This page is a plain-language summary of how bookings, delivery, cancellations, and responsibilities work.
If anything conflicts, the signed/accepted Rental Agreement controls.
• A 50% non-refundable deposit is required to reserve your order.
• The remaining 50% balance is due 7 days before your event date.
• Delivery and pickup details are confirmed on your invoice/booking confirmation.
• Cancellation refunds are based on the event date (not the notice date).
• You are responsible for permits, safe access, and rental item care while on site.
• A 50% non-refundable deposit is required to reserve your order.
• No deposit means no booking.
• The remaining 50% balance is due 7 days before your event date.
If the balance is not paid by the due date, your booking may be cancelled. Your deposit may be kept and the inventory may be released to other customers.
• Changes to your order (quantities, times, address) must be requested at least 7 days before your event and are subject to availability and added charges.
• Cancellation requests must be submitted in writing. Email is accepted.
• Refunds are based on the event date, not the notice date.
7+ days before the event: 50% refund (we keep the 50% deposit)
6 days before: 40% refund
5 days before: 30% refund
4 days before: 20% refund
3 days before: 10% refund
2 days before: 5% refund
1 day before or same day: 0% refund
Delivery and pickup details (address, dates, time windows, and access notes) will be listed on your invoice/booking confirmation.
Standard delivery and pickup are curbside/driveway unless setup/takedown is specifically listed and paid for.
Additional fees may apply for:
• After-hours or exact-time service
• Stairs, elevators, long carries, difficult access, or unexpected obstacles
• Late changes to delivery or pickup times
Setup and takedown are not included unless specifically listed and paid for on your invoice.
If setup/takedown is not included, you are responsible for correct setup, safe use, takedown, and repacking of items.
• Anchoring: We stake by default when staking is allowed and safe.
• If staking is not available (hard surfaces, restrictions, or site limitations), ballast is required at extra cost.
• All tent rentals require extended delivery due to size, handling, and service requirements.
To avoid delays, tell us your setup surface (grass/dirt vs patio/pavers/asphalt) and any site restrictions before your event.
You are responsible for obtaining all permits, licenses, and approvals required for your event. This includes park/venue approvals and any other required permissions.
If your venue requires documentation (size, footprint, anchoring method), request it in advance so we can provide what we have.
You are financially responsible for any damage, loss, or theft of rented items beyond normal wear and tear.
Items must be returned in the same condition as delivered (clean, dry, and properly packed) unless teardown/cleaning is specifically included.
Additional cleaning or labour caused by misuse or excessive dirt will be billed to you.
Return items:
• Clean and free of food and debris
• Dry (no wet items packed away)
• Properly placed in the bins/bags provided
Rental items must be used safely and for their intended purpose.
If equipment is used in a dangerous or unsafe way, we may refuse delivery, remove equipment early, and/or cancel the booking.
If a specific item becomes unavailable (for example, due to damage from a prior event), we may substitute a similar or equivalent item.
If payment is overdue, the event is cancelled, or equipment is being used in an unsafe way, we may pick up our items early.
By booking with us, you agree that we may access the site (or arrange access through your venue/contact) at any time to retrieve our equipment if necessary.
Questions before you book are always cheaper than problems on event day.
Phone: (604) 825-5102
Email: info@vancanevents.ca
Website: vancanevents.ca
