Coven Creative
Reservation Terms & Conditions

Reservation Policy:

Renter agrees to pay a non-refundable deposit of 50% of contract value, in order to secure event date, services and rental equipment. The remaining contract value is due 60 days prior to the event date.

Cancellation Policy:

Coven Creative will accommodate rescheduling the event assuming the rebooking does not conflict with other scheduled rentals/installations. Please see Postponement/Rescheduling Event Policy. Refunds will not be given on non-refundable deposits. Events with fully paid deposits, cancelled within 50 days prior to the event date, will result in 40% of the contract value refunded to the customer. Failure to pay remaining contract value 60 days prior to the event will result in an automatic cancellation of contract.

Postponement/Rescheduling Policy:

Postponements and rescheduled events will be accommodated to the best of our ability. Rescheduled dates cannot conflict with other rental/installation bookings. If rescheduled date includes a venue change, delivery rates will require reassessment. Transportation and delivery/pickup costs cannot be guaranteed based on inflating fuel prices. If postponement is more than 1 year from contract date, and rental/delivery/service prices have increased, the up to date costing will be added to the remaining contract value, and updated invoice sent.

**Black Out Dates: New Years Eve, New Years Day, Christmas Eve, Christmas Day, Valentines Day.

Security Deposit Policy:

The security deposit amount will be based upon the value of order. If damage occurs that exceeds the amount of the damage deposit, renter agrees to pay the remaining amount within 10 days. Security Deposit will be returned within 14 business days of the event.

Safety Policy:

We are committed to your safety. We continue to bring our clients a safe event product through the COVID-19 Pandemic and are dedicated to exceeding your expectations. We strongly adhere to the restrictions and policies in place by Alberta Health Services, and will take every precaution necessary to ensure the safety of you and your guests.

Customer Responsibility for Equipment Policy:

Equipment remains the responsibility of the renter from the time of delivery/customer pick up to the time of pick up/customer drop off. Items rented and not used will not be refunded. The renter will not abuse or allow abuse to goods/gear. Renter will not perform or permit repairs to be made to goods/gear. We have a zero tolerance policy for any violent, abusive, aggressive, language/behavior/gestures, including but not limited to : intimidation, discrimination, harassment based on race, religion, national origin, sex, age, gender identity or sexual orientation and will not be tolerated by any Coven Creative staff or representative(s); this policy extends to any interaction with a staff member, whether in-person, phone, letter, e-mail or through our website. A breach of the zero tolerance policy constitutes grounds for Coven Creative to decline or discontinue services at any time without reimbursement. The renter is responsible for the safety and security of those encountering goods/gear and has planned accordingly. Notification of damaged or missing items MUST be reported by calling 403.615.1369 upon delivery/or as soon as noted. In the event of any accident or incident causing bodily injury or property damage, the renter agrees to accept full responsibility and shall indemnify and hold Coven Creative, and those representing Coven Creative’s work, harmless from any claims, actions or judgments. The renter agrees to pay any legal costs incurred by Coven Creative in defending any such legal actions. The customer agrees to provide a full written report on any incident or incident including the names and addresses of those involved and witnesses.

Improper/Unauthorized Use of Equipment:

Unauthorized use of Coven Creative gear including but not limited to: touching, moving, use, loss or damage to gear. Damaged, lost, or stolen gear as a result of unauthorized use will result in full replacement and/or reimbursement of gear tampered with. The cost of gear/inventory is determined solely by Coven Creative. No adhesives(of any kind), tape, wire, nails, cable, screws, signs, banners, curtains, flags etc. are not to be attached to the interior or exterior of the equipment. Financial responsibility of said damages will be assumed upon those who rented equipment. The equipment is not to be moved or disassembled or the cabling and power equipment to be touched, moved, adjusted, or used by any persons without specific authorization by Coven Creative staff. Renter further agrees that the rental equipment is to be used only at the address designated on attached invoice and only for the purpose listed above, subleasing or use at more than one event is prohibited.

Equipment Failure Policy:

Renter agrees to immediately discontinue use of rental equipment should rental equipment, in the very unlikely scenario, at any time become unsafe; as a result of an act of god, equipment malfunction or any unexpected situation that may result in the gear/installation to become in a state of disrepair or unsafe. Notification of damaged or missing items MUST be reported by calling 403.615.1369 upon delivery/or as soon as noted. Coven Creative agrees at its discretion to make the rental equipment operable within a reasonable time or provide Renter with a like item, if available. The Renter shall not permit any repairs to be made by any person(s). This provision does not relieve Renter from the obligations imposed by Paragraph: “Customer Responsibility for Equipment”. In all events Coven Creative shall not be responsible for any injury or damage including consequential damage resulting from failure or defect of rented equipment.

Standard Installation/Late Pick Up/Deinstallation Policy:

The rented equipment is property of Coven Creative and is rented for the period of time noted in the invoice attached and contingent on one standard setup and one standard tear down, unless otherwise stated. Orders being delivered are to ground level only, in the local vicinity of the delivery vehicle. Additional charges applied if rental/installation articles are to be transported for more than minimal distances including; but not limited to flights of stairs, elevator trips and other obstacles, not discussed, that would restrict Coven Creative Staff from meeting schedule requirements. It is the responsibility of Renter to notify Coven Creative of any setup/teardown schedule changes within 48 hours. It is also the responsibility of Renter to notify Coven Creative of any time constraints, delays, or changes in venue or loading dock specs which may delay schedule. Any delays beyond Coven Creative’s control resulting in schedule deviations as originally contracted, will be billed to Renter at a specialty installation Rush Rate in an additional invoice. Rental items requiring later than scheduled pick ups are subject to late charges, based on specific items and the amount of hours overdue. If Coven Creative contracts are subsequently affected due to this schedule deviation, the cost of loss/recovery from corresponding rental agreements will be applied in full in an additional invoice.

We look forward to being a part of your event!