Terms & Conditions

Welcome to Vibe Event Company, LLC! We are excited to help you bring the energy to your next celebration. By finalizing your booking, submitting your deposit, or accepting our delivery, you (“Renter”) are officially entering into a legally binding agreement with Vibe Event Company, LLC (“we,” “us,” or “our”) under the terms outlined below.

🚚 1. DELIVERY ZONES, FEES, & MINIMUMS

We are a delivery-only operation—we handle the transport and heavy lifting so you can focus on your guests! To ensure operational efficiency, we utilize a tiered delivery zone structure based on your distance from Horn Lake, MS.

Our minimum order equipment subtotals (excluding delivery fees and taxes) are strictly enforced at checkout:

• Zone 1 (0 to 20 miles from Horn Lake): FREE Delivery with a mandatory $100.00 equipment subtotal minimum. (Includes Horn Lake, Southaven, Walls, and parts of Olive Branch and Memphis).
• Zone 2 (21 to 30 miles from Horn Lake): $30.00 Flat Delivery Fee with a mandatory $150.00 equipment subtotal minimum. (Includes Hernando, Germantown, Collierville, and Cordova).
• Zone 3 (31 to 45 miles from Horn Lake): $65.00 Flat Delivery Fee with a mandatory $250.00 equipment subtotal minimum. (Includes Tunica, Senatobia, and extended metro areas).

Vibe Event Company, LLC reserves the right to cancel, modify, or refuse delivery for any booking that fails to meet these distance-based minimums or is deemed operationally unfeasible.

 2. BOOKING DEPOSITS & PAYMENTS

• The 50% Rule: To lock in your party date and pull items from our active inventory, a 50% non-refundable deposit is required at the time of booking. Because we turn away other clients for your specific items once booked, deposits are non-refundable under all circumstances.
• Short-Notice Bookings: Any reservations made within 30 days of your event require full, 100% non-refundable payment immediately at checkout.
• Final Balance Due Date: All remaining balances must be settled in full by the first (1st) day of the month prior to your event month. (For example, if your event takes place on October 15th, your final payment must clear by September 1st). Failure to pay on time will result in automatic cancellation and forfeiture of your deposit.
• No Invoice Reductions: Final invoice totals will not be reduced down the line unless Vibe Event Company, LLC must substitute an item due to unexpected inventory damage.

3. THE 24-HOUR RENTAL PERIOD & TIMING

• Standard Rental Window: Our baseline rental period is a full 24 hours, giving you maximum flexibility to enjoy your event without evening-of rush or panic!
• Scheduling Notice: We build our delivery routes the week prior to your event to maximize efficiency. We will contact you roughly 7 days out to lock in a delivery day and time window. We frequently deliver 1–2 days early at no extra cost to give you plenty of setup time!
• Specific Timeframes: If your venue or public park permit requires a hyper-specific, rigid delivery or pickup window (e.g., "must be gone by dark" or a strict 2-hour window), a Specific Time Fee will be applied to cover the dedicated routing.
• Renter Presence: An authorized adult (18+) must be present at delivery to verify the inventory, show us the drop zone, provide a valid driver’s license for ID verification, and sign the digital delivery contract.

 4. EQUIPMENT ACCESS, USE, & CANOPY RULES

• Ground-Level Delivery: All deliveries are made to ground-level, accessible spaces within 100 feet of a safe truck parking spot. We stage equipment in one central location (e.g., a driveway, garage, or covered patio). We do not carry gear up steep hills, stairs, or through complex building layouts.
• Pop-Up Canopies Only: We deal exclusively in commercial-grade pop-up canopy tents. We do not use ground-drilling or heavy stakes. You are responsible for ensuring the setup site is level, clear, and safe.
• Weather Emergency: Renters must actively monitor local weather. In the event of lightning, heavy downpours, or high winds, you must immediately evacuate guests from underneath the pop-up canopies.
• Fire Hazard: No ash-producing fires, grills, or fireworks are permitted within 200 feet of our canopies. Ash or burn holes found on any canopy top will result in an immediate charge for full replacement value.

 5. CLEANING, DAMAGE & MISUSE FEES

• How We Deliver: Every piece of gear arrives hand-cleaned, deep-sanitized, and inspected.
• Standard Care: Renters are responsible for protecting equipment from permanent stains, tape, sticky residues, and structural misuse (such as standing on tables or chairs). Stacking tables face-down or dragging them on rough concrete without protection is strictly prohibited.
• Return Condition: All items must be left clean, wiped down, and folded in their original drop-off location. Items returned excessively soiled (mud, stuck-on food, permanent markers, or mold) will trigger an immediate cleaning fee charged to the card on file.
• Irreversible Damage & Loss: If an item is lost, stolen, or returned with irreversible damage (burns, melts, cuts, or breaks), the Renter is solely responsible for the full market replacement cost. Invoices for damage must be paid within 30 days, after which a 6% weekly interest fee will accumulate.

6. THE VIBE WEATHER & CANCELLATION POLICY

• More Than 30 Days Out: Cancellations made more than 30 days before your event will receive a full refund of any extra payments made beyond the non-refundable 50% deposit.
• Within 30 Days: Cancellations made within the 30-day window are completely non-refundable.
• Special Requests: If we purchase custom equipment or specialty items specifically for your event at your request, the entire order becomes 100% non-refundable immediately, overriding all standard timelines.
• Bad Weather Credits: We do not offer cash refunds due to weather unless Vibe Event Company, LLC officially cancels the delivery due to hazardous driving conditions. However, if severe weather forces you to call off your outdoor party and you notify us at least 48 hours in advance, we may—at our sole discretion—issue a 30% event credit valid for up to 8 months. Same-day cancellations or no-shows receive zero credit.

7. WAIVER, ASSUMPTION OF RISK, & LIABILITY

• Assumption of Risk: The Renter voluntarily assumes all inherent risks of property damage, strain, or bodily injury arising from the setup, placement, use, or presence of the rented equipment. Vibe Event Company, LLC makes no warranties regarding equipment safety under unique, unmonitored backyard conditions.
• Indemnification: To the absolute fullest extent permitted by Mississippi law, the Renter agrees to defend, indemnify, and hold harmless Vibe Event Company, LLC, its owners, employees, and field crew from any claims, lawsuits, injuries, legal fees, or damages arising out of the possession, use, misuse, or storage of our rental items.
• Right to Refuse: We reserve the right to cancel service on the spot if our delivery crew encounters unsafe site conditions, illegal activities, or abusive behavior.

8. MISCELLANEOUS & PRIVACY

• Privacy Guard: We treat your information with care. Your data is securely routed through our essential booking tools, including our CRM platform (Booqable) and our payment processor (Stripe). We will never, under any circumstances, sell your personal data.
• Governing Law: This agreement shall be governed by and construed in accordance with the laws of the State of Mississippi. Any legal disputes arising from this contract must be filed and settled within the local courts of DeSoto County, Mississippi.
• Severability: If any single clause of this agreement is found unenforceable by a judge, all remaining sections of this contract will continue to stand in full legal force.

ACKNOWLEDGMENT & SIGNATURE

By signing below or clicking "I Agree" during your online Booqable checkout, you affirm that you are authorized to enter this contract, have read and understood every line, and accept full operational and financial responsibility for the rentals.

Seen and Agreed to this _____ day of _______________________, 2026.

Renter Signature: ________________________________________ Printed Name: ___________________________________________ Phone: ______________________ Email: _______________________

Accepted & Approved by Vibe Event Company, LLC: ___________________