EVENT RENTAL AGREEMENT & LIABILITY DISCLAIMER
⏱️ Rental Period: 6 HOURS ONLY (Strictly Enforced)
Intellectual Property Notice
IT'S TIME TO GLOW™️ is a trademark of It's Time to Glow. The name, logo, branding, and all associated materials are proprietary and protected under applicable trademark and copyright laws. Copyright ©️ 2026 It's Time to Glow - All Rights Reserved. No use, reproduction, or distribution of Company trademarks, logos, marketing materials, or proprietary designs is permitted without express written consent. Unauthorized use will result in immediate legal action for trademark infringement and damages.
Protection of IT'S TIME TO GLOW Staff
Company maintains a ZERO TOLERANCE POLICY regarding treatment of employees, contractors, and representatives. Client and all guests are strictly prohibited from:
- DISCRIMINATION: Adverse treatment based on race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, veteran status, or any other protected characteristic
- VERBAL ABUSE: Yelling, screaming, use of profanity, threats, intimidation, or hostile language directed at staff
- HATE SPEECH: Use of slurs, epithets, derogatory language, or disparaging remarks based on protected characteristics
- SEXUAL MISCONDUCT: Unwelcome sexual advances, requests for sexual favors, inappropriate touching, sexual comments, jokes, or gestures, display of sexual imagery, or any conduct of a sexual nature creating a hostile environment
- HARASSMENT: Unwelcome conduct that demeans, intimidates, or offends staff, including stalking, threatening behavior, or persistent unwanted contact
- PHYSICAL MISCONDUCT: Any physical contact, aggression, or violence toward staff
- RETALIATION: Adverse action against staff for reporting misconduct or enforcing company policies
IMMEDIATE CONSEQUENCES: Violation results in immediate service termination without refund, staff removal, permanent ban, law enforcement reporting, and pursuit of all legal remedies.
CLIENT RESPONSIBILITY: Client is solely responsible for ensuring all guests comply with this policy and indemnifies Company for all claims arising from staff mistreatment.
Rental Duration & Payment Terms
Deposit: A non-refundable deposit of 50% of the total rental fee is required to confirm reservation. This deposit is NOT REFUNDABLE under any circumstances.
Final Payment: Full payment of the remaining balance is due 24 hours prior to the event start time. Failure to render payment constitutes material breach.
Late Payment: Late payments incur fees of 2% per day (minimum $100/day). Company reserves right to withhold delivery until full payment is received.
Payment Methods: Cash, check payable to "It's Time to Glow," credit card (Visa, MasterCard, American Express, Discover), or Venmo.
Force Majeure, Acts of God & Emergencies
Neither party shall be liable for failure to perform due to causes beyond reasonable control, including but not limited to:
- Acts of God: earthquakes, floods, fires, hurricanes, tornadoes, lightning, severe weather, natural disasters
- War, terrorism, terrorist threats, acts of sabotage, civil unrest, riots, insurrection, rebellion, revolution
- Epidemics, pandemics, disease outbreaks, quarantines, public health emergencies (including COVID-19 and variants)
- Government actions, orders, laws, regulations, or declared states of emergency
- National or regional emergencies, strikes, labor disputes
- Power grid failures, utility outages, fuel shortages
- Transportation failures, supply chain disruptions
Company reserves sole and absolute right to cancel/postpone without liability for rain, snow, ice, wind exceeding 20 mph, or National Weather Service warnings.
Power Supply & Generator Backup
Client must provide:
- Dedicated, secure electrical lines with adequate capacity (110V/220V as specified)
- GFCI-protected outlets for all outdoor and wet-location electrical supply
- Electrical service rated for total equipment amperage plus 20% safety margin
- Proper grounding and bonding per National Electrical Code
Company bears absolutely no liability for electrical shock, fire, equipment damage, or injury from non-GFCI protected circuits, overloaded circuits, power outages, surges, or generator failures.
Virginia Noise Ordinance Compliance
Client acknowledges that pursuant to Virginia Code § 15.2-980 and applicable local county/municipal noise ordinances, amplified music and excessive noise are prohibited during nighttime hours. Typically, restrictions prohibit plainly audible sound across property boundaries between 9:00 p.m.-10:00 p.m. on weekdays and 10:00 p.m.-11:00 p.m. on weekends and holidays.
Client/homeowner assumes FULL AND EXCLUSIVE RESPONSIBILITY for all guests, noise compliance, and any fines or penalties resulting from noise violations (which may include civil penalties up to $250 for first offenses and $500 for subsequent offenses under Virginia Code § 15.2-980).
