Dance Floor Rental Agreement

DECOR BY SRAV

Indian Wedding & Event Décor • Houston, Texas

Dance Floor Rental Agreement

For LED, glass-look, mirror-look, modular or other dance-floor rental, installation and removal.

decorbysrav.com | (346) 717-8277 | @decor_by_srav

1. Event & Client Information

The signed proposal, invoice, approved design selections, text/email confirmations, and any written change orders are part of this Agreement.

2. Pricing & Payment Terms

Payments are due according to the proposal/invoice and this section. Unless a different written schedule is stated in the proposal, a minimum 20% advance payment is required to reserve the event date and begin procurement/planning.

For contracts over $6,000, the default schedule is three installments: one-third due approximately 30 days before the event; a second one-third due before the event so that two-thirds of the total contract price has been paid before event-day installation; and the final one-third due immediately upon substantial completion of décor setup and before the décor is used by guests.

For contracts of $6,000 or less, the remaining balance is due immediately upon substantial completion of setup unless the proposal states an earlier due date.

Any unpaid balance remaining five calendar days after its due date may be assessed a one-time late fee equal to 10% of the overdue amount, subject to applicable law. Decorator may also recover reasonable collection costs to the extent permitted by law.

Card payments may include a disclosed processing/service fee of up to 8% where permitted by applicable law and card-network rules. Client will be informed of the applicable fee before the card transaction is completed. No fee applies where prohibited.

3. Cancellation & Refunds

Cancellation must be communicated in writing. If Client cancels at least seven calendar days before the event, amounts paid are refundable except for nonrecoverable costs already incurred or committed specifically for the event, including custom items, special orders, vendor deposits, shipping, design work, and other documented project-specific expenses.

If Client cancels fewer than seven days before the event but before the crew arrives, any refund or credit will be determined based on work completed, materials ordered, vendor commitments, staffing, and other nonrecoverable costs. Decorator will make a good-faith determination and may retain a reasonable minimum cancellation amount.

Once Decorator's crew has arrived at the venue for the scheduled installation, or installation has begun, whichever occurs first, payments are non-refundable except to the extent required by law.

4. Dance Floor Size, Layout & Site Conditions

The rented floor size, finish, panel count, control system, and installation location are those shown in the proposal. Final usable dimensions may vary slightly based on panel configuration, venue obstacles, floor flatness, safety clearances, and electrical placement.

Client must provide a clean, dry, level, structurally suitable installation area before crew arrival. Decorator may refuse or modify installation if the surface, weather, traffic pattern, or surrounding conditions are unsafe.

5. Power & Electrical Requirements

Client and/or venue must provide at least two safe, properly grounded, working electrical outlets located within approximately 25 feet of the dance-floor installation area, unless Decorator approves another arrangement in writing. The outlets must provide voltage and circuit capacity suitable for the supplied dance-floor system and may need to be on separate circuits depending on the equipment configuration.

Client is responsible for confirming power availability and venue approval before installation. If special extension cabling, cable ramps, generators, power distribution, additional circuits, or electrical services are required, additional charges may apply. Decorator may pause, reduce, or refuse operation when power is inadequate, unstable, wet, overloaded, ungrounded, or otherwise unsafe. A venue/client power deficiency does not by itself entitle Client to a refund.

6. Prohibited Use & Safety Rules

No liquids, beverages, ice, water features, wet-mopping, or other liquids may be placed, poured, sprayed, or allowed to remain on or immediately adjacent to the dance floor.

No stones, sharp objects, metal-edged props, glass-breaking activity, dragging of heavy equipment, high-point-load objects, or intentional impact is permitted.

Guests and vendors may dance and walk normally on the floor, but may not pry, lift, separate, relocate, jump equipment onto, dismantle, open, rewire, or tamper with panels, controllers, power supplies, cables, or connectors.

Client must immediately stop use and notify Decorator if a panel becomes loose, wet, cracked, unusually hot, electrically unstable, or otherwise appears unsafe.

Decorator may shut down, disconnect, or remove the floor when Decorator reasonably believes continued operation is unsafe.

