Terms and Conditions

Effective Date: March 30, 2026

Welcome to Highland Event Rentals. These Terms and Conditions (“Terms”) govern your use of our website, your request for a quote, and any rental, order, or service provided by Highland Event Rentals (“Company,” “we,” “our,” or “us”). By using our website, submitting an inquiry, requesting a quote, placing an order, or renting items from us, you agree to these Terms.

1. General

Highland Event Rentals provides event rental items and related services, which may include delivery, setup, styling, teardown, and pickup depending on the items rented and the services selected. All rentals are subject to availability, approval, and these Terms. Additional terms in your invoice, proposal, rental agreement, checkout flow, or signed contract may also apply. If there is a conflict, the more specific written agreement for your order will control.

2. Quotes and Orders

All quotes are non-binding until your order is confirmed by us. Submitting an inquiry or receiving a quote does not reserve inventory or services. Inventory and event dates are only reserved once your order has been approved by Highland Event Rentals, any required agreement has been signed, and any required retainer, deposit, or payment has been received. We reserve the right to refuse service, decline orders, limit quantities, require additional verification, or cancel an order if inventory becomes unavailable, payment cannot be processed, event details materially change, or safety concerns arise.

3. Payments

Payment terms will be outlined in your invoice or rental agreement. A retainer, deposit, or full payment may be required to secure your event date and rental items. Orders are not considered confirmed until required payment has been received. Late payments may result in cancellation of your reservation, delayed delivery, withheld setup, or additional fees. By placing an order, you authorize Highland Event Rentals to charge the payment method on file for balances due, approved additional charges, damage, loss, missing items, excessive cleaning, late returns, or other amounts owed under your rental agreement.

4. Security Deposits

Certain orders may require a refundable security deposit. Security deposits are used to cover potential damage, loss, missing items, excessive cleaning, misuse, late return, or other breaches of the rental agreement. A security deposit is not a limit on your liability. If damage, loss, or other charges exceed the amount of the deposit, you remain responsible for the full balance. Refundable portions of security deposits will be returned after rented items are inspected and any applicable charges are assessed.

5. Cancellation Policy

Because event inventory is reserved specifically for your date and may prevent us from accepting other orders, cancellations affect our business in a significant way. All cancellation requests must be submitted in writing and are not effective until acknowledged by Highland Event Rentals.

Unless otherwise stated in your invoice or rental agreement, the following cancellation policy applies:

  • If you cancel more than 30 days before your event date, payments made beyond the initial retainer may be refunded, but the initial retainer remains non-refundable.

  • If you cancel 15 to 30 days before your event date, 50% of all payments made may be retained by Highland Event Rentals.

  • If you cancel 14 days or less before your event date, all payments made are non-refundable.

Special-order items, custom items, outsourced items, items purchased specifically for your event, and any non-recoverable third-party costs are non-refundable once ordered or committed, regardless of the cancellation date. If you reduce your order after booking, removed items may still be subject to partial or full cancellation charges, especially if the change occurs close to the event date or involves specialty inventory. If Highland Event Rentals agrees to move your reservation to a new date, that accommodation is a courtesy and depends on availability. Date changes may be treated as a cancellation and rebooking at our discretion. In the event of severe weather, venue closure, acts of God, or other circumstances outside our control, payments are not automatically refundable. We may, at our discretion, offer a credit, date transfer, partial refund, or other accommodation depending on the circumstances.

6. Rental Period

Rental periods begin and end at the times listed in your order confirmation or rental agreement. Items must be ready for pickup or returned, as applicable, by the agreed time. Additional fees may apply for late returns, delayed pickups, or unapproved extensions. Customersmay not transfer, subrent, relocate, or allow use of rental items by another party without our prior written approval.

7. Delivery, Setup, and Pickup

Delivery, setup, teardown, and pickup services are subject to scheduling, location, access, weather, and site readiness. The customer is responsible for ensuring that the event site is accessible, safe, and ready at the scheduled time. This includes providing accurate site information and ensuring that driveways, pathways, gates, elevators, loading areas, and setup areas are clear and usable. Additional charges may apply if our team encounters stairs, long carry distances, restricted access, unsafe conditions, inaccurate event details, venue delays, customer-caused delays, or last-minute changes. If we are unable to complete delivery, setup, or pickup due to site conditions, access restrictions, unsafe conditions, or circumstances outside our control, refunds are not guaranteed.

8. Customer Responsibilities

The customer assumes full responsibility for all rented items from the time of delivery or pickup until the time the items are returned to or recovered by Highland Event Rentals.

During the rental period, the customer agrees to:

  • Use all items safely and only for their intended purpose

  • Keep items protected from weather, theft, damage, and misuse

  • Ensure items are not overloaded, altered, or improperly handled

  • Keep items away from open flames, smoke, fireworks, paint, mud, animals, and other damaging conditions unless the item is specifically intended for such use

  • Notify us immediately of any damage, loss, malfunction, or safety concern

  • Ensure children are supervised around rental items at all times

  • Comply with all manufacturer guidance, venue rules, and safety instructions

The customer is responsible for securing all rental items and preventing unauthorized use.

