Rental Policies

These Rental Policies apply to all equipment and services rented from [Legal Business Name], doing business as No Popcorn Cinema (“Company,” “we,” “us,” or “our”). The person making the reservation and signing the Rental Agreement is the “Customer.”

By completing a reservation, paying any amount, accepting delivery, picking up equipment, or using the equipment, the Customer agrees to these Rental Policies and the applicable booking confirmation.

1. Eligibility and authority

The Customer must:

1. Be at least 18 years old.

2. Provide accurate contact, event, delivery, and payment information.

3. Present valid government-issued identification when requested.

4. Have authority to enter into this Agreement and accept financial responsibility for the rental.

5. Remain responsible for the equipment even when it is used by the Customer’s guests, employees, contractors, family members, or event attendees.

A reservation may not be transferred to another person without our written approval.

2. Equipment covered

“Equipment” includes every item supplied with the reservation, including, as applicable:

• XGIMI Horizon 20 Max projector

• 100-inch, 130-inch, or 180-inch screen

• Bose Smart Soundbar

• Two Bose speakers

• Bose subwoofer

• Inflatable sofas

• Stands, mounts, power cords, HDMI cables, adapters, remotes, cases, anchors, stakes, weights, and accessories

The booking confirmation, delivery checklist, pickup checklist, or equipment inventory identifies the items included in the specific rental.

3. Reservation and payment

A reservation is not confirmed until:

1. We approve the reservation;

2. The required reservation payment has been received; and

3. The Customer has accepted these Rental Policies.

The amount shown as the reservation deposit at checkout is a payment toward the rental price. It is not a refundable security deposit and does not limit the Customer’s responsibility for damage, loss, theft, late return, cleaning, or other charges.

The remaining balance must be paid by [number] days before the event / before delivery or pickup]. We may cancel the reservation if payment is not received by the deadline.

Taxes, delivery, setup, teardown, stairs, excessive-distance carrying, waiting time, parking, tolls, additional rental days, and special requests may be charged separately when disclosed before service.

4. Cancellation and rescheduling

Cancellation requests must be submitted in writing by email to [business email].

Unless the booking confirmation states otherwise:

• Seven or more calendar days before the rental: the Customer may reschedule once without a rescheduling fee, subject to availability. Any cancellation refund will be calculated under the terms displayed at checkout.

• Three to six calendar days before the rental: payments are nonrefundable but may be applied once as credit toward another available date within [six] months.

• Fewer than 72 hours before the rental: all amounts paid are nonrefundable, and no credit is required.

• Failure to appear, accept delivery, provide access, or be present at the scheduled time: treated as a same-day cancellation.

Rescheduled reservations are subject to current pricing, availability, delivery areas, and equipment availability. A reservation may be rescheduled only once unless we agree otherwise in writing.

Payment-processing fees that are not returned to us by the payment processor may be deducted from any refund to the extent permitted by law.

5. Weather and outdoor events

The Customer is responsible for monitoring weather conditions and providing a safe, dry, stable location.

Projectors, sound equipment, electrical equipment, screens, and accessories must not be exposed to:

• Rain, drizzle, snow, mist, sprinklers, standing water, or excessive moisture

• Unsafe wind

• Mud or unstable ground

• Extreme heat or cold

• Open flames, fire pits, smoke, or excessive dust

• Any condition that may damage equipment or endanger people

Outdoor image quality depends on darkness and ambient light. We do not guarantee a clearly visible outdoor image before dusk or in areas affected by sunlight, streetlights, floodlights, or other strong lighting.

We may delay, relocate, discontinue, or refuse setup when we reasonably determine that the weather, site, electrical supply, access, wind, or other conditions are unsafe or may damage equipment.

When unsafe conditions result from the Customer’s location, failure to disclose site conditions, refusal to follow instructions, or failure to provide a suitable alternative area, the reservation may be treated as a Customer cancellation.

When weather alone makes performance unsafe, we may offer a one-time rescheduling credit, subject to availability and the Customer contacting us by [time] on the day before the event. Cash refunds are not guaranteed unless required by law or stated in the booking confirmation.

6. Delivery, access, setup, and pickup

The Customer must provide:

• Accurate delivery and event addresses

• Safe and lawful parking or loading access

• Clear access to the setup area

• Notice of stairs, elevators, narrow entrances, long carrying distances, gates, security procedures, or restricted access

• A safe, grounded electrical outlet with adequate power

• A responsible adult present at delivery and pickup

• A clean, dry, flat setup area of sufficient size

Additional charges may apply for undisclosed stairs, excessive carrying distance, waiting, parking, tolls, delayed access, or site changes.

The setup location may not be changed after installation without our written approval. The Customer must not move, disassemble, reconnect, reconfigure, anchor, unanchor, or relocate Company-installed equipment.

If the Customer or venue delays delivery, setup, or pickup by more than 15 minutes, waiting-time charges of $[amount] per additional 15 minutes may apply.

