Rental Policies & Guidelines

These policies are incorporated into the Rental Agreement. If there is any conflict between these Policies and the Rental Agreement, the Rental Agreement controls.

We appreciate your cooperation in following these policies to avoid unnecessary charges and ensure the best rental experience.

Ordering & Reservations

Reserve at least three (3) days in advance to guarantee availability.

Orders are placed through our online ordering system. Last-minute rentals (under 3 days) may be possible; call 253.200.3452.

When you click “Place This Rental Order,” a temporary authorization is placed on your card. Your order is confirmed only when we receive:
1) A signed Card Authorization Agreement;
2) A copy of the front and back of the credit card on your signed Card Authorization Agreement; and
3) A copy of the front and back of your valid driver’s license or government-issued photo ID.

Once confirmed, we capture the 30% Retainer (non-refundable) and reserve your equipment.

We take identity verification and data security seriously. Sensitive documents are never stored on our website servers and are destroyed after your order is complete.

Payments

Retainer: 30% of the total fee, non-refundable and non-transferable once paid.

Balance: Due seven (7) days prior to delivery. Orders placed within seven days: balance is due immediately. Balances are charged automatically to the card on file.

Late Payments: If the card on file fails, a $75 late fee applies. You have three (3) days to pay in full or the rental is canceled and the Retainer forfeited.

Finance Charge: Past-due amounts accrue 1.5% interest per month (or the maximum allowed by law).

Payment Methods: We accept corporate/business checks, debit, or credit card. No personal checks will be accepted. Business/corporate checks must be received and cleared before delivery. Returned checks incur a $50 fee. Credit card payments may incur a 3.5% processing fee.

Authorization: You authorize us to charge the card on file for unpaid balances, damages, losses, late fees, extra labor/delivery, and post-return charges.

Payment Disputes

If you believe there is a billing error, you must notify us in writing within five (5) days of the invoice date. Unauthorized chargebacks are a breach of the Agreement.

Cancellations, Postponements & Refunds

All payments are non-refundable and non-transferable once made.

Weather is treated the same as any other cancellation. We strongly recommend event insurance with weather coverage.

If PLAY cancels for reasons described in the Agreement (Clause 1.6), you may be entitled to a refund or credit (less any amounts for services performed and/or items deliverable).

All cancellation requests must be submitted in writing and acknowledged by a PLAY representative.

Rental Rates & Extensions

Published rates are subject to change without notice. Prices are locked when your order is confirmed. Later changes/additions bill at then-current rates.

Rental rates are based on time out, not time used. No refunds or credits for unused equipment.

Extensions require written approval. Approved before your delivery date: multi-day rate applies. Approved on/after delivery date: daily rate applies for additional day.

Delivery & Takeaway

Standard Delivery & Takeaway rates cover one ground-floor location or loading dock. Rates may increase for venues that exceed this limit (such as stairs, long pushes from loading dock to setup location, or complex load-ins.)

Requested Delivery & Takeaway times are subject to approval and scheduling. Deliveries or takeaways outside of standard service hours (8:00 AM – 11:59 PM) or on holidays may incur premium labor rates.

Delivery & Takeaway include up to one (1) hour of labor (one crew member) that may be applied toward Setup & Breakdown; additional time is billed to the card on file.

You or your authorized representative (18+) must be present to sign and confirm items. If not, a wait-time fee of $60/hour per crew member applies (starting at the confirmed time).

If initial delivery or takeaway cannot be completed due to lack of access or no authorized representative present, re-delivery or re-takeaway attempts will be billed at the then-current trip rate.

If equipment is not ready for Takeaway due to event overrun, wait-time or re-takeaway fees will be charged.

For outdoor events, equipment must be protected from weather.

Authorized Agent

You may designate an Agent (18+) in writing or by email to receive and/or operate the equipment. Your Agent’s acceptance of delivery, receipt of instructions, and approvals are binding on you and may result in additional charges.

Power, Access & Permits

You are responsible for adequate power and circuits, and internet if required, as well as legal access (parking, loading zones, elevator access) and any required permits. If power or access is unsafe or insufficient, we may refuse or stop work. Time spent and any delays are billable at our then-current labor rates.

Outdoor Use & Safety

Only items labeled for outdoor use may be used outdoors. Weather-related damage is billed as damage.

