly on:

Loose gravel
Dirt
Sand
Mud
Uneven or unstable ground

Certain grass or turf areas may also require a subfloor if the ground is soft, sloped, or inconsistent.

7.3 Subfloor Requirement & Extra Cost

If you request a dance floor on grass, turf, or any surface that is not flat and firm, M&D may require a subfloor at an additional charge. Subfloor pricing depends on size, access, and labor needed.

7.4 Right to Refuse Unsafe Installation

If the actual site conditions are unsafe, unstable, or materially different from what was described, M&D reserves the right to:

Refuse installation, and/or
Modify the layout or location of the floor

If conditions outside M&D’s control prevent a safe installation, refunds are not guaranteed. We will act reasonably to propose alternatives where possible.

8. CHANGE REQUESTS & MAJOR CHANGES

8.1 Standard Change Requests (4+ Weeks)

You may request changes to dates, items, or quantities with at least 4 weeks’ written notice before your first Event Date. All changes are subject to inventory and staffing availability and may affect your total balance.

8.2 Major Changes

A Major Change occurs when:

Your order is reduced by more than $1,000, and/or
An entire Event Date in a Multi-Day Package is cancelled or removed, and/or
More than $1,000 in key items (chairs, tables, lounge furniture, linens, heaters, chargers, bars, lighting, etc.) is removed.

8.3 Effect of Major Changes

When a Major Change occurs:

Any Package Pricing, planner discount, or multi-day discount may be recalculated or removed, and
Remaining items may revert to standard, non-discounted rates, even if they were originally quoted at a lower package rate.

This is an adjustment to reflect reduced scope, not a penalty.

8.4 Late Change Requests (< 4 Weeks)

Changes requested under 4 weeks from your first Event Date may be limited or unavailable. If approved, they may incur additional labor, rush, or handling fees.

8.5 Refunds & Adjustments for Changes

All cancellations and changes are subject to availability and review.

Changes reducing the order by more than $1,000 are considered a Major Change and may be approved at M&D’s discretion; however, amounts already paid are not guaranteed to be refundable, especially where inventory, labor, or commitments have already been incurred.

If a change reducing the order by less than $1,000 is requested at least four (4) weeks prior to the first Event Date, M&D may, at its discretion, refund the applicable amount if already paid, or apply it as a credit or deduction from the remaining balance if unpaid.

8.6 Case-by-Case Review & No Guaranteed Refunds

Client acknowledges that change requests can be subjective in nature. M&D evaluates all change requests on a case-by-case basis, with the goal of minimizing loss for both the Client and M&D.

Approval of a change does not guarantee a refund, particularly for:

Special-Order or Extra-Ordered Items

Labor already scheduled

Inventory reserved under package or discounted pricing

Changes requested under four (4) weeks from the Event Date may be discussed and considered based on availability, scope, and feasibility, but are not guaranteed.

9. SPECIAL-ORDER/PRE-ORDER & EXTRA-ORDERED ITEMS (NON-REFUNDABLE)

9.1 Identification on Invoice

Special-Order/Pre-Ordered or Extra-Ordered Items will be clearly labeled on your quote/invoice with descriptions such as “Special Order – Non-Refundable” or “Ordered Specifically for [Client/Event] – Non-Refundable.”

9.2 Payment & Non-Refundability

To secure Special-Order Items, up to 100% non-refundable payment may be required. Once M&D has placed the order with our supplier, you are financially responsible for those items whether or not they are ultimately used, and whether or not the event scope changes.

9.3 Changes After Ordering

If you later reduce or cancel Special-Order Items, or cancel/move the day those items were intended for, the cost of those Special-Order Items remains due. This reflects actual costs and commitments incurred, not a penalty. For clarity, any refund or adjustment provisions described elsewhere in this Agreement do not apply to Special-Order, Pre-Order, or Extra-Ordered Items unless expressly stated in writing by M&D.

