Marquee Letters Rental Agreement

Terms and Conditions

Client and Company agree as follows:

Definitions

1.1 Company means My Big Letters, its owners, employees, agents, contractors, and permitted assigns.

1.2 Client means the person or entity renting and/or receiving the Rental Items and services, including Client’s agents, representatives, guests, invitees, vendors, and venue personnel to the extent they interact with the Rental Items.

1.3 Rental Items (also “Equipment”) means all items rented or provided by Company under the Order (defined below), including without limitation: 4-ft and 7-ft marquee letters, numbers, and symbols; bases; brackets; supports; colored bulbs; standard bulbs; wiring; extension cords; power strips; front lighting; LED uplights; 10-ft black backdrop and components; balloon décor; flower walls/panels; flower arches; 8-ft rose heart; giant inflatable mirror balls; generators; and all accessories, hardware, and components listed in the Order.

1.4 Order means the invoice/quote/order confirmation and any written change order (email/text acceptable under Section 15.3) that specifies the Rental Items, quantities, fees, Event Date, delivery/setup/pickup windows, and location(s).

1.5 Rental Period means the period beginning when Company (or Client, if a written pickup option is expressly agreed) delivers the Rental Items to the Venue/location and ending when Company retrieves and confirms receipt of all Rental Items.

1.6 Delivery/Setup means unloading, placement, assembly, installation, and basic functional testing performed by Company.

1.7 Business Day means Monday through Friday excluding U.S. federal holidays.

Order controls and changes

2.1 Order controls what is rented. Only the Rental Items listed in the Order are included. Verbal requests are not binding unless confirmed in writing by Company.

2.2 Order vs. Agreement priority.
(a) The Order controls: item list, quantities, dates, time windows, locations, and pricing.
(b) This Agreement controls: safety rules, responsibility allocation, damage/loss, cancellation remedies, and legal terms.
If a conflict exists, Company and Client will interpret the documents so both apply; if they cannot be reconciled, the Order governs (a) and this Agreement governs (b).

2.3 Change orders. Client-requested additions/changes (including extra rental days, late pickup, extra labor for stairs/long carry, balloons/florals, additional lighting, or generator runtime) require written approval by Company and may require additional payment before delivery.

Rental period, extensions, and control of equipment

3.1 Standard term. Unless the Order states otherwise, the Rental Period covers the Event Date(s) only.

3.2 Extensions. Any extension must be approved in writing. Approved extensions may require additional rental fees, staffing fees, and/or an adjusted pickup window.

3.3 Ownership and no transfer. All Rental Items remain Company property. Client will not sublease, transfer, relocate to another site, or surrender control to a third party.

Pricing, payment, taxes, and card authorization

4.1 Pricing. Rental fees are as stated in the Order.

4.2 Reservation retainer (earned). A [50%] reservation retainer (“Reservation Retainer”) is due upon signing to reserve the date(s) and inventory. The Reservation Retainer is earned when paid in consideration for reserving inventory/time, administrative work, and opportunity costs, and is applied to the total rental price.

4.3 Balance due. The remaining balance is due 14 days before the Event Date unless the Order requires earlier payment. Bookings within 14 days require payment in full at signing.

4.4 Taxes. Client will pay all applicable taxes, fees, and governmental charges imposed on the transaction. If Company is required to collect sales/use tax on Rental Items or related charges, Company will add such tax to the invoice and Client will pay it.

4.5 Payment method and authorization to charge. Client authorizes Company to charge the card/payment method on file for: (a) amounts due under the Order; (b) approved change orders; (c) late pickup/extra labor/wait time fees; (d) damage/loss/cleaning charges under Section 12; and (e) chargeback/dispute fees assessed to Company as a result of Client’s improper payment dispute under Section 5.5.

4.6 Late fees/finance charge. Any undisputed amount not paid when due may accrue interest at the lesser of 1.5% per month (18% APR) or the maximum rate permitted by applicable law, plus reasonable collection costs as permitted under this Agreement.