Outdoor Safety Limits: We may suspend, strike, or refuse operation if conditions are unsafe (e.g., sustained winds/gusts, lightning, heavy rain, flooding, unsafe temperatures). Any extra trips and labor are billable.

Equipment Use & Care

Use equipment carefully, lawfully, and as instructed. No illegal uses or hazardous environments (excessive dust/sand/moisture beyond manufacturer limits).

Do not reconfigure equipment after delivery. If support is required due to reconfiguration or failure to follow instructions, labor fees apply.

Do not apply duct or electrical tape to our cables. A $10 cleaning fee per cable applies for tape residue.

Excessive cleaning of any rental items will be billed at $50/hour (1-hour minimum). Examples include spilled drinks, food residue, candle wax, tape residue, or decorations left attached to equipment.

Use of fog, haze, confetti, or similar effects may trigger venue cleaning fees or fire alarms. You are responsible for any related venue charges. Additional labor rates may also apply for cleaning.

Damage, Loss & Missing Items

You are responsible for loss, theft, damage, or vandalism while equipment is in your possession.

Replacement/repair costs may include taxes and an administrative fee. Comparable items may be substituted if originals are unavailable.

Risk of loss transfers to you at delivery and remains until PLAY regains possession.

For theft or vandalism, you must file a police report within 24 hours and provide the report number.

Substitutions

If a listed item becomes unavailable, we may provide substantially equivalent equipment of equal or greater performance at no additional rental charge.

Safety & Conduct

We have zero tolerance for abusive, threatening, or unsafe behavior, and for improper directions outside the agreed scope of work. If such conditions exist, we may stop work, remove staff or equipment, and terminate services immediately. You remain responsible for all amounts due.

Insurance & Security Deposits

On request, we will provide proof of business license and liability insurance (up to $1,000,000).

If the total replacement value of rented equipment exceeds $5,000, you must either:
1) provide a security deposit equal to the full replacement value; or
2) provide a valid Certificate of Insurance meeting our requirements and naming Tony Schwartz Productions, LLC dba PLAY Event Rentals as Additional Insured.

Labor (Setup, Breakdown, & Technician)

Additional Setup & Breakdown is billed at $60/hour per crew member, in 30-minute blocks.

An On-Site Technician is billed at $125/hour per technician, billed in 30-minute blocks.

An On-Site Technician may assist with PLAY’s equipment only. They are not a DJ/MC or an operator for non-PLAY gear.

Labor estimates are not guarantees. If actual time exceeds the estimate, overages are billed at standard rates.

Equipment Failure & Support

All equipment leaves our warehouse in working order.

If equipment becomes defective or unsafe, stop using it immediately and call PLAY within one (1) hour.

Remedies are limited to repair, replacement (if available), delayed replacement, or rental charge adjustment.

Refunds are not given for user error, improper operation, or failure to follow instructions.

INCIDENT COOPERATION

If any incident occurs (injury, property damage, claim, loss, or expense), both parties will promptly notify each other and cooperate in any investigation unless counsel or authorities advise otherwise.

Compliance with Laws & Venue Policies

You are responsible for complying with fire code, occupancy limits, sound/noise ordinances, and venue rules. We may lower volume, change placement, or suspend operation to comply with law or venue direction.

Client Materials & Data

Unless expressly included in your rental, PLAY does not handle your materials and is not responsible for loss, theft, damage, or disappearance. If we do handle them, our maximum liability is $50. You are solely responsible for saving and clearing any data (audio, video, images, or files) before equipment is returned; equipment may be reset or erased upon repossession.

Additional Fees

On-site incurred charges are due immediately and billed to the card on file.

Returned checks, declined cards, or chargebacks: $50 fee per occurrence (or the maximum allowed by law).

Sales tax applies unless a valid exemption certificate is provided before payment.

Post-Return Inspection

We may inspect returned equipment for up to three (3) days after return and bill for any damage, loss, or cleaning identified during that period.

Release of Equipment

Do not remove rental equipment from the event location without our written permission, and do not release it to anyone other than PLAY employees. Before surrendering possession, please request reasonable identification from anyone claiming to be our representative.

Miscellaneous

We reserve the right to refuse service or rentals to anyone.

All cancellations and refunds follow the Rental Agreement.

Our policies may be updated at any time without notice.

If there is any conflict between these Policies and the Agreement, the Agreement controls.

Last Modified: September 28, 2025