Rental Policies & Terms

The company named in the approved booking is Galpon; the customer is the Client. This agreement, the approved booking confirmation or proposal and mutually approved written changes form the entire agreement. A booking is confirmed when Galpon accepts it in writing and receives the signed agreement and a booking payment of 50% of the total contract price to reserve the event date and time. A quote or website request alone does not reserve inventory or a date. Specific approved booking details control conflicting general terms; later written changes control only the terms they expressly change.

The approved booking or invoice states the price, taxes, fees, payment methods and any security deposit.

A booking payment of 50% of the total contract price is required to reserve the event date and time. The remaining balance is due 25 calendar days before the event. Bookings made 25 calendar days or fewer before the event require full payment at confirmation. Additional fees must be disclosed or approved in writing. A security deposit is separate from event payments and does not limit responsibility for documented loss or damage.

For overdue payments, Galpon will give written notice and a deadline before suspending preparation, withholding delivery or cancelling. Retained payments and balances are subject to Section 4 and applicable law. Later invoices do not authorize automatic card charges; separate authorization is required.

Confirmed reductions in guests, quantities, services or items do not reduce the price unless Galpon approves a written exception. Additions and changes depend on availability, staffing and preparation time and require written approval of revised pricing. Custom purchases, personalization and design changes may cost extra. Delivered equipment left unused and agreed services made available but declined receive no refund or credit, except as required by law.

Submit cancellations or postponements in writing. For voluntary cancellations, payments are nonrefundable to the extent permitted by law. Galpon will issue a future event credit for payments received, less documented nonrecoverable costs, including completed services, custom materials and third-party commitments, with an itemized explanation. Credits cannot exceed payments received; legally required refunds or restitution take priority.

Credits apply to events occurring within 12 months of the original date, subject to availability and current pricing. They are nontransferable without written approval. The Client pays any price difference; a smaller booking leaves the remaining credit available until its original expiration, without a cash refund. Credits cannot pay damage, cleaning or missing-item invoices. The same date or inventory is not guaranteed.

If Galpon cannot provide an agreed item or service for reasons within its control, the Client may accept a written substitute or receive a refund for the affected undelivered portion. If Galpon cancels the entire booking for reasons within its control, payments for undelivered rentals and unperformed services will be refunded. Mandatory legal remedies remain available.

Standard delivery pricing covers accessible ground-level locations. Before confirmation, disclose the event floor, stairs, elevators, loading restrictions, long carrying distances, sand, narrow paths, security procedures and loading hours. Stair or elevator use requires an additional quoted fee approved in writing. Undisclosed conditions may require revised pricing or delivery arrangements; Galpon may decline unsafe or inaccessible routes.

The Client must arrange clear access and an authorized onsite contact for delivery and collection. Where required, reserve a service or freight elevator for both visits, obtain venue approval and confirm that its doors, dimensions and capacity accommodate the items. If the elevator is unavailable or unsuitable, an alternate route or stair delivery requires Galpon's approval and agreed charges.

An approved delivery-address change carries a $75 relocation fee. Additional travel, access, permit or labor costs must be quoted and approved. The replacement venue must be suitable and within Galpon's service area. Client- or venue-caused access delays may change the schedule; any extra fees must be disclosed and agreed.

Rental-only orders exclude placement, styling, setup and breakdown unless listed in the approved booking. If requested extra setup and/or breakdown can be accommodated, a $300 fee applies once per event unless another fee is approved in writing. Confirm the fee before work begins. Items requiring professional installation for safety may not be assembled or dismantled by the Client or guests; Galpon will identify them in the booking or handling instructions.

The Client must arrange parking for each contracted crew member, performer and assistant requiring a vehicle. Valet, street, garage and venue parking costs are the Client's responsibility and must be prepaid or arranged before the event. Approved parking expenses advanced by Galpon must be reimbursed at documented cost. Galpon will identify the expected vehicle count.

Unless included in the services, the Client arranges venue permission, beach or park permits, building approvals, utilities and compliance with venue rules. Disclose insurance-certificate requirements and restrictions in advance. Galpon remains responsible for permissions required for its own operations.

Alcohol service, childcare, security and supervision are excluded unless expressly contracted and legally permitted.

Items must be ready and accessible at the agreed collection time. For rental-only orders, clear, pack and gather items as instructed. If breakdown is included, provide access for Galpon's crew. Extensions or retention beyond the agreed rental period require written approval.