7. Remote Control & Accessories

Where a remote control is supplied, Client is responsible for returning it to Decorator at pickup in substantially the same condition. A $100 replacement/administrative fee will be charged if the remote is lost, not returned, or rendered unusable through misuse. Other missing accessories will be charged at reasonable replacement cost.

8. Damage, Liquids & Electrical Misuse

Client is responsible for repair or replacement costs for damage caused by spills, liquids, sharp objects, deliberate impact, unauthorized movement, tampering, unsuitable venue conditions not disclosed to Decorator, or improper power supplied by Client/venue. Charges may include parts, labor, freight, specialized sourcing, taxes, and replacement of components that cannot reasonably be repaired.

Normal wear from ordinary dancing and intended use is not chargeable damage.

9. Supervision After Handover

Once installation and an operational check are complete, the floor is handed over for event use. Unless on-site technical support is specifically purchased, Decorator is not responsible for continuously supervising guests or policing prohibited conduct. Client agrees to communicate these safety rules to the venue, planner, DJ, and other relevant vendors.

10. Services, Design Interpretation & Substitutions

Decor By Srav, LLC ("Decorator") will provide the décor, rental items, installation, styling, and/or removal identified in the agreed proposal or invoice. Inspiration photos, mockups, social-media images, color references, and prior work are visual guides only and are not promises of an exact duplicate.

Decorator may make reasonable artistic, dimensional, floral, fabric, prop, color-tone, structural, or material substitutions when an identical item is unavailable, delayed, unsafe, unsuitable for the venue, or would materially interfere with timely installation. Substitutions will be made in good faith to preserve the overall style, quality, and value of the agreed design.

11. Client Changes & Additional Work

The agreed scope includes reasonable collaboration before the event and up to four reasonable on-site styling adjustments requested by Client, provided they can be completed safely and without disrupting the event schedule. Requests that materially change the approved design, require repeated rework, relocation, new materials, additional personnel, or extended installation time are outside the original scope.

Decorator may charge additional labor, material, transportation, rush, or vendor costs for out-of-scope work. When practical, Decorator will communicate the additional charge before proceeding. Client's request by text, email, electronic message, or verbal instruction to the on-site lead may be treated as authorization for time-sensitive event-day changes.

12. Venue Access, Readiness & Client Responsibilities

Client is responsible for securing all venue approvals, permits, loading access, parking, elevator access, power, and any venue-required credentials before Decorator arrives.

The installation area must be clean, cleared, accessible, and ready at the agreed arrival time. Delays caused by the Client, venue, other vendors, blocked loading areas, incomplete stages, unavailable rooms, or changed access windows may result in additional labor or rush charges and may reduce the scope that can reasonably be completed.

Client must disclose venue rules affecting candles, open flame, rigging, ceiling suspension, wall attachment, floor protection, generators, electrical loads, outdoor installations, teardown deadlines, or insurance requirements.

13. Rental Inventory; Loss, Theft & Damage

All rental décor, props, structures, florals identified as rental, hardware, lighting, furniture, fabrics, electronics, remotes, and accessories remain the property of Decorator or its vendors. Client is responsible for safeguarding rental inventory from completion of setup until Decorator retrieves it.

Client is responsible for the reasonable repair cost or full replacement cost, as applicable, for items lost, stolen, removed, intentionally damaged, misused, exposed to prohibited conditions, or damaged by Client, guests, venue personnel, or other vendors. Replacement charges may include sourcing, taxes, freight, international shipping, customs, rush shipping, and other reasonable costs necessary to replace specialized or imported inventory. Decorator may issue a post-event invoice after inspection.

14. Completion, Handover & Post-Setup Conditions

Once the agreed setup is substantially complete and made available for Client's event, the installation is considered handed over to Client. Decorator is not retained as an on-site maintenance service unless specifically stated in the proposal.

After handover, Client assumes responsibility for guest interaction, venue activity, unauthorized movement, spills, tampering, weather exposure, and acts of other vendors. This allocation does not apply to loss or damage caused by Decorator's gross negligence, willful misconduct, or any liability that cannot legally be waived.