Cancellation, rescheduling, no-refund structure, and payment disputes

5.1 Client cancellation—liquidated damages (not a penalty). Client acknowledges that Company’s actual damages from cancellation (lost opportunity to rent the same inventory/date, staffing commitments, scheduling, prep, and the difficulty of rebooking specialty items) are difficult to calculate precisely at the time of contracting. Therefore, the parties agree the following cancellation charges are liquidated damages, not a penalty, and are a reasonable pre-estimate of Company’s anticipated harm:

• More than 30 days before Event Date: Company retains the Reservation Retainer; no further amounts are due (excluding any nonrecoverable custom purchases approved by Client, such as specialty balloons/florals).
• 30 to 15 days before Event Date: Company retains the Reservation Retainer plus 25% of the total Order amount (excluding refundable taxes if any).
• 14 days or fewer before Event Date (including no-show / refusal of delivery / venue denial of access): 100% of the total Order amount is due.

5.2 Rescheduling (optional). If Client requests rescheduling, Company may (not required to) apply the Reservation Retainer to a new date if inventory and staffing are available. Company may charge a rescheduling fee of $500 and require updated pricing if rates have changed.

5.3 No refunds for weather/venue/power limits. No refund, credit, or reduction is owed due to weather, venue restrictions, power failures/limitations, venue denial of access, unsafe site conditions, or Company’s safety-based decisions under Sections 9 and 10.

5.4 Company inability to perform. If Company cannot provide the Rental Items due to Company’s fault (not force majeure and not Client/venue fault), Company’s liability is limited to refunding amounts paid for undelivered items/services as the exclusive remedy.

5.5 Payment disputes / no chargebacks. Client agrees not to initiate any chargeback , dispute, or payment reversal for amounts authorized under this Agreement and the Order. All payments are final and non-refundable except as expressly stated herein. If Client initiates a chargeback or dispute in breach of this Agreement, Client remains fully liable for the total amount due, plus any fees, penalties, chargeback fees, administrative costs, collection costs, and reasonable attorneys’ fees incurred by Company.

Client expressly authorizes Company to re-charge any payment method on file for the disputed amount and associated fees, to the fullest extent permitted by law. Client acknowledges that initiating a chargeback in violation of this Agreement constitutes a material breach of contract. Company may immediately pursue all remedies available under this Agreement and applicable law, including collection efforts, legal action, and reporting the delinquent account to credit agencies or collections services.

Delivery, access requirements, and installation control

6.1 Access responsibility. Client is solely responsible for ensuring timely access for delivery/setup and pickup, including reserved loading zones, parking, freight elevators, dock access, and venue permissions.

6.2 Disclosure duty. Client must disclose in writing prior to the Event Date any access limitations, including stairs, narrow doorways, tight turns, elevator restrictions, long carry distances, soft/uneven ground, mud/sand, steep slopes, curfews, union labor rules, or restrictive venue policies.

6.3 Category-based clearance specs. Client agrees the venue meets the applicable minimum clearance requirements in Exhibit B (Access Specifications) for the categories of items in the Order. If venue conditions do not meet Exhibit B, Company may add labor fees, modify the setup, substitute items, delay delivery, or decline setup as a safety decision.

6.4 Waiting time. Delivery and pickup include up to 30 minutes of wait time for access. Additional wait time will be billed at $100 per hour, in 30-minute increments. Waiting time is charged if access is delayed due to venue restrictions, lack of access, or client-related delays. Company reserves the right to leave and return at a later time if delays exceed reasonable limits, subject to additional delivery fees.

6.5 Failure to deliver or set up due to Client/venue. If Company is unable to complete delivery or setup due to Client or venue conditions (including lack of access, incorrect address, unsafe conditions, denial of entry, or undisclosed limitations), such failure shall constitute a material breach by Client. All payments are non-refundable and will be retained by Company. Client remains responsible for any unpaid balance and any additional costs incurred, including labor, transportation, waiting time, re-delivery, or additional handling fees. Company is not obligated to reattempt delivery or provide services unless agreed in writing and subject to additional fees.

Setup, repositioning, and prohibited client alterations

7.1 Company controls installation. Company installs the Rental Items and confirms basic operation at setup.

7.2 No Alterations (tightened clause).
Client shall not alter, modify, or attach anything to the Rental Items without prior written consent from Company. Client shall not attach, hang, tape, pin, tie, glue, secure, inflate, deflate, move, disconnect, or otherwise alter any Rental Items or décor structures provided by Company. This includes, without limitation, marquee letters, numbers, symbols, backdrop structures, flower walls, flower arches, rose heart installations, balloon décor, mirror balls, lighting fixtures, bulbs, cords, and generators.