9. Condition of Items

All rental items are provided in used but serviceable condition unless otherwise noted. Customers are responsible for inspecting rental items upon delivery or pickup and must notify us promptly of any issue. Continued possession or use of the items constitutes acceptance of their condition. We reserve the right to substitute a comparable item if the ordered item becomes unavailable due to damage, return delay, or other circumstances beyond our control.

10. Damage, Loss, and Cleaning

Customers are responsible for any damage to, loss of, theft of, destruction of, or excessive soiling of rental items during the rental period, except for normal wear and tear.

Charges may apply for:

  • Broken or damaged items

  • Missing items or parts

  • Theft or unexplained loss

  • Stains, burns, wax, tears, or mildew

  • Excessive dirt, mud, pet hair, food debris, glitter, confetti, smoke odor, or other unusual cleaning requirements

  • Damage caused by weather exposure, improper handling, or misuse

Replacement cost, repair cost, cleaning fees, labor, delivery costs, administrative costs, and loss-of-use charges may be assessed where appropriate.

11. Outdoor Use and Weather

Many rental items may be used outdoors only with proper care and prior approval. The customer is responsible for protecting rented items from rain, wind, mud, snow, extreme temperatures, and other environmental conditions. Items that are not intended for wet conditions must be moved to a dry, protected area immediately if weather threatens. We reserve the right to delay, refuse, or cancel delivery or installation if weather or site conditions create an unsafe situation for our team, the customer, guests, or the rented equipment. No guarantee is made regarding weather conditions or event outcomes affected by weather.

12. Tents, Large Installations, Inflatables, and Specialty Equipment

Certain items, including tents, inflatables, dance floors, arches, backdrops, lighting, trailers, and other specialty equipment, may require special site conditions, permits, power access, supervision, anchoring, or additional setup requirements. Customers are responsible for obtaining any required venue approvals, property owner permissions, permits, and utility locates unless we specifically agree in writing to handle those items. For any item requiring staking, anchoring, or special installation, the customer must disclose the presence of irrigation, plumbing, septic, electrical, gas, invisible fencing, or any underground lines or hazards. Highland Event Rentals is not responsible for damage to undisclosed underground conditions.

13. Use at Venues and Third-Party Locations

If your event is held at a venue or property not owned by you, it is your responsibility to ensure that the location permits the rented items and services you have ordered. You remain responsible for all rented items, even if a venue coordinator, planner, caterer, family member, or another third party is involved.

14. Assumption of Risk

Certain rental items may involve inherent risks if used improperly. The customer voluntarily assumes all risks associated with the use, handling, installation, or presence of rented items during the rental period. The customer is responsible for ensuring that all guests, attendees, vendors, and other users exercise reasonable care. Children using rental items must be properly supervised at all times.

15. Limitation of Liability

To the fullest extent permitted by law, Highland Event Rentals shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising out of or related to the use of our website, rental items, services, delivery delays, setup issues, weather, venue restrictions, power failures, acts of third parties, or event disruptions. Our total liability for any claim related to a rental or service shall not exceed the amount actually paid to us for the specific rental items or services giving rise to the claim.

16. Indemnification

The customer agrees to indemnify, defend, and hold harmless Highland Event Rentals and its owners, employees, contractors, and agents from and against any claims, liabilities, damages, losses, costs, and expenses, including reasonable attorney’s fees, arising out of or related to:

  • The use, misuse, or possession of rented items

  • Injury to persons or damage to property during the rental period

  • The customer’s breach of these Terms

  • Inaccurate information provided by the customer

  • Unsafe event site conditions

  • The acts or omissions of the customer, guests, venue staff, vendors, or other third parties

17. Website Use

All content on this website, including text, branding, graphics, images, logos, and layout, is the property of Highland Event Rentals unless otherwise stated and may not be copied, reproduced, or used without permission. You agree not to misuse our website, submit false information, interfere with site functionality, or attempt unauthorized access to any part of the site or systems.

18. Privacy

Your use of our website and services is also subject to our Privacy Policy. By using our website or submitting your information, you agree to the collection and use of your information as described in that policy.

19. Force Majeure

We are not responsible for delays, failures, cancellations, or inability to perform caused by events beyond our reasonable control, including severe weather, natural disasters, fire, accidents, labor shortages, transportation disruptions, venue closures, government action, utility interruptions, illness, or other force majeure events. In such cases, we may reschedule, substitute services or items, issue a credit, or otherwise address the situation at our discretion and as permitted by law.

20. Governing Law

These Terms shall be governed by and interpreted under the laws of the State of Colorado, without regard to conflict of law principles. Any dispute arising out of or related to these Terms, our services, or any rental transaction shall be brought in the appropriate courts located in El Paso County, Colorado, unless otherwise required by law.

21. Severability

If any part of these Terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

22. Changes to These Terms

We may update these Terms from time to time without prior notice. The most current version will always be posted on this page with the updated effective date.

23. Contact Us

If you have any questions about these Terms and Conditions, please contact us here.