We’re so excited to be part of your special event 🤍
To keep everything running smoothly, please review our policies below. These guidelines help protect both you and our inventory, and ensure a seamless rental experience from start to finish.

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Booking & Deposit

A 50% non-refundable deposit is required at the time of booking to reserve your rental items and event date.

• Events occurring within 30 days must be paid in full at the time of booking

• Events more than 30 days away require a 50% deposit, with the remaining balance due 30 days prior to delivery

• Your booking is not confirmed until we receive both:

  • The required deposit, and

  • A signed rental agreement

We accept credit cards, e-transfer, and cash (no personal cheques, please).

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Minimum Rental Order

We specialize in creating elevated, cohesive event spaces. To maintain the quality of our inventory and service, we do not offer à la carte rentals of small décor items. All bookings are subject to a $1,500 minimum rental order, excluding our pop-up proposal and photo shoot packages.

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Remaining Balance & Payment Timeline

The remaining balance — including rental items, delivery fees, and any added services — must be paid no later than 30 days prior to delivery.

If payment is not received by this deadline, BC Western Event Rentals reserves the right to cancel the booking, and the deposit will be forfeited.

All payments must be completed before delivery.

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Credit Card on File

A valid credit card in the renter’s name is required and kept securely on file.

• If a different cardholder is paying, that individual must be present at delivery

• The renter (or authorized representative) must be present at:

  • Delivery (to review items and sign off)

  • Pickup/return (to complete the return inspection)

Incidentals, damages, or additional charges will be processed after pickup if applicable.

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Delivery & Pickup Policy 

We offer convenient delivery and pickup to make your event stress-free.

Delivery Fee

Delivery is charged as a single round-trip fee, which includes both drop-off and pickup.

• $4.00 per kilometer (round trip)

• Calculated from our base location:
  1031 Summers Creek Road, Princeton, BC, V0X 1W0

• Minimum delivery fee: $150.00

Example:
If your venue is 25 km away, the round-trip distance is 50 km
→ 50 km × $4.00 = $200 delivery fee

Distances are calculated using the most direct route on Google Maps.

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Standard Weekend Schedule

Unless otherwise arranged in writing:

• Drop-off: Thursday between 9:00am – 5:00pm

• Pickup: Monday between 9:00am – 5:00pm

This schedule gives you plenty of time to prepare, enjoy your event, and repack items safely.

Delivery and pickup times are scheduled in advance, but exact times are not guaranteed.

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Access & Readiness

• A renter or designated representative must be present during delivery and pickup

• All items must be clean, dry, re-stacked, and ready at pickup time

We include a 15-minute grace period. Waiting time beyond this may be charged at
$120 per hour, billed in 5-minute increments.

If items are not ready or access is restricted, additional fees may apply — including labor, waiting time, or an additional delivery trip if required.

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Trailer Delivery (If Applicable)

For select events, we may offer Trailer Delivery, where all rental items are delivered inside a secured trailer that remains on-site for the duration of your rental.

• The trailer will be unhooked and locked on your premises

• You will be provided with an access code

• All items must be loaded back into the trailer prior to Monday pickup

Responsibility for all items transfers to the renter for the entire time the trailer remains on site.

 

Event Décor Styling & Installation

 

We offer hands-on décor styling, setup, and takedown services to bring your event vision to life while maintaining an authentic, polished look.

• Half Day Styling Rate (up to 4 hours): $475 plus taxes

• Full Day Styling Rate: (up to 8 hours): $875 plus taxes

• Teardown Service (Flat Rate): $475

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Rental Period

• Standard rental period is 96 hours (4 days) unless otherwise arranged

• Late returns may be charged 25% of the total rental cost per day

• Items not returned within 7 days may be considered lost and charged at full replacement value

 

Cleaning & Care

Please treat our items with care 🤍

• Items must be returned in the same condition they were received

• Do not use tape, glue, nails, staples, or adhesives unless pre-approved

Additional cleaning fees may apply if items are returned excessively dirty.

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Damage, Loss & Replacement

The renter assumes full responsibility for all rental items from delivery until return.

This includes:

• Breakage

• Stains

• Burns

• Theft

• Weather damage

• Loss for any reason

Damaged or missing items will be charged at full replacement value, based on current retail pricing, plus applicable taxes and shipping. Charges will be applied to the credit card on file.

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Weather & Outdoor Use

Many of our décor items are not weatherproof.

• Please protect items from rain, wind, and extreme sun

• Weather-related damage is treated the same as any other damage and billed accordingly

We strongly recommend event insurance for outdoor events.

 

Cancellations & Changes

• All deposits are non-refundable

• Orders cancelled within 30 days of delivery are not eligible for refunds

Order changes:

• Reductions of up to 20% may be made more than 30 days prior

• Changes must be requested at least 14 days in advance and are subject to availability

• ​Reductions still need to stay within the $1,500 minimum rental order, excluding our pop-up proposal and photo shoot packages.

 

Liability

BC Western Event Rentals is not responsible for injury, accidents, or property damage arising from the use of rental items.

The renter agrees to indemnify and hold harmless BC Western Event Rentals, its owner, and staff from any claims related to the use of rented equipment.

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Agreement

By booking with BC Western Event Rentals, you acknowledge that you have read, understood, and agreed to these Policies & Procedures.

If you ever have questions — just ask! We’re happy to help and want your event to be absolutely unforgettable 🤍