Parking & Property Access
Client shall provide:
- Safe, legal parking space within 50 feet of the event setup area
- Unobstructed access for delivery vehicles (minimum 8-foot clearance)
- Protection from ticketing or towing during loading/unloading operations
- Designated loading zone free from other vehicles or obstacles
Parking Liability: Company is not responsible for parking tickets, towing fees, or vehicle damage incurred during loading/unloading. Client assumes responsibility for securing appropriate parking permits or permissions from homeowners associations, municipalities, or property managers.
- Client will be charged full replacement value of all equipment PLUS daily rental fees at 150% of the original rate for each day access is denied
- Company reserves the right to seek legal remedies including court orders for property access
- Client shall be responsible for all legal costs and attorney fees
Site Conditions & Safety
Safe Entrance: Client warrants the property has safe, unobstructed entrance/egress for delivery vehicles; flat, level, stable surfaces; adequate overhead clearance (minimum 10 feet); and firm ground conditions capable of supporting equipment without sinking or collapse.
Underground Utilities: Client must contact Virginia 811 (1-800-552-7001) 72 hours prior to mark utilities. Company is not liable for damage to unmarked lines.
Company bears absolutely no liability for electrical shock, electrocution, drowning hazards, or equipment damage related to water proximity.
Glass Bottle & Container Prohibition
This includes beer bottles, wine bottles, liquor bottles, glass drinking glasses, mason jars, glass food containers, and decorative glassware.
Client assumes full liability for any injury, damage, or cleaning costs from glass breakage, including immediate $500 cleaning fee, full equipment replacement cost, and medical expenses for laceration injuries.
Pet Liability & Guest Property
Client is solely responsible for event security and protection of guest property.
Guest Liability & Release
Client/homeowner assumes FULL AND EXCLUSIVE RESPONSIBILITY for all guests, invitees, attendees, and third parties on the premises, including their safety, conduct, supervision, and alcohol consumption.
Client releases IT'S TIME TO GLOW from any liability for injuries, death, or damages to any guest or third party occurring on the property, regardless of cause including slip/fall accidents, equipment-related injuries, weather-related incidents, alcohol-related incidents, or criminal acts by third parties.
Client agrees to indemnify, defend, and hold harmless IT'S TIME TO GLOW from all claims, lawsuits, damages, and expenses (including attorney fees) arising from guest injuries or property damage.
Equipment Damage, Loss & Theft
Client is responsible for all equipment from delivery until pickup. Client agrees to pay:
- Lost/stolen equipment: Full replacement cost at current market value plus 20% administrative fee and lost rental income
- Damaged equipment: Repair costs or fair market value plus lost income during repair period
- Cleaning fees: $200-$500 for excessive cleaning (confetti, glitter, food spills, smoke damage)
Insurance Requirements
Client shall maintain comprehensive general liability insurance with minimum $1,000,000 coverage, naming IT'S TIME TO GLOW as additional insured. Certificate of insurance required 48 hours prior to event.
Dispute Resolution
All disputes shall first be submitted to non-binding mediation in the jurisdiction where the event was held, within 30 days before litigation.
Virginia law governs this Agreement. Exclusive venue in Virginia courts.
Prevailing party recovers reasonable attorney fees and costs.
Company's total liability shall not exceed total rental fees paid. No liability for indirect, consequential, or punitive damages.
Additional Terms
Permit Responsibility: Client is solely responsible for obtaining all necessary permits, licenses, and approvals from local authorities, including tent permits, noise permits, alcohol permits, and special event permits.
Subcontractors: Company may utilize subcontractors (DJ, bartenders, delivery personnel) to perform services. Subcontractors are independent contractors, not employees of Company.
Photo/Video Consent: Client consents to Company's use of event photographs and video for marketing, advertising, and promotional purposes without compensation.
Assignment: Client may not assign this Agreement without Company's prior written consent.
Entire Agreement: This Agreement constitutes the entire agreement between the Parties and supersedes all prior negotiations. No modifications valid unless in writing signed by both Parties.
Severability: If any provision is deemed unenforceable, the remainder of this Agreement shall remain in full force and effect.
✓ ACCEPTANCE OF TERMS & CONDITIONS
By checking the box below and clicking "I Accept", you acknowledge that you have read, understood, and agree to all terms and conditions in this agreement, including the Zero Tolerance Staff Protection Policy.