9.4 Incorrect or Mis-Supplied Items

If a Special-Order Item arrives and is materially different from the written description or sample we provided (for example, wrong product or clearly wrong color), we will work to correct or replace it, and you will not be charged for that incorrect item. Minor shade or texture variations do not qualify as a material difference.

9.5 Lead Time for Special-Order / Extra-Ordered Items

To properly source, receive, inspect, and prepare Special-Order or Extra-Ordered Items, M&D generally requires at least 3 months of lead time before your first Event Date. This allows us to:

Order them
Account for shipping and potential delays
Inspect items on arrival
Custom-make or finish any pieces, if applicable

Requests for Special-Order / Extra-Ordered Items with less than 3 months of lead time are subject to availability and feasibility at M&D’s sole discretion. If we add such items to your quote or invoice and label them as Special-Order or Extra-Ordered, that is our confirmation that, based on the information and timelines available, we reasonably believe we can deliver those items for your event.

9.6 Supplier Delays, Shipping Issues & Contingencies

In rare cases, Special-Order / Extra-Ordered Items may be affected by events outside of M&D’s control, such as shipping delays, carrier damage, lost freight, port or customs delays, tariff changes, or manufacturer issues.

If an item ordered specifically for your event is delayed, damaged in transit, or otherwise affected in a way that may prevent it from being ready for your Event Date, M&D will use commercially reasonable efforts to:

(a) Replace or substitute the item with a comparable or better item, which may include sub-renting from a trusted vendor at M&D’s expense, or

(b) Adjust the design or product selection in a way that still aligns as closely as possible with your agreed vision.

If, despite our efforts, a Special-Order / Extra-Ordered Item cannot be provided in usable condition by the Event Date, and no reasonable substitute is available:

That specific item will be removed from your order, and
You will receive a refund or credit for the rental amount paid for that item, and
You will not be responsible for the underlying purchase cost of that item.

This clause is an exception to the non-refundable nature of Special-Order / Extra-Ordered Items and applies only where M&D cannot reasonably provide a usable item or substitute for reasons outside your control.

9.7 Items Damaged Before or At Delivery (Usability Standard)

If an item provided by M&D (including Special-Order / Extra-Ordered Items) is found, upon arrival or during setup, to be materially damaged or unusable in a way that cannot be reasonably repaired or corrected on site (for example, broken structure, severe visible damage, or safety concerns), M&D will:

First, attempt to repair, replace, or swap the item with a comparable or better item, if time and inventory allow; or
If that is not reasonably possible, we will either adjust the design in a mutually agreeable way or remove that item from your order.

If no suitable replacement or adjustment is available and the item is clearly unusable for its intended purpose, you will not be charged for that item, and any rental amount paid for that specific item will be refunded or credited.

An item will be considered “unusable” only if it cannot reasonably serve its intended event function, even with minor adjustments. Cosmetic imperfections that do not materially affect function or appearance in a typical event setting do not qualify as “unusable.”

9.9 M&D’s Right to Decline Special / Custom Orders

All Special-Order, Extra-Ordered, and fully custom build requests are subject to review and approval by M&D. While we always aim to accommodate your vision, there may be situations where acquiring or custom-building certain items would create a disproportionate financial risk relative to the size or scope of the booking.

In those cases, M&D reserves the right to:

Decline the specific Special-Order or custom build request; and/or
Propose alternative items or designs that achieve a similar look or function using our existing or more feasible inventory.
If we decline a Special-Order or custom request, we will communicate this clearly and in a timely manner so you can adjust your plans or consider other options. We will not move forward with a Special-Order or custom build if we believe it would be financially unsustainable or would negatively impact our ability to serve other clients.

10. PACKAGE PRICING, DISCOUNTS & MULTI-DAY EVENTS

10.1 Basis for Discounts

All package pricing, Multi-Day discounts, planner discounts, vendor discounts, and promotional pricing are calculated based on the original total scope: number of days, item quantities, and overall rental value.