15. Outdoor Décor & Weather

Outdoor décor is inherently exposed to wind, rain, heat, humidity, ground conditions, and other changing conditions. Decorator may modify, reinforce, relocate, delay, omit, or decline an installation that Decorator reasonably believes is unsafe. After handover, Decorator does not guarantee that outdoor décor will remain unchanged if weather or third-party activity affects it.

Client is responsible for providing any required indoor backup location or weather contingency unless the proposal expressly states otherwise.

16. Installation, Teardown & Rush Conditions

Setup and teardown windows are based on the information provided by Client and the venue. A shortened or emergency teardown window, late-night or early-morning pickup, venue-imposed schedule change, extended waiting time, difficult loading conditions, or a requirement for additional crew may result in additional labor, transportation, or rush charges.

Decorator may use reasonable professional judgment in determining crew size, sequence, equipment, and teardown method.

17. Subcontractors & Third-Party Vendors

Decorator may engage qualified subcontractors or third-party vendors for services such as draping, rigging, truss, specialty structures, florals, lighting, transportation, or labor. Decorator remains responsible for coordinating the contracted scope, but is not responsible for independent acts or delays of a venue or third party outside Decorator's reasonable control.

18. Photography, Video & Marketing

Unless Client opts out in writing before the event, Client grants Decorator permission to photograph or record the completed décor and to use décor-focused images or video for Decorator's website, portfolio, social media, advertising, and promotional materials. Decorator will use reasonable efforts to focus on the décor rather than identifying guests. Client may request in writing that identifiable images of Client or guests not be used.

19. Force Majeure

Neither party will be liable for delay or failure caused by circumstances beyond reasonable control, including severe weather, natural disaster, fire, flood, governmental order, venue closure, civil disturbance, transportation interruption, widespread power outage, labor disruption, epidemic-related restriction, or material vendor/supply failure not caused by that party.

If such an event occurs, Decorator may reasonably reschedule, modify the design or method of performance, substitute materials, issue a credit for mutually agreed future services, or cancel the affected portion. Any refund will be limited to amounts paid for services not performed, less nonrecoverable materials, custom orders, vendor commitments, and work already completed, to the extent permitted by law.

20. Limitation of Liability

To the fullest extent permitted by Texas law, Decorator's aggregate liability arising from this Agreement will not exceed the amount actually paid to Decorator under this Agreement. Decorator will not be liable for indirect, incidental, special, exemplary, punitive, or consequential damages, including loss of enjoyment, lost profits, reputational harm, or claims based solely on subjective dissatisfaction with artistic details.

Nothing in this Agreement limits liability that cannot legally be limited or excluded.

21. Payment Disputes & Chargebacks

Client agrees to contact Decorator promptly in writing regarding any good-faith billing or service dispute and to allow a reasonable opportunity to review and respond before initiating a payment-card chargeback. Client will not knowingly submit a false or misleading chargeback or claim that authorized services were unauthorized.

This section does not waive any non-waivable rights Client may have under applicable card-network rules or law. Decorator may provide the signed Agreement, proposal, communications, photographs, delivery/setup records, and payment records in response to a chargeback.

22. Governing Law; Dispute Venue

This Agreement is governed by the laws of the State of Texas, without regard to conflict-of-law rules. Subject to any mandatory law to the contrary, the parties agree that disputes will be brought in a court of competent jurisdiction in Fort Bend County, Texas. Before filing suit, the parties will first make a good-faith effort to resolve the dispute directly.

23. Entire Agreement; Electronic Signatures

This Agreement, together with incorporated proposals, invoices, approved design selections, and written change orders, contains the parties' agreement concerning the contracted services. Changes should be documented in writing, including by email, text message, or approved electronic change order.

Electronic signatures, typed signatures, click-to-accept acknowledgments, and counterparts are intended to have the same effect as an original signature to the extent permitted by law.

Acknowledgment & Signatures

By signing, Client confirms that Client has reviewed the proposal and this Agreement, understands the payment, cancellation, rental-damage, weather, change-request, and liability provisions, and agrees to be bound by them.

Thank you for trusting Decor By Srav with your celebration.