7. Inspection and acceptance

The Customer must inspect the equipment when it is delivered or picked up.

Visible shortages, damage, missing accessories, or operational concerns must be reported immediately and noted on the delivery or pickup checklist. Failure to report a visible issue before use constitutes acceptance of the equipment in good condition, except for defects that could not reasonably have been discovered during inspection.

The Customer must stop using equipment immediately if it appears damaged, unsafe, wet, overheated, unstable, electrically defective, or otherwise unsuitable. The Customer must contact us promptly and follow our instructions.

Continued use after discovering a problem may make the Customer responsible for resulting damage.

8. Permitted use

The Customer must use the equipment:

1. Only for the event, address, date, and purpose stated in the reservation.

2. In accordance with our instructions and the manufacturer’s instructions.

3. Under responsible adult supervision.

4. In compliance with laws, venue rules, noise restrictions, fire codes, and electrical requirements.

The Customer may not:

• Sublease, lend, sell, pledge, alter, repair, open, modify, or tamper with equipment

• Remove labels, serial numbers, protective devices, or identification

• Use unauthorized power supplies, generators, adapters, mounts, cables, or accessories

• Place drinks, food, candles, decorations, or other objects on equipment

• Smoke or vape near the equipment

• Expose equipment to liquids, moisture, sand, dirt, excessive dust, or heat

• Leave equipment unattended in a public or unsecured area

• Transport equipment without our written permission

• Use equipment for unlawful, dangerous, abusive, or commercially unauthorized purposes

9. Screens and inflatable equipment

Screens must remain properly secured and must not be climbed on, leaned against, pulled, cut, written on, decorated, or used in winds or weather outside safe operating conditions.

Inflatable sofas must be used according to the manufacturer’s limits and our instructions. Shoes, pets, sharp objects, jumping, standing, smoking, open flames, and food or drinks that may stain or puncture the sofa are prohibited.

The Customer is responsible for damage caused by guests, children, pets, decorations, landscaping, sprinklers, furniture, vehicles, or venue personnel.

10. Sound, content, and event compliance

The Customer is responsible for:

• Complying with noise ordinances and venue sound restrictions

• Obtaining permission from the property owner or venue

• Obtaining any copyright, streaming, public-performance, music, or exhibition rights required for the content shown or played

• Providing compatible and lawfully authorized media, accounts, devices, and internet access

• Protecting login credentials and personal information displayed through connected devices

We do not guarantee that every streaming service, device, application, cable, format, or copyrighted program will work with the equipment.

11. Customer responsibility for equipment

The Customer assumes custody and responsibility for the equipment from the time it is delivered or picked up until we retrieve it or accept its return.

The Customer is responsible for loss, theft, destruction, disappearance, misuse, unauthorized movement, excessive cleaning, or damage beyond ordinary wear, regardless of whether caused by the Customer, a guest, the venue, a contractor, a child, a pet, weather exposure, or another person under the Customer’s control.

Ordinary wear does not include stains, tears, punctures, dents, cracked housings, damaged ports, liquid exposure, missing parts, broken screens, damaged cables, blown speakers, burns, smoke exposure, improper voltage, or damage caused by failure to follow instructions.

12. Damage, loss, and replacement charges

When equipment is damaged, lost, stolen, incomplete, or returned in an unusable condition, the Customer must pay the reasonable amount necessary to place us in the position we would have been in had the equipment been properly returned.

Charges may include:

• Inspection and diagnostic costs

• Parts and repair labor

• Professional cleaning or deodorizing

• Shipping and transportation

• Replacement accessories

• Replacement with the same item or a reasonably comparable item when repair is impractical

• Applicable taxes

• Documented lost rental income while the equipment is unavailable

• Reasonable collection costs permitted by law

Replacement charges may be based on the current retail cost of the same or reasonably comparable equipment, not the original purchase price.

We will provide an invoice or written explanation of material damage charges. Payment is due within five calendar days after the invoice is sent unless another deadline is stated.

A reservation payment does not cap or satisfy damage or replacement liability.

13. Theft or disappearance

The Customer must immediately notify us and local law enforcement if equipment is stolen, missing, or unlawfully retained.

The Customer must provide:

• A police report number

• A complete written account of the incident

• Venue and witness information

• Any available video, photographs, or security records

• Reasonable cooperation with our insurer or law enforcement

Filing a police report does not eliminate the Customer’s financial responsibility.

14. Late return and unsuccessful pickup

The equipment must be ready, complete, clean, disconnected as instructed, and available at the agreed return or pickup time.

Late-return charges are $[amount] per 30 minutes. A delay exceeding two hours may result in an additional full-day rental charge.

The Customer is also responsible for reasonable documented costs caused by the delay, including additional labor, transportation, or losses associated with an affected subsequent reservation.

