Rental Agreement & Terms and Conditions
This Agreement is designed to ensure a seamless, elevated experience while protecting both the Client and Mobile Moments Event Co. Please review all terms carefully prior to signing.
1. Reservation and Payment Terms
A reservation is not confirmed until Mobile Moments Event Co. receives (i) a signed rental agreement and (ii) the required non-refundable reservation retainer equal to fifty percent (50%) of the total estimated rental charges, unless otherwise stated in writing.
The remaining balance, including applicable delivery fees, taxes, security deposits, and any approved add-ons, is due no later than fourteen (14) days prior to the event date.
Reservations made within fourteen (14) days of the event date require payment in full at the time of booking.
Mobile Moments Event Co. reserves the right to cancel any reservation and release the rental items if payment is not received by the applicable due date. Any amounts previously paid will be handled in accordance with the Company’s Cancellation Policy.
Additional charges for missing items, damage, excessive cleaning, late returns, or other fees authorized under this Agreement may be charged to the payment method on file.
Accepted forms of payment include those listed on the Company’s website or invoice. Returned payments, chargebacks, or declined transactions may result in additional fees and cancellation of the reservation.
2. Credit Card Authorization
Client authorizes Mobile Moments Event Co., a business operated by Mallard Ops LLC, to retain Client’s credit or debit card information and to charge the payment method on file for:
Reservation retainers, rental fees, delivery charges, taxes, and any other charges identified in the order, invoice, or rental agreement;
Outstanding balances not paid by the applicable due date;
Additional charges for missing items, damage, excessive cleaning, late returns, replacement costs, chargebacks, returned payments, and any other amounts due under this Agreement.
Mobile Moments Event Co. will make reasonable efforts to notify Client before charging post-event amounts that are not part of the original order, except where immediate processing is necessary to prevent nonpayment or where notification is impracticable.
Client represents that they are an authorized user of the payment method provided and agrees not to dispute valid charges authorized under this Agreement.
Payment card information will be handled in accordance with applicable payment processor security standards. Mobile Moments Event Co. does not store full credit card numbers unless processed and maintained by a secure third-party payment processor.
3. Rental Period
The rental period begins at the time the Client takes possession of the rental items, whether by pickup or delivery, and ends when all items are returned to and accepted by Mobile Moments Event Co.
Unless otherwise stated in writing, the standard rental period includes up to twenty-four (24) hours of use. Pickup and return dates and times will be specified in the order confirmation, invoice, or rental agreement.
Early pickup or late return may result in additional charges, including late fees and additional rental charges, in accordance with this Agreement.
Client remains fully responsible for all rental items during the entire rental period, including any extended period resulting from late return.
Any request to extend the rental period must be approved by Mobile Moments Event Co. in writing and is subject to item availability and additional charges.
4. Inventory and Responsibility
Client acknowledges receipt of the rental items listed in the applicable order, invoice, packing list, or inventory checklist (collectively, the “Inventory List”). Client agrees to inspect all items upon receipt and notify Mobile Moments Event Co. within twenty-four (24) hours, or before the event begins (whichever occurs first), of any shortages, defects, or concerns.
Client assumes full responsibility for all rental items from the time of pickup or delivery until the items are returned to and accepted by Mobile Moments Event Co.
Client is responsible for:
Loss, theft, or disappearance of any rental item;
Breakage, chipping, staining, or other damage beyond normal wear and tear;
Missing packaging, storage containers, or accessories; and
Returning all items in accordance with the provided Inventory List.
Mobile Moments Event Co. will inspect all returned items and may charge the Client for any missing or damaged items at repair cost or full replacement value, as determined by the Company in its reasonable discretion.
Replacement Pricing Guide
Item Type Replacement Cost
Glassware $10 – $15 each
Dinner Plates $12 each
Flatware $5 each
Decor Pieces $20 – $75 each
Specialty Items Priced individually
5. Cleaning and Return Condition
All items must be returned free of food debris and rinsed. Please wash, dry, and repack all items before returning them. We perform a final sanitizing and inspection after every rental. Excessively dirty items may incur a cleaning fee.
Customer Responsibilities
Wash and dry all rented dishware and glassware.
Remove all food and residue.
Repack items in the provided boxes using the inventory checklist.
Return items dry and ready for inspection.
Potential Charges
$15–$25 for light additional cleaning.
$25–$75 for substantial cleaning.
Replacement cost if items are permanently damaged.
6. Use of Equipment
Client agrees to use all rental items and equipment solely for their intended purpose and in a safe, careful, and lawful manner.
Client shall not:
Alter, modify, repair, or attempt to repair any rental item;
Use any item in a manner inconsistent with its intended purpose;
Permit misuse, abuse, or unsafe handling of any item;
Sublease, loan, or transfer possession of any item to any third party without prior written consent from Mobile Moments Event Co.
Client is responsible for ensuring that all persons using or handling the rental items do so safely and appropriately.
Client assumes all risks associated with the possession and use of the rental items and is fully responsible for any loss, damage, or injury resulting from improper use, misuse, or unauthorized use.
Mobile Moments Event Co. makes no warranties, express or implied, other than that the rental items will be provided in good working condition and suitable for their intended purpose at the time of delivery or pickup.
7. Delivery and Travel Fees
Delivery and pickup services are available for an additional fee and are subject to availability.
Delivery and travel fees are calculated based on factors including:
Distance from Mobile Moments Event Co.’s business location in Cary, Illinois;
Total travel time;
Number and size of rental items;
Accessibility of the delivery location, including stairs, elevators, or limited parking;
Early morning, late evening, or specific timed delivery requirements; and
Any overnight accommodations required for distant events.