Only Company may install, modify, secure, reposition, operate, disconnect, or remove such items unless Company provides prior written authorization. Company may offer décor services and will use appropriate methods to attach or install approved items safely. Any unapproved tape, glue, fasteners, or other materials are strictly prohibited and may result in damage charges. Client shall not remove, disassemble, unplug, or tamper with any part of the Rental Items except as expressly instructed by Company in writing.

7.3 Supervision and guest control. Client will supervise guests, especially children and intoxicated persons, and will prevent climbing, sitting, leaning, or tampering with Rental Items.

Electrical power and lighting

8.1 Venue power. Client is responsible for providing safe, reliable power as required by the Order (standard 110V outlets unless otherwise stated). Company is not responsible for venue power failures, tripped breakers, or insufficient circuits.

8.2 Cord safety. Client will keep guest traffic away from cords and lighting equipment and will not tape, reroute, conceal under rugs, or otherwise manipulate cords without Company instruction.

8.3 Colored bulbs and lighting expectations. Client acknowledges that perceived brightness/color temperature may vary due to ambient lighting and photography settings; this is not a defect.

Generator terms

9.1 Outdoor-only operation and placement. If a generator is included, it will be operated in a location determined solely by Company. Gas-powered generators will be operated outdoors only and positioned to reduce the risk of exhaust entering occupied areas. Battery-powered (electric) generators may be used indoors or outdoors at Company’s discretion, subject to venue approval and safe operating conditions. Client and venue staff shall not move, operate, or interfere with any generator.

9.2 Venue approvals and restrictions. Client is responsible for obtaining all venue approvals for generator use (including noise, curfew, fuel restrictions, fire-code placement limitations, and “no generator” policies) and must provide Company written confirmation of approval upon request.

9.3 Generator Type and Power Limitations. Company may provide either a gas-powered generator or a battery-powered (electric) generator depending on the event setup. Battery-powered generators have limited output and runtime and may not support all lighting configurations, especially for larger phrases or multiple high-power items. Company will determine appropriate usage and load distribution based on the equipment reserved.

9.4 Fueling, Runtime, and Usage.
Unless otherwise stated in the Order, generator use includes up to 4-6 hours of runtime. Fuel is included for gas generators. Additional runtime will be billed at $65 per hour. Continuous or excessive load beyond intended use may reduce performance or runtime.

9.5 Prohibited or Unsafe Use; No Refunds.
If generator use is restricted by the venue, deemed unsafe due to weather or site conditions, or in Company’s judgment poses a hazard, Company may refuse to deploy or may shut down the generator. No refund, credit, or reduction shall be issued in such cases.

9.6 Generator Performance and Liability.
Client acknowledges that generator-powered setups may be affected by load limits, runtime capacity, environmental conditions, or venue restrictions. Company is not responsible for reduced performance, interruptions, or partial operation caused by such factors.

Weather and Outdoor Use

10.1 Outdoor risk allocation. Rental Items, including marquee letters and all related electrical components, are not fully waterproof and may be unsafe in certain conditions. Exposure to heavy rain, standing water, high winds, heat, mud, uneven ground, or other adverse conditions can cause damage or create safety hazards. Certain items—including balloons, mirror balls, backdrop structures, flower walls, flower arches, rose heart installations, lighting equipment, and generators—may be especially sensitive to outdoor conditions.

10.2 Company safety authority. Company alone determines whether any Rental Items can be installed, remain installed, be relocated, delayed, modified, secured, or removed due to weather or unsafe conditions.

10.3 Indoor backup requirement. If any setup is planned outdoors, Client must provide an accessible indoor backup location (or covered safe alternative) and agrees to cooperate with Company’s weather/safety decisions.

10.4 No interference; no refund. Client and venue staff shall not move, cover, adjust, or interfere with any Rental Items. Company may refuse, discontinue, or modify setup at any time if conditions are unsafe or pose a risk to equipment or guests. Client assumes the risks of outdoor use and agrees that no refund, credit, or reduction will be due if Company modifies, delays, relocates, declines, or removes any setup due to weather or unsafe conditions.

Pickup and end-of-event obligations

11.1 Pickup control. Company retrieves all Rental Items unless the Order expressly provides a Client pickup option for specified small items (rare).

11.2 Accessibility at pickup. Client will ensure items remain in the installed location, clear of guests/obstructions, and accessible at the pickup time. Client will coordinate with venue security/staff to allow Company access.

