Equipment Rental Agreement

DMV Premier Events LLC · Serving Northern Virginia (Prince William County, Woodbridge, Manassas, and surrounding areas) · (571) 581-9681 · rentals@dmvpremierevents.com

This Equipment Rental Agreement (the "Agreement") is entered into between DMV Premier Events LLC, a Virginia limited liability company ("Company", "we", or "us"), and the customer identified in a reservation, quote, or invoice that references this Agreement ("Customer", "you"). By accepting this Agreement — electronically at checkout, or by paying a deposit or invoice — you agree to be bound by it for that reservation. The Company agrees to rent the equipment listed in your reservation or invoice to you on the terms set out below.

Payment Terms

The reservation is tentative when this Agreement is accepted and is confirmed once the applicable payment below is received.

Rental charges and advance notice: Full-service (delivered) rentals are charged per day for each day of the rental period and must be booked at least 7 days before the event date. DIY Pickup rentals are available only for the Friday-to-Sunday pickup window described in the DIY Pickup Terms below, are charged one set weekend price per item (equal to that item's listed daily rate), and may be booked up to 24 hours before pickup. Items priced per event are charged once regardless of the rental period. We may accept shorter notice for quoted or invoiced orders at our discretion.

• Standard (online booking): A refundable security deposit of 20% of the total due is charged when you book online — see Security Deposit below. The remaining balance (100% of the total, separate from the security deposit) must be paid in full no later than 24 hours before your event/delivery/pickup date. If it is not paid by then, your reservation is automatically cancelled and your security deposit is forfeited.
• Corporate / invoiced: Business, school, church, HOA, and government customers may instead be invoiced with payment terms of Net 30 from the invoice date, and in any case no later than 5 business days before the event date. No security deposit is required for invoiced orders. A purchase order number can be included on request, and a W-9 is available on request.

Invoices unpaid after the due date may result in your date being released from the calendar after 3 business days' written notice. Past-due balances accrue interest at 1.5% per month (or the maximum lawful rate, if lower), and you are responsible for reasonable collection costs. Returned payments incur a $35 fee. Virginia sales tax is added where applicable unless you provide a valid exemption certificate before invoicing.

Security Deposit

A refundable security deposit of 20% of your order total is charged when you book online and held on file — this deposit both confirms your reservation and covers damage, loss, or missing pieces found when equipment is returned. Your payment method is retained for this purpose. It is separate from, and never applied toward, your rental balance.

Within 3 business days after your equipment is returned and inspected, the deposit is refunded in full if everything is returned in the condition described in the Care of Equipment section below. If equipment is damaged, missing, or excessively soiled, repair, replacement, or cleaning costs (per the Care of Equipment section) are deducted from the deposit. If those costs exceed the deposit, the remaining balance is charged to the payment method on file, and you will be notified of the charge and the reason for it before or at the time it is made.

If your rental balance is not paid in full by 24 hours before your event/delivery/pickup date, your reservation is automatically cancelled and your security deposit is forfeited in full — it is not refunded and is not applied toward any amount owed.

Cancellation & Rescheduling

• More than 14 days before the event: any balance payment received is refunded, or may be applied as a credit toward a rescheduled date within 12 months. (Your security deposit follows the Security Deposit section above, not this cancellation schedule.)
• 14 days to 72 hours before the event: 50% of the total due is owed; any payment made is applied as a credit toward a rescheduled date within 12 months, subject to availability.
• Less than 72 hours before the event, or after the crew has been dispatched: 100% of the total due is owed.

Cancellations and reschedules must be made in writing (email is acceptable). Rescheduled dates are subject to availability and to price differences for different items or dates.

Weather Policy

Tents cannot be safely set up, or must be taken down, in sustained winds above 15 mph, gusts above 25 mph, lightning, or heavy rain. If the National Weather Service forecast for your event location includes these conditions on the morning of the event, either party may cancel or reschedule with no cancellation fee, provided you notify us before our crew is dispatched. Once equipment has been delivered and set up, the full rental charge is due regardless of weather.

We may, at our sole discretion, decline to set up or may remove equipment when conditions are unsafe. You agree to secure or bring down equipment immediately if conditions become unsafe and to keep it down until conditions improve.

Site Requirements

You are responsible for providing a suitable, safe site. Before delivery you must:

• Confirm the site is level, free of debris, sharp objects, animal waste, sprinkler heads, and low branches or overhead wires, with adequate space for each item plus a 5-foot clearance on all sides.
• Mark or disclose all underground utilities, sprinkler lines, septic systems, and invisible fences. We may stake tents into grass and are not responsible for damage to unmarked underground items — consider calling Virginia 811 before your event.
• Provide a dedicated 20-amp, 110-volt grounded electrical outlet within 100 feet of any powered item (lighting, photo booth, etc.), or rent a generator from us. Extension cords other than ours are not permitted.
• Obtain any permits, HOA approvals, park or venue permissions, or certificates of insurance your venue requires — we can provide a certificate of insurance with reasonable notice.
• Ensure parking and vehicle access for a delivery vehicle within reasonable distance of the setup location during delivery and pickup windows.

We may decline to set up at an unsafe or unsuitable site; the cancellation terms above apply in that case.

