Quote Terms

Quote Terms

Quotes are only valid for 30 days.  A quote does not guarantee your items, items are guaranteed when a quote is confirmed as a reservation.  A 50% non-refundable deposit/signed contract and CC # is required to book a reservation.  All delivery/pick-up times listed on the quote are for inventory purposes only.  The exact delivery and pick-up days/times will be emailed to you 1 week prior to your event.  Additional charges may apply for specific delivery/pick-up days and times required.  All quotes are for ground floor entrances and locations with in 30’ of the truck. If items require steps, stairs, and/or use of an elevator, additional charges will apply.  All orders need to meet weekday and weekend delivery/pick-up minimums.  Tent Customers should contact local municipalities to identify any permit requirements.  Pole tents require an additional 5′ – 7′ of space surrounding the tent, depending on tent size, for anchoring.  Frame tents require a minimum of 3′ around the perimeter for installation.  Customers must evacuate tents when winds exceed 40MPH and/or when severe weather is present. It is the customer’s responsibility to evacuate the tent. Customer acknowledges that tents and canopies are temporary structures, and are not immune to weather conditions.  Customer agrees to take appropriate safety measures during severe weather, and hold dealer harmless from any property damage or injury resulting from such conditions.  Table and chair rental does NOT include set-up and take-down.  All items must be returned cleaned.  If equipment does not function properly, notify Academy Rental Group within 30 minutes of occurrence, otherwise, no refund or allowance will be made.  Final numbers from customer are due 2 weeks prior to delivery.  Any changes made to the invoice during the week of the event are subject to additional charges.

Terms and conditions

Terms & Conditions

For the purpose of this Rental Agreement:

Academy Rental Group (ARG) shall mean the Rental Company, its owners, officers, directions, and employees;

Customer(s) shall mean Customers, guests/visitors of customer, and their agents, contractors and/or employees.

Rental Agreement shall mean the itemized list of items contained in the electronic estimate or invoice emailed or faxed to the Customer, who by virtue of having signed the estimate or invoice, and/or paid an advance deposit or in full, expresses his or her agreement with the contents of the Estimate or Invoice.

Rental Center shall mean Academy Rental Group’s showroom or warehouse, or any other facility owned or leased by Academy Rental Group where the storage, maintenance or transfer of its equipment occurs.

In reference to leasing the rental item(s) / equipment described on the Rental Agreement, it is agreed as follows:


Customer will take all necessary precautions regarding the items rented and protect all persons and property from injury or damage.

Customer agrees to hold Academy Rental Group harmless from and against any and all liability, claims, judgments, attorneys’ fees and costs of every kind and nature, including, but not limited to, injuries or death to persons and damage of property, arising out of the use, maintenance– installation, operation, possession, ownership, or rental of the items rented, despite cause.


Customer is fully aware of and acknowledges that there is a risk of injury, death, or damage arising out of the use or operation of the items contained in the Rental Agreement and hereby elects to voluntarily enter into this Agreement and assume all of the aforementioned risks.

Customer agrees to release and discharge Academy Rental Group from any and all responsibility or liability from such injury, death, or damage arising out of the use or operation of the rental items. Customer further agrees to waive, release and discharge any and all claims for injury, death, or damage against Academy Rental Group which customer otherwise may be entitled to assert.


Customer shall maintain, at Customers expense, liability, property and casualty insurance coverage in an amount to fully protect Academy Rental Group and the rented equipment from and against all claims, losses or damage of whatever nature and type.


ARG agrees to reserve all items listed in the Rental Agreement on behalf of the Customer only after the following have been received from the customer.

A non-refundable deposit equal to 50% of the total cost specified in the Rental Agreement (or a lesser amount determined at the sole discretion of ARG)

A signed & dated copy of these Terms and Conditions; and

A signed & dated rental agreement.

A signed & dated Credit Card authorization form.

The remaining balance of the rental agreement must be paid 14 days prior to delivery, unless otherwise specified by ARG. If this obligation is not met, ARG reserves the right to either cancel the order without refunding the initial 50% deposit or apply late payment charges equal to the highest APR allowed by Ohio law.

In the circumstance that a check comes back for nonsufficient funds or the credit card was declined, the customer will incur a $50 fee.

Customer’s right to possession of the rental items:

Rental rate is for a singular use. Equipment returned after normal business hours on or after the date picked up will be charged for an additional 4-day rental.