11.3 Delayed or failed pickup. If Company cannot retrieve items due to venue/Client access issues or items being moved/removed, Company may charge additional pickup fees and additional rental day fees, and Client remains responsible for loss/damage until retrieval is complete.

Damage, loss, cleaning, inspection, and replacement valuation

12.1 Client duty of care. Client is responsible for all loss, theft, disappearance, breakage, stains, water damage, bulb loss/breakage, cord damage, and other damage from delivery through pickup, including damage caused by guests, vendors, venue staff, and environmental conditions.

12.2 No unauthorized repairs. Client will not attempt repairs or replacements unless Company instructs in writing (e.g., turning a switch off/on or replacing a bulb if Company provides written instruction).

12.3 Inspection and notice. Company will inspect items at pickup when feasible and may complete a more thorough inspection/cleaning after return. Company will provide written notice of discovered damage/loss/extra cleaning within 5 Business Days after the Event Date (or after pickup if pickup is later), except for concealed damage that could not reasonably be discovered within that period.

12.4 Valuation methodology. Client agrees to pay (a) actual repair costs including parts, labor, and third-party services; plus (b) shipping/transport/sourcing costs; plus (c) reasonable cleaning fees for excessive soil/stains; or (d) where an item is lost or not repairable, the item’s replacement value as set forth in Exhibit A (or, if Exhibit A does not include that item, Company’s documented replacement cost).

12.5 Cleaning fees. Excess cleaning is billed at $100/hour (one-hour minimum) plus materials. Company reserves the right to charge additional time based on the actual level of cleaning required.

12.6 Payment for damage/loss. Damage/loss invoices are due within 7 days of notice. Unpaid undisputed amounts may accrue interest as described in Section 4.6.

12.7 Ownership of damaged items. Damaged items replaced at Client expense remain Company property. If a “lost” item is later recovered, it remains Company property; any refund is at Company’s discretion minus costs incurred.

Assumption of risk, limitation of liability, and indemnification

13.1 Assumption of risk. Client acknowledges that Rental Items may involve inherent risks, including tipping, tripping hazards from cords, electrical risks if misused, heat from lighting components, and hazards associated with outdoor conditions. Client accepts responsibility for maintaining a safe environment and assumes these risks during the Rental Period.

13.2 Limitation of Company liability. To the maximum extent permitted by applicable law, Company’s total liability arising out of or related to this Agreement, the Order, the Rental Items, delivery/setup/pickup, or any claim of any kind (contract, tort, or otherwise) is limited to the total amount paid by Client under the Order.

Company will not be liable for indirect, incidental, special, punitive, or consequential damages (including lost profits, event cancellation costs, reputational harm, or emotional distress). Nothing in this Agreement limits liability for gross negligence or willful misconduct.

13.3 Indemnification. To the maximum extent permitted by applicable law, Client will indemnify, defend, and hold harmless Company from and against any claims, demands, suits, damages, losses, liabilities, and expenses (including reasonable attorneys’ fees) arising out of or related to: (a) Client’s or any third party’s use, movement, alteration, or misuse of the Rental Items;

(b) Client’s breach of this Agreement; (c) injury to persons or damage to property occurring during the Rental Period, except to the extent caused by Company’s gross negligence or willful misconduct. This indemnity is intended to apply to claims alleging Company’s ordinary negligence only to the extent permitted and only where such intent is stated clearly herein.

Insurance

14.1 Company insurance. Company may, at its sole discretion, maintain commercial general liability insurance and other coverages as determined appropriate. Nothing in this Agreement shall be construed as a representation or guarantee of coverage for any specific claim or event.

14.2 Client event insurance (recommended; may be required). Client is strongly encouraged to obtain event liability insurance covering bodily injury and property damage for the Event Date(s).
For certain events, including but not limited to public events, outdoor installations, generator use, high attendance events, or where required by the venue or Company, Client must obtain event liability insurance with minimum limits of $1,000,000 per occurrence. If required, Client shall provide a valid Certificate of Insurance at least 7 days prior to the Event Date that:

• Names My Big Letters as an Additional Insured
• Provides coverage on a primary and non-contributory basis to Company’s insurance
• Includes a waiver of subrogation in favor of Company

Failure to provide required proof of insurance by the specified deadline shall constitute a material breach of this Agreement. In such event, Company may cancel or refuse to perform services, and all payments made shall be retained in accordance with the no-refund policy.