If we cannot retrieve equipment because the Customer is absent, access is blocked, the equipment has been moved, or the location is unsafe, additional trip and rental charges may apply.

Keeping equipment beyond the agreed rental period without written approval does not extend the rental and may be treated as unauthorized possession.

15. Cleaning

Equipment must be returned reasonably clean and in the same general condition in which it was provided.

Additional cleaning charges may apply for:

• Food or beverage residue

• Mud, dirt, sand, grass, or water

• Smoke, strong odors, or pet contamination

• Stains, wax, adhesives, glitter, paint, or decorations

• Biological contamination

• Excessive debris

Cleaning charges do not replace the Customer’s responsibility for permanent damage.

16. Technical interruptions

We will make reasonable efforts to provide working equipment. Minor interruptions, connection issues, internet failures, customer-device incompatibility, streaming-service restrictions, power interruptions, weather, venue restrictions, or Customer misuse do not automatically entitle the Customer to a refund.

If Company-owned equipment fails because of a confirmed internal defect and no reasonable replacement or solution is available, our responsibility will be limited, to the extent permitted by law, to an appropriate refund or credit for the affected equipment or service.

17. Safety and assumption of risk

The Customer is responsible for maintaining a safe event area and preventing guests from:

• Tripping over cords, anchors, stakes, stands, or equipment

• Climbing on screens or stands

• Touching hot, electrical, moving, or unstable components

• Interfering with setup or teardown

• Using equipment contrary to instructions

The Customer assumes the ordinary risks associated with hosting the event and using audiovisual, electrical, screen, and inflatable equipment.

18. Limitation of liability

To the fullest extent permitted by law, the Company will not be liable for indirect, incidental, special, exemplary, punitive, or consequential damages, including lost profits, lost business, loss of event enjoyment, venue costs, travel costs, or losses resulting from weather, internet service, streaming platforms, Customer devices, utility failure, venue restrictions, or third-party conduct.

To the fullest extent permitted by law, the Company’s total liability arising from a reservation will not exceed the amount actually paid to the Company for the affected reservation.

Nothing in these Rental Policies excludes liability that cannot legally be excluded or limited.

19. Indemnification

To the fullest extent permitted by law, the Customer agrees to defend, indemnify, and hold the Company and its owners, employees, and contractors harmless from third-party claims, damages, fines, penalties, losses, or expenses arising from:

• The Customer’s event, property, venue, guests, or content

• The Customer’s breach of these Rental Policies

• Misuse, relocation, or unauthorized operation of equipment

• Failure to obtain venue, copyright, music, or public-performance permission

• Injury or property damage caused by the Customer or persons under the Customer’s control

This provision does not require the Customer to indemnify the Company for liability caused solely by the Company’s gross negligence or intentional misconduct where such indemnification is prohibited.

20. Photographs and documentation

We may photograph or record equipment, serial numbers, accessories, setup conditions, delivery conditions, and return conditions for inventory, safety, insurance, and dispute-documentation purposes.

We will not use identifiable images of the Customer or guests for marketing without appropriate permission.

21. Chargebacks and payment disputes

The Customer must contact us at [email] and provide a reasonable opportunity to address a billing concern before initiating a payment dispute.

Submitting a chargeback does not cancel a valid debt. We may provide the payment processor with the booking confirmation, signed agreement, communications, delivery records, photographs, inventory records, and other relevant documentation.

The Customer remains responsible for valid unpaid amounts and lawful collection costs.

22. Company’s right to refuse or discontinue service

We may refuse, delay, stop, or discontinue service when:

• Conditions are unsafe

• Information provided by the Customer is inaccurate

• Payment has not been completed

• The Customer or guests threaten, harass, or interfere with personnel

• Equipment is being misused

• The location violates venue rules or applicable law

• Continued operation could cause injury or property damage

No refund is required when service is discontinued because of the Customer’s material breach, unsafe conduct, or misuse, except where required by law.

23. Governing law and disputes

This Agreement is governed by the laws of the State of Minnesota, without regard to conflict-of-law principles.

Before filing a legal claim, the parties will make a good-faith attempt to resolve the dispute through written communication for at least 15 calendar days, unless immediate legal action is necessary to protect property, prevent ongoing harm, preserve a claim, or pursue an unpaid debt.

Any court action must be brought in a court with jurisdiction in [County], Minnesota, unless applicable law requires another location.

24. General provisions

The booking confirmation, signed Rental Agreement, equipment checklist, written add-ons, and these Rental Policies constitute the complete agreement concerning the rental.

Changes are valid only when confirmed in writing by the Company.

The Customer may not transfer this Agreement without our written approval.

If any provision is found invalid or unenforceable, it will be limited or removed only to the minimum extent necessary, and the remaining provisions will continue in effect.

Our failure to enforce a provision on one occasion does not waive the right to enforce it later.

Electronic records, electronic acceptance, and electronic signatures may be used to document the transaction.