Begins when the rental items leave the rental center in the care of the customer, or when the customer accepts and signs for the delivery of the rental items upon delivery.

In the absence of the renter, the equipment may be signed for by an individual designated by the renter. This individual is automatically given the legal right by the renter to accept liability for the equipment on the renter’s behalf.

In the absence of a customer present at delivery, the customer assumes care of rental items, including all counts and placement of any rental items.

The rental agreement terminates once ARG has regained possession of the rental equipment.

Any extension of the agreement must be agreed upon by ARG in writing.

Title of the rental items shall, at all times, remain with ARG.

Customer authorizes ARG to retake possession of the rental items without notice or legal process at any time, despite whether the equipment is on private property.


Customer will pay all collection fees, attorney’s fees, court costs, or any other expenses required to enforce the items and conditions of this contract. Any law suits that may occur between ARG and their customers must be filed in Hamilton County, and any litigation will be held in a Cincinnati Court.


The Rental Agreement may be executed or delivered by fax, or other electronic means such as email. The Rental Agreement is valid whether properly signed by the Customer or not, so long as the Customer takes possession of the rental items. It is also valid if signed by another party signing on behalf of the Customer, in which case the signing party will sign their own name, and then print C/O (Care Of) “Ordering Party.”


Academy Rental Group reserves the right to refuse to install or deliver rental equipment due to unsafe conditions or weather. If this occurs, Customer will be liable for a minimum of 50% of the total cost specified in the Rental Agreement. In the absence of unsafe weather or other conditions, ARG will use all appropriate means and methods to secure the rental equipment for the safety of the Customer and the equipment.

Academy Rental Group is not responsible for underground utilities, and charges for time out, whether equipment is used or not. If permission is granted by the Customer to stake anything into the ground at their desired location, then it is the sole responsibility of the Customer to check for underground utilities, water mains and irrigation.


All customers will provide a 50% NONREFUNDABLE DEPOSIT for ARG to reserve their order.

Customers who cancel their orders at any time after a deposit is provided WILL LOSE THEIR DEPOSIT regardless of their circumstances or reasons for cancellation.

Adjustments to orders can be made until 7 days prior to delivery (except for specialty items – see below). However, any such adjustments shall not reduce the total price of the invoice below the amount of the NON-REFUNDABLE 50% DEPOSIT.

Specialty items include specialty cut linens, and items that require ARG to manufacture, sub-rent, or purchase equipment. Specialty items are non-refundable once they have been ordered by ARG, or manufacturing of such items has begun.

Canopies/Tent & heaters must be canceled at least 7 days prior to delivery/pickup, but any such adjustments shall not reduce the total price of the invoice below the amount of the NON-REFUNDABLE 50% DEPOSIT.

Any Canopies/Tent that are cancelled within 7 days of rental will be charged 100% of total canopies/tents.


ARG will reserve will call/pickup orders only if a rental agreement and this document have been signed. If the customer fails to pick up their will call order on the specified date, then ARG may re-rent the equipment; or if the equipment goes unrented, then ARG MAY STILL COLLECT A MINIMUM OF 50% FROM THE CUSTOMER.

Responsibility for customer-pickup rental items remains with the customer from time the items leave the Rental Center until the time they are returned.

Any time an item is not returned by the due date the contract is subject to additional charges based on additional time out on rent.


Minimum delivery charges are based on 2-4 hour delivery windows with “non-same-day” pickups. Same-day and/or late evening pickups can be arranged for additional charges.

Delivery and Pick Up shall be at the convenience of the Dealer and will follow the delivery cost requirements shown in document “Delivery Charge Detail”.

Customers must be present for their entire delivery window. ARG will grant a 15 minute waiting period, after which the customer will be charged for waiting time up to $75 per hour billed in 5 minute increments.

Orders will be delivered only if the cost of the items rented plus delivery, excluding taxes, is at least $200 and delivery is within 20 miles of warehouse, excluding Kentucky, and downtown Cincinnati zip codes.

ARG will not deliver inside personal residences nor up or down stairs without prior consent from the office, which must be clearly displayed on invoice.

ARG offers setup/breakdown services of equipment for additional charges.

“Curbside delivery,” is defined as:

Delivery to a ground level location on a flat, hard surface, within thirty (30) feet of the nearest loading area with no steps or obstructions.