Dispute resolution, governing law, and attorneys’ fees

15.1 Governing law. This Agreement is governed by the laws of the State of Tennessee.

15.2 Venue and jurisdiction. The parties agree that exclusive venue for any action arising out of this Agreement shall be in the state courts located in Franklin County, Tennessee (or, if applicable, the federal courts serving that county), and each party consents to personal jurisdiction there, to the extent permitted by applicable law.

15.3 Electronic communications and e-sign. The parties agree to conduct the transaction electronically and that electronic signatures shall be deemed valid and binding as original signatures for all purposes. Emails and text messages that confirm Order changes, approvals, or scheduling (from Company’s published contact methods) are binding writings for purposes of this Agreement.

15.4 Attorneys’ fees. In any action to enforce this Agreement, the prevailing party is entitled to recover reasonable attorneys’ fees and costs as allowed by law.

Miscellaneous

16.1 Entire agreement. This Agreement + the Order constitute the entire agreement and supersede prior discussions.

16.2 Severability. If any term is held unenforceable, the remainder remains in effect.

16.3 Assignment. Client may not assign without Company’s written consent.

16.4 Media release. Unless Client opts out in writing before the Event Date, Client grants Company permission to photograph/video the Rental Items setup for marketing purposes, excluding private areas as reasonably requested.

Exhibit A: DAMAGE, REPAIR, AND REPLACEMENT VALUES

Important: The following values are estimates based on current sourcing, materials, labor, and shipping. Final charges may vary depending on actual replacement cost at the time of loss or damage, including market availability and sourcing conditions.

Replacement Values (Per Item):

• • 7-foot marquee letter, symbol, or number: $2,500 – $4,000 per character
  • 4-foot marquee letter, symbol, or number: $800 – $1,500 per character
  • Flower walls / backdrop panels: $800 – $2,000 per unit
  • Flower arches / rose heart installations: $1,000 – $2,000 per unit
  • Giant inflatable mirror balls: $300 – $1,200 depending on size
  • LED uplighting / lighting equipment: $200 – $500 per unit
  • Generator: $800 – $2,000

Repairable damage and cleaning: If repairable, Company may charge actual repair + labor + shipping + downtime handling. Excess cleaning is billed at $100/hour plus materials.

Final Determination:
All repair or replacement decisions are made at the Company’s sole discretion based on condition and feasibility.

Exhibit B: VENUE ACCESS REQUIREMENTS

These are minimum access requirements. Client is responsible for confirming that the venue can accommodate all rented items.

Category A: 7-ft marquee characters (oversized items)

• Minimum doorway width: 36-48 inches
• Minimum doorway height: 84–96 inches depending on transport orientation
• Hallways: Must allow safe transport and turning clearance for oversized items without tight corners, low ceilings, or obstructions
• Stairs: Must be disclosed in advance. Oversized items may require additional labor or equipment and may be declined if deemed unsafe or impractical. Additional fees apply

Category B: 4-ft marquee characters

• Minimum doorway width: 36–42 inches
• Minimum doorway height: 72–84 inches

Category C: Backdrops, Flower Walls, Arches, Rose Heart

• Requires stable, level surface
• Must have adequate ceiling height

Typical installed heights include:

• Flower walls: approximately 8 feet tall
• Flower arches: approximately 7 feet tall
• Rose heart installations: approximately 8 feet tall

Category D: Lighting and Cabling

• Requires safe routing of cords
• Requires access to a reliable 110V electrical outlet within a reasonable distance of the setup area
• No rerouting by Client or guests

Category E: Generator

• Gas – Outdoor use only
• Electric- Indoor or Outdoor use
• Must have safe transport path
• Placement determined by Company
• Venue approval required

Acknowledgment and Signatures

By signing below, the parties agree to all the terms and conditions of this Rental Agreement, including all exhibits attached hereto. Client specifically acknowledges and agrees to the NO REFUNDS and NO CHARGEBACKS policies stated in Section 5 (including Section 5.5), and understands their rights and responsibilities as outlined above. Client agrees that any changes to this Agreement must be in writing.

The parties agree to conduct the transaction electronically and that electronic signatures shall be deemed valid and binding as original signatures for all purposes.

Business Typed Signature
Owner Name: _____________
Date Signed: _____________

Recipient Typed Signature
Name: _____________
Date Signed: _____________