10.2 Scope Reductions

If you reduce your event in a way that counts as a Major Change, M&D may:

Recalculate or remove package and planner discounts, and

Revert remaining items to standard rates.

10.3 Not a Penalty

You acknowledge that adjusting pricing after a Major Change is a reasonable adjustment to reflect the reduced scope and the inventory/time we reserved for you, not an arbitrary price increase or punishment.

11. RESPONSIBILITY DURING THE RENTAL PERIOD

11.1 Care & Security

Once items are delivered and inspected, you are responsible for their care, security, and proper use until they are picked up by M&D.

11.2 Weather & Venue Risks

If there are risks due to weather, terrain, or venue rules, you must communicate them so we can advise. If items are placed or left in risky conditions without our knowledge or against our recommendations, any resulting damage is your responsibility.

11.3 Third Parties (Guests, Vendors, Venue)

You are responsible for damage or loss caused by guests, other vendors, or venue staff while items are under your control.

12. PICKUP REQUIREMENTS

12.1 Standard Pickup Condition

At the agreed pickup time, unless otherwise stated:

Items must be cleaned as described in Section 6 (rinsed tableware, etc.).
Items must be repacked into the bins, racks, and crates provided.
Items must be stacked or staged in the same general location as drop-off, with clear access for our crew.

12.2 Delays & Extra Trips

If items are scattered, still in use, missing, or not ready when our crew arrives, or if access is blocked, additional labor, wait time, or a second trip may be billed.

12.3 Exception When M&D Provides Setup & Breakdown

If you have purchased M&D’s setup and breakdown services for some or all items:
For those items covered by setup/breakdown, you are only required to rinse tableware (plates, glassware, flatware) to remove food and liquids.
All other covered items may be left in place. Our team will handle collecting, repacking, and transporting them back to the truck.
Standard pickup conditions still apply to any items not included in our setup/breakdown scope.

13. MARKETING USE & MEDIA OPT-OUT

13.1 Use of Photos & Video

We may photograph or video our setups and décor at your event for use on our website, social media, and marketing materials. Our focus is the design and layout, not individual guests.

13.2 Opt-Out

If you prefer your event not be shared, please notify us in writing before your Event Date, and we will not use images from your event in our marketing.

14. GENERAL

14.1 Governing Law

This Agreement is governed by the laws of the State of Arizona.

14.2 Severability

If any provision of these Terms is found unenforceable, the rest will remain in full force and effect.

14.3 Entire Agreement

These Terms, along with your signed quote/invoice, form the entire Agreement between you and M&D regarding your rentals and services.

15. Insurance & Liability Coverage

M&D Event Rentals maintains its own liability insurance and can provide a Certificate of Insurance (COI) listing the venue or property as Additionally Insured upon request. Please allow adequate time for processing and issuance of the COI.

While M&D carries its own liability coverage, this insurance protects M&D and our equipment, not the Client. To ensure that the Client is fully protected from accidental damage, loss, or liability during the rental period, optional event insurance is available through our partner provider via Goodshuffle on the payment page.

Event insurance is not required, but it is strongly recommended for larger events, high guest counts, public events, or events with alcohol, as it may cover accidental damage to rental items or venue property, guest-related incidents, or unforeseeable issues outside M&D’s control.

M&D does not include a standard damage waiver in our rentals. However, in special cases and at M&D’s discretion, a damage waiver may be added to your order for an additional fee. If a damage waiver is added, it will clearly appear as a separate line item on your quote or invoice. A damage waiver is not standard and does not automatically apply. In select cases, and solely at M&D’s discretion, a damage waiver may be offered as an optional add-on and will appear as a separate line item on the invoice, although in special cases a damage waiver will be necessary and added to your invoice as a percentage of the total contract cost. Absent a damage waiver or event insurance, Client remains fully responsible for loss or damage.

Without event insurance or a damage waiver, the Client remains financially responsible for any loss or damage to rental items during the rental period as described in Sections 5, 6, and 11 of this Agreement.