Elite Events Cancellation, Rescheduling, Damage & Inclement Weather Policy
We understand that plans can change, unexpected circumstances can arise, and weather in the Southeast can be unpredictable. Our policies are designed to provide flexibility for our clients while protecting the rental inventory, staffing, delivery schedules, and equipment reserved specifically for each event.
Please review the following policies before confirming your reservation with Elite Events.
1. Reservation & Payment
A 50% nonrefundable retainer is required to reserve your event date and rental inventory.
Your reservation is not considered confirmed until the required retainer has been received.
The remaining balance must be paid according to the due date listed on your invoice or rental agreement.
Rental inventory is reserved specifically for your event once your booking is confirmed and may no longer be available to other clients for that date.
2. Standard Cancellations
All cancellations must be submitted to Elite Events in writing.
Refund eligibility is determined by the date Elite Events receives written notice of cancellation.
- 30 days or more before the event: The 50% reservation retainer is nonrefundable. Any payments made above the retainer may be refunded.
- 15–29 days before the event: 75% of the total rental order is nonrefundable.
- 14 days or less before the event: 100% of the total rental order is nonrefundable.
If the amount already paid is less than the applicable nonrefundable amount, the client remains responsible for the difference.
Once rental equipment has been loaded for delivery, delivered to the venue, or setup has begun, the full rental amount is due and no refunds will be issued, except as expressly provided under the unsafe weather or emergency provisions of this policy.
Refunds will not be issued for rental items that are delivered but ultimately unused.
3. Final Order Adjustments
Rental quantities may be reduced without penalty up until 14 days before the event, except for custom-ordered, specially purchased, personalized, or outsourced items.
After the 14-day deadline, confirmed rental quantities and associated charges are considered final and may not be reduced for a refund or credit.
Items may still be added after the deadline, subject to inventory availability, staffing, transportation capacity, and applicable additional charges.
Changes to custom-ordered, specially purchased, personalized, or outsourced items may not be eligible for reduction or cancellation once Elite Events has placed the order or incurred expenses on the client's behalf.
4. Rental Equipment Care & Responsibility
Clients are responsible for the proper care, handling, and protection of all rental equipment from the time of delivery or pickup until the equipment has been collected or returned to Elite Events.
All rental items must be returned in substantially the same condition in which they were received, allowing for normal wear and tear.
The client may be held responsible for damage, loss, theft, misuse, or excessive cleaning requirements during the rental period, including damage caused by guests, vendors, venue staff, or other individuals with access to the equipment.
Examples include, but are not limited to:
- Broken, cracked, chipped, or otherwise damaged rental items
- Missing, lost, or stolen equipment
- Permanent stains, burns, tears, or excessive soiling of linens, upholstery, furniture, or other rental items
- Damage caused by improper use, handling, moving, or storage
- Damage caused by unauthorized modifications, disassembly, or relocation of equipment
- Damage caused by guests, vendors, venue staff, or other individuals during the rental period
- Damage resulting from exposure to rain, wind, standing water, mud, storms, or other environmental conditions
- Damage caused by failure to properly secure, store, or protect rental equipment
Normal wear and tear resulting from proper use is expected and will not result in additional damage charges.
5. Damage, Loss & Replacement Charges
If rental equipment is returned damaged, excessively soiled, missing, or unusable beyond normal wear and tear, the client may be responsible for applicable cleaning, repair, or replacement costs.
Charges will be determined based on the extent of the damage and the reasonable cost of cleaning, repairing, or replacing the affected item.
Items that cannot reasonably be repaired or restored may be charged at their replacement value.
Any damage protection or equipment-related fee charged by Elite Events is nonrefundable. Unless expressly stated otherwise in the rental agreement, payment of this fee does not eliminate the client's responsibility for damage, loss, theft, excessive cleaning, or replacement charges.
Elite Events reserves the right to document damage or missing equipment and invoice the client for applicable additional charges.
6. Outdoor Rental Protection
Clients are responsible for providing an appropriate and protected location for rental equipment, particularly when items are being used outdoors.
Unless specifically designed and approved for outdoor exposure, rental items should not be left uncovered during rain, severe weather, or other conditions that could cause damage.
Clients are expected to take reasonable precautions to protect rental equipment throughout the rental period.
This may include moving approved items to a covered location, securing loose items, or following specific care instructions provided by Elite Events.
Clients should not move, disconnect, disassemble, or alter equipment that requires professional installation without prior approval from Elite Events.
The client may be responsible for damage resulting from failure to properly protect equipment from environmental conditions.
Elite Events reserves the right to relocate, remove, or decline installation of equipment when conditions could reasonably damage the equipment or create a safety concern.
7. Inclement Weather
Rain, thunderstorms, high temperatures, cold temperatures, or the possibility of unfavorable weather do not automatically qualify an event for a refund.