After-hours collection is $100 per hour after 11:00 p.m. Friday and Saturday or 10:00 p.m. Sunday through Thursday, prorated in 15-minute increments. Planned fees must be disclosed in the booking. Client-caused delays beyond these cutoffs incur the fee for qualifying additional time; delays caused solely by Galpon do not. Extra rental days or return visits require a disclosed, agreed rate. The same labor period will not be charged twice.

The Client or authorized recipient must check delivered items against the order and record visible damage or shortages before use. Report hidden defects promptly and stop using unsafe items. Galpon will reasonably address verified issues. Signing for delivery acknowledges receipt and observed condition, without waiving hidden-defect claims.

Client custody begins upon delivery and acceptance and ends when Galpon or its authorized carrier collects the items or accepts their return. Unattended delivery requires prior written authorization and a secure agreed location. The Client is responsible for theft, loss, misuse and damage in custody, including acts of guests, vendors and venue staff, except ordinary wear, preexisting damage, inherent defects or damage caused by Galpon's negligence or misconduct.

Use items only at the approved address and for their intended purpose, following handling instructions and capacity limits. Do not relocate, subrent, loan, alter or leave items unsecured without written permission. Supervise children; do not climb or sit on décor or backdrops, use damaging adhesives or move installed structures without approval.

Cover all rented tables unless Galpon approves otherwise in writing. Keep equipment dry, secure and protected from rain, sprinklers, standing water, mildew and excessive heat. Shelter and secure outdoor items as instructed. Open flame or wax is prohibited unless approved with protective measures; candles require appropriate holders.

Return rentals free of food, beverages, wax, tape, confetti and debris. Keep linens dry, follow linen instructions and do not attempt chemical stain removal or repairs without approval. Ordinary wear is not charged; extraordinary cleaning, stains, burns, mildew, breakage and missing items may incur reasonable documented charges.

Galpon will inspect returns and provide an itemized invoice with photographs or other supporting records where reasonably available. Repairable damage is charged at reasonable repair cost; lost or irreparable items at reasonable comparable replacement cost, including necessary freight and tax. Pay Galpon rather than supplying replacements unless authorized. Full repair and full replacement will not both be charged for the same item.

Additional invoices are due within 48 hours of receipt. Identify disputes in writing within that period with supporting details; undisputed amounts remain due. Galpon will review timely disputes before pursuing disputed amounts. Security deposits may cover documented charges with an accounting. Remaining deposits are returned within 14 calendar days after collection; Galpon will explain unresolved amounts held and return the undisputed balance.

Rentals remain Galpon's property. The Client must cooperate with collection and provide lawful access. For overdue or withheld items, Galpon may request return, recover with consent or use lawful court procedures. This agreement does not authorize forced entry, trespass, breach of the peace or entry without legally required permission or notice. Reasonable documented recovery costs and court-awarded legal fees are recoverable only as permitted by law.

For outdoor events, arrange and communicate a suitable weather backup before the event. Galpon may pause, relocate with approval, modify or stop work when lightning, wind, flooding, closures or other conditions make it unsafe. Décor, tents and umbrellas are not storm shelters. Follow safety instructions and protect rentals without unsafe handling.

Neither party is responsible for failure caused by circumstances beyond its reasonable control if it promptly notifies the other and reasonably reduces the impact. The parties will first seek a safe alternative or rescheduling. If performance remains impossible, undelivered rentals and unperformed services receive credit under Section 4, less documented nonrecoverable costs, unless law requires a refund. Delivered rentals and completed services remain payable. Choosing not to use an otherwise safe, available setup follows the voluntary cancellation policy.

The approved booking defines the design and personalized wording. Review names, dates, colors and custom details before production approval; later corrections may cost extra. Inspiration photographs indicate style rather than an exact copy. Seasonal flowers and handmade or natural materials may vary. Material substitutions affecting appearance, function or value require written Client approval. If no substitute is agreed, the affected undelivered portion will be refunded.

Each party is responsible for injury or property damage to the extent caused by its negligence, misconduct or breach. The Client remains responsible for guest supervision and safe use. Galpon's own negligence and legally protected rights are not waived.

Florida law governs, subject to mandatory laws applicable to the transaction. First attempt to resolve concerns in writing. Unresolved disputes may proceed in a court with lawful jurisdiction and venue. This agreement imposes no mandatory arbitration or jury-trial waiver. If a provision is unenforceable, the remaining terms continue to the extent permitted by law.

Send notices and changes to the contact details in the approved booking. Electronic changes require express approval by both parties. The parties agree to electronic records and signatures. By signing, the Client confirms review of this agreement and the approved booking, verifies the event details and accepts the terms and disclosed fees. A signer for an entity confirms authority to bind it. Delivery acceptance confirms receipt and does not replace agreement to these terms before booking.