DIY Pickup Terms (If Applicable)

These terms apply only when your reservation is booked as DIY Pickup rather than full-service delivery. Large or crew-required items (such as tents 20x20 or larger) are never available for DIY pickup and will always be delivered, set up, and picked up by our crew.

• Pickup window: Friday, 5:00 PM to 8:00 PM, at the address we provide by email or text after your reservation is confirmed and paid. Return deadline: Sunday by 8:00 PM at the same location.
• No delivery: DIY Pickup never includes delivery, setup, or pickup by our crew, and is not available for any other dates. If you want delivery and setup, or need different dates, the reservation must be booked as full-service delivery.
• You are solely responsible for loading, securing, transporting, unloading, setting up, tearing down, and reloading the equipment, and for ensuring your vehicle is adequate for its size and weight. We are not responsible for damage to your vehicle or property during loading, transport, or unloading.
• You assume all risk associated with self-transport and self-setup, including improper assembly. The Site Requirements and Use & Safety Rules sections of this Agreement apply to your own setup exactly as they would to our crew's.
• Equipment not returned by the Sunday 8:00 PM deadline is charged its listed daily rental rate, per item, for each 24-hour period (or part of one) after the deadline until the equipment is returned, in addition to the base rental charge.
• At pickup, you will be asked to inspect the equipment and confirm its condition; at return, we will inspect the equipment and note any damage, missing pieces, or excessive soiling, which are handled under the Care of Equipment section below.

Use & Safety Rules

You are responsible for the equipment and for the safety of all participants from delivery until pickup. You agree that:

• Tents, tables, chairs, and other equipment will be used only for their intended purpose, will not be moved from the setup location, and will not be exposed to open flame, grills, fryers, or heaters within 10 feet of tent fabric.
• Nothing will be affixed to equipment with tape, staples, nails, zip ties, or adhesives, and no signage, lighting, or decorations will be hung from tents without our approval.
• You will follow all posted rules and any instructions from our staff.

Care of Equipment; Damage, Loss & Cleaning

You accept the equipment in good working order at delivery and will return it in the same condition, ordinary wear excepted. You are responsible for the full repair or replacement cost of equipment damaged, lost, or stolen during the rental period, regardless of cause, and for any resulting rental income lost while the item is out of service. Replacement values are available on request.

Equipment must be returned reasonably clean. A cleaning fee applies for excessive dirt, food, drink, stains, or soiling beyond ordinary wear. Any damage or loss must be reported to us immediately.

Assumption of Risk, Release, Indemnification, Insurance & Liability

You acknowledge that event equipment, including tents and powered equipment, involves inherent risks, and that we do not supervise your event or its participants.

To the fullest extent permitted by Virginia law, you assume all risk of, and release, waive, and discharge the Company, its owners, members, employees, and agents from, any claim for bodily injury, death, or property damage arising out of the use, operation, or presence of the equipment during the rental period, except to the extent caused by the Company's gross negligence or willful misconduct.

You agree to defend, indemnify, and hold harmless the Company, its owners, members, employees, and agents from and against all claims, demands, losses, damages, liabilities, costs, and expenses (including reasonable attorneys' fees) brought by any person, including your employees, guests, invitees, and participants, arising out of or related to the use or possession of the equipment, your breach of this Agreement, or the negligence or misconduct of you or your guests, except to the extent caused by the Company's gross negligence or willful misconduct.

The Company maintains commercial general liability insurance and will provide a certificate of insurance on request. You may be named as an additional insured for your event date on request with at least 5 business days' notice; a fee may apply.

The Company's total liability under this Agreement, for any cause, will not exceed the total rental charges you paid under this Agreement. The Company is not liable for indirect, incidental, consequential, or special damages, lost profits, or event costs. If the Company cannot deliver a reserved item due to damage, mechanical failure, or other cause, the Company will offer a comparable substitute where possible or refund the charges for that item, which is your sole remedy.

Neither party is liable for failure to perform caused by events beyond its reasonable control, including severe weather, natural disaster, fire, flood, epidemic, government order, labor disruption, road closure, or utility failure.

General Terms

• Right of entry; ownership. You grant the Company and its staff the right to enter the event site during delivery and pickup windows, and at any time to inspect, secure, or remove the equipment. All equipment remains the sole property of the Company.
• Photography. Unless you tell us otherwise in writing, you permit the Company to photograph the equipment as set up at your event and use such images (without identifying you or your guests by name) for marketing.
• Governing law and venue. This Agreement is governed by the laws of the Commonwealth of Virginia. Any dispute will be brought in the state courts located in Prince William County, Virginia.
• Entire agreement. This Agreement, together with your reservation, quote, or invoice, is the complete agreement between the parties. Your purchase order terms do not modify this Agreement unless the Company signs them.
• Amendments. Changes must be in writing and confirmed by the Company (email is sufficient).
• Electronic signatures. This Agreement may be accepted electronically. Your payment of any deposit or invoice also constitutes acceptance of these terms.
• Authority. The person accepting this Agreement represents that they are at least 18 years of age and authorized to bind the Customer.

How Acceptance Works

For online bookings paid by security deposit, you accept this Agreement by checking the agreement box during checkout. We record your name, email, the date and time (UTC), and this Agreement's version number against your reservation, and email you a completed copy of this Agreement — filled in with your specific event and pricing details — for your records.

For corporate or invoiced bookings, our team will confirm acceptance with you separately as part of setting up your invoice.