Clients are responsible for monitoring weather conditions and determining whether they wish to proceed with their event.
If a client chooses to cancel or reschedule because of forecasted weather, the following weather rescheduling policy applies.
Weather Rescheduling
A weather-related rescheduling request must be submitted at least 24 hours before the scheduled delivery or setup time.
Weather-related rescheduling requests are subject to approval by Elite Events.
When approved:
- Payments already made may be transferred to one rescheduled event date within 12 months of the original event date.
- The new event date is subject to rental inventory, delivery, setup, and staff availability.
- Only one weather-related reschedule is permitted per reservation.
- Pricing is subject to the rates in effect for the new event date.
- Additional delivery, labor, venue, or rental costs resulting from the new date may apply.
- The original reservation retainer remains nonrefundable and will be applied toward the approved rescheduled reservation.
If a client cancels because of weather but chooses not to reschedule, the standard cancellation policy applies.
8. Weather After Delivery or Setup
Once Elite Events has loaded equipment for delivery, arrived at the venue, delivered rental items, or begun setup, the rental order becomes nonrefundable, except as expressly provided under the unsafe weather or emergency provisions of this policy.
No refund or credit will be issued solely because weather conditions change after delivery or setup or because the client, venue, planner, or another party chooses not to use rental equipment.
Clients remain responsible for protecting rental equipment from weather-related damage throughout the rental period.
9. Unsafe Weather & Safety Decisions
Elite Events reserves the right to delay, modify, discontinue, or refuse delivery, installation, setup, or use of rental equipment when conditions are considered unsafe.
Unsafe conditions may include, but are not limited to:
- High winds or dangerous wind gusts
- Lightning
- Severe thunderstorms
- Tornado watches or warnings
- Tropical storms or hurricanes
- Flooding
- Saturated or unstable ground conditions
- Mandatory evacuation orders
- Conditions that prevent safe vehicle or equipment access
- Any condition that violates manufacturer safety requirements or creates an unreasonable risk to clients, guests, employees, vendors, or equipment
Safety decisions regarding Elite Events equipment are made at the discretion of Elite Events and, when applicable, according to manufacturer specifications.
If Elite Events determines that specific equipment cannot safely be installed or used, we will work with the client to determine whether the affected portion of the order can be rescheduled, credited, substituted, modified, or refunded.
Any applicable refund or credit will be determined based on the services and equipment affected, as well as expenses already incurred.
10. Tents, Structures & Wind-Sensitive Equipment
Tents, umbrellas, arches, backdrops, freestanding décor, heaters, dance floors, temporary structures, and similar items may require additional installation, weather, and safety precautions.
Elite Events reserves the right to refuse installation, discontinue use, or require removal of these items when weather or site conditions do not meet manufacturer guidelines or safe operating requirements.
No client, venue, vendor, or guest may move, modify, disassemble, remove anchoring from, or otherwise alter rental equipment after installation without prior approval from Elite Events.
Clients may be held responsible for damage resulting from unauthorized adjustments, improper handling, misuse, or failure to follow provided care and safety instructions.
If weather conditions become unsafe during an event, the client agrees to follow any safety instructions provided by Elite Events regarding the continued use of rental equipment.
11. Hurricanes, Tropical Storms & Mandatory Evacuations
If a hurricane, tropical storm, government-issued emergency declaration, mandatory evacuation order, venue closure, or similar event makes it unsafe or legally impossible for Elite Events to perform the contracted rental services, Elite Events will work with the client to explore available rescheduling options or apply eligible payments toward a future reservation.
If Elite Events is unable to perform the contracted services and rescheduling is not reasonably possible, any refund will be limited to the portion of services or rental items that Elite Events was unable to provide, subject to applicable law.
Expenses already incurred for custom items, outsourced rentals, specially purchased inventory, transportation, labor, or other nonrecoverable costs may remain nonrefundable to the extent permitted by law.
12. Venue or Event Cancellation
Cancellation by a venue, planner, property owner, municipality, government agency, or other third party does not automatically release the client from the terms of the rental agreement.
Unless the cancellation qualifies under the unsafe weather or emergency provisions of this policy, or extenuating circumstances approved by Elite Events, the standard cancellation policy will apply.
Clients are responsible for communicating any venue changes, event cancellations, or scheduling adjustments to Elite Events as soon as possible.
Changes to delivery locations or event logistics may result in additional delivery, labor, or transportation charges.
13. Client Acceptance
By paying the reservation retainer, signing the rental agreement, or approving the rental order, the client acknowledges that they have been provided access to and have reviewed and accepted Elite Events' reservation, payment, cancellation, rescheduling, equipment care, damage, and inclement weather policies.
These policies are intended to protect both Elite Events and our clients while helping ensure a safe, organized, and successful rental experience.