Additional fees may apply for:
Locations more than 50 miles from the Company’s business location;
Deliveries requiring arrival before 8:00 a.m.;
Deliveries outside the Company’s standard service area; and
Wait time caused by Client delays.
Delivery and pickup fees are non-refundable once the services have been performed.
Client is responsible for providing safe and reasonable access to the delivery location. If access is restricted or unsafe, Mobile Moments Event Co. may refuse delivery without refund.
Unless otherwise agreed in writing, delivery service includes curbside delivery only and does not include setup, styling, or placement of items.
8. Cancellation Policy
The Client may cancel their reservation at any time by providing written notice.
The initial reservation retainer/deposit is non-refundable and secures the rental items and event date.
Any additional payments made beyond the non-refundable retainer will be refunded according to the following schedule:
More than 30 days before the event date: 100% refund of payments including the deposit.
15–30 days before the event date: Full refund of payments made beyond the deposit.
14 days or fewer before the event date: No refund.
If Mobile Moments Event Co. is able to rebook the reserved items for the same date, the Company may, at its sole discretion, issue a partial or full credit toward a future rental.
Date changes are subject to item availability and may be treated as a cancellation and rebooking.
All cancellations must be submitted in writing via email.
9. Photo and Marketing Release
Client grants Mobile Moments Event Co. permission to photograph and/or video the rented items before, during, or after the event and to use such photographs or videos for lawful promotional and marketing purposes, including but not limited to the Company’s website, social media accounts, advertisements, email campaigns, and printed materials.
The Company will make reasonable efforts to focus on the rented items and event styling rather than identifiable individuals. No names or personal information will be disclosed without the Client’s separate written consent.
If the Client does not wish to grant this permission, the Client must notify Mobile Moments Event Co. in writing prior to the event. In such case, the Company agrees not to use images from the event for promotional purposes.
10. DIY Setup Disclaimer
Mobile Moments Event Co. provides rental items for Client’s self-service use. Unless expressly agreed to in writing, the Company does not provide event setup, styling, installation, teardown, or on-site assistance.
Client is solely responsible for:
Transporting rental items safely after pickup or delivery;
Setting up, arranging, and styling all rented items;
Using all items in a safe and appropriate manner;
Monitoring items during the event; and
Repacking all items according to the provided inventory checklist.
Client assumes all responsibility for any injury, loss, or damage arising from the setup, placement, handling, or use of the rental items. Mobile Moments Event Co. shall not be liable for any personal injury, property damage, or other losses related to Client’s setup or use of the rental items.
Client is responsible for ensuring that all items are placed on stable surfaces and used only for their intended purpose.
11. Polaroid Camera Rental
If Client rents an instant camera from Mobile Moments Event Co., the following additional terms apply:
The camera and all accessories (including strap, charger, carrying case, etc.) must be returned in the same condition in which they were provided, ordinary wear and tear excepted.
Client is responsible for proper operation of the camera and for safeguarding it from loss, theft, misuse, water damage, excessive heat, or physical damage.
Included film is limited to the quantity stated in the rental agreement. Additional film used beyond the included amount will be charged at the applicable rental or replacement rate.
Exposed photographs are the property of the Client.
Client is responsible for the full replacement cost of the camera and accessories if they are lost, stolen, or damaged beyond repair.
If the camera is returned with dead batteries, missing accessories, or minor damage requiring service, Mobile Moments Event Co. may charge reasonable repair, replacement, or restocking fees.
Mobile Moments Event Co. does not guarantee any particular photographic results and is not responsible for user error, film defects, or missed photographs.
The camera may only be used for lawful and appropriate purposes.
12. Limitation of Liability
To the fullest extent permitted by law, Mobile Moments Event Co., its owners, employees, and agents shall not be liable for any indirect, incidental, consequential, special, or punitive damages arising out of or related to the rental, delivery, pickup, setup, use, or inability to use the rental items, including but not limited to loss of profits, loss of business, event disruption, emotional distress, or property damage.
In all circumstances, the total liability of Mobile Moments Event Co. for any claim arising out of or relating to this Agreement shall be limited to the total amount actually paid by Client under this Agreement.
Mobile Moments Event Co. shall not be liable for delays, nonperformance, or damages caused by circumstances beyond its reasonable control, including but not limited to weather, transportation delays, accidents, acts of God, labor disruptions, supplier issues, or governmental actions.
13. Indemnification
Client agrees to indemnify, defend, and hold harmless Mobile Moments Event Co., Mallard Ops LLC, and their respective owners, members, managers, employees, agents, and representatives from and against any and all claims, demands, actions, liabilities, damages, losses, costs, and expenses (including reasonable attorneys’ fees and court costs) arising out of or related to:
Client’s possession, transportation, setup, use, misuse, or return of the rental items;
Any injury to persons, including death, or damage to property caused by the rental items while in Client’s custody or control;
Client’s breach of this Agreement; or
Client’s negligence or willful misconduct.
This indemnification obligation does not apply to the extent a claim results solely from the gross negligence or willful misconduct of Mobile Moments Event Co.
14. Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the State of Illinois, without regard to its conflict of law principles.
Any legal action or proceeding arising out of or relating to this Agreement shall be brought exclusively in the state or federal courts located in McHenry County, Illinois, or the nearest court of competent jurisdiction, and the parties consent to the personal jurisdiction and venue of such courts.