ARG will stack items neatly and securely with reasonable access for the Customer;

All equipment must be re-stacked and made ready for pick up by the Customer in same manner in which it was delivered;

There will be a minimum two hour window for both delivery and pickup (unless otherwise arranged in writing with ARG).

ARG may assess additional charges at a rate of up to $75 per hour when delivery conditions cause ARG to incur additional labor costs, including, but not limited to:

Deliveries impeded by stairs, elevators, steep or uneven surfaces, standing water, mud, or soft surfaces like sand loose gravel.

Deliveries that involve waiting times of more than 15 minutes.

Customer requires a precise (to within 60 minutes) delivery or pickup time.

Last-minute or rush deliveries or pickups.

Inaccurate delivery locations or directions supplied by the Customer.

Chairs and tables can be set up and arranged to the Customer’s predetermined specification for a charge. Setup is mandatory, and may carry separate setup charges, for some items, such as: Dance floors, stages and canopies. If setup is requested, then ARG will perform one (1) setup. After the initial setup is completed, then ARG may opt to apply the aforementioned excessive labor charges, or they may opt to leave the premises without performing additional labor.

Site Preparation: Customer must clear delivery site of all obstructions including; tables, chairs, patio furniture, and animal waste.

If, for any reason, Academy Rental Group is required to make a specific trip to the customers household or set up, a fee equal to 1.5 times that of the delivery fee will be charged.

If the renter is not available, then ARG may opt to either setup in a manner deemed appropriate by our staff, or we may opt to leave the equipment curbside. In such instances, no refunds will be given, and the customer accepts liability for any losses and damages that may happen to equipment left unsupervised for any reason, including acts of God.


Customer is responsible for any loss or damage to rental items regardless of cause or fault, including acts of God, and ARG has 72 hours after retaking or receiving possession of rented merchandise to assess its condition and determine whether damage occurred while it was in the possession of the renter.

There are no allowances for non-use of equipment for any reason.

Customer agrees to immediately discontinue the use of the rented equipment should it become unsafe or in a state of disrepair and to immediately notify Dealer.

ARG is not responsible for any damage to property during delivery, loading, unloading, set up or take down or any other function for both indoor and outdoor events and locations.

In such instances, unless the items in question are covered by a damage waiver, the Customer agrees to pay ARG for:

All labor costs associated with repair and/or attempted repair of damaged equipment

Replacement equipment (if necessary)

Replacement of equipment directly related to the normal quality and functionality of the damaged equipment

All shipping or delivery fees associated with the replacement or repair of damaged equipment.


Academy Rental Group provides free on-site estimates whenever possible.

Planning and measuring is ultimately the responsibility of the Customer. If poor planning leads to improperly measured areas for placement of canopies, stages, dance floors, etc. resulting in our inability to complete a job, then no refunds will be given, and full payment will be made to ARG by the Customer.

In the event that a new item is required to delivered the Customer will be responsible for the original items and the new items cost, in addition to a separate delivery charge.

ARG will not be held liable for any planning not performed by our staff.

All deliveries will be made in a 24′ box truck that requires a clearance of 13′ T x 11′ wide and 32′ long. It’s the customers responsibility to ensure that AGR is able to deliver to their location utilizing that size.  Additional Charges may apply.

The Customer is responsible for locating and pointing out any private lines, including but not limited to private sewage, electric fencing and irrigation. ARG will contact Ohio Utility Public Safety or similar to mark non private lines.


All Tents are staked 5′ – 7′ out on each side requiring an additional 10′ – 14′ feet in addition to the tent size with a clearance of up to 22′

Tents are temporary structures and are subject to implications of weather. Tents may not protect from all weather conditions including rain, etc.

All Customers must evacuate tents when winds exceed 40MPH and/or severe weather is present. It’s the customers responsibility to evacuate the tent.

Customer acknowledges that tents and canopies are temporary structures and are not immune to weather conditions. Customer agrees to take appropriate safety measures during severe weather and hold Dealer harmless from any property damage or injury resulting from such conditions.


Any and all rules and regulations governing an event site must be provided in writing to ARG prior to the delivery of rental equipment. All fines incurred as a result of non-disclosure of such regulations are the responsibility of the customer.

Please use the space provided below to list any rules or regulations that ARG must follow during delivery, setup or removal of rental equipment as put forth by the owners or designated managers of the event location.