A party rental agreement is the document that decides who pays when a tent comes back torn, a venue is locked when the truck arrives, or a customer cancels on Friday. Below is a template in plain language: the clauses, what each one should say, and how to get the whole thing signed before delivery rather than on a clipboard. It is a starting point, not legal advice; have a lawyer in your province or state read your final version.
The clauses
Parties and the order. The business, the customer, the event date and address, and a reference to the itemised order (items, quantities, prices). The order is part of the agreement so the counts are not in dispute later.
Rental window. Delivery date and window, pickup date and window, and what an extra day costs. State that the window is delivery-to-pickup, not event hours.
Delivery, setup and site access. Who sets up and takes down. What the customer must provide: access, a clear and level area, power and water where needed, someone present at delivery and pickup. What happens if the site is not ready or accessible when the truck arrives (a wait fee, a return-trip fee, or the order treated as delivered).
Use and care. Equipment is used for its intended purpose, kept dry where it must be, not moved from where it was set up, and not sub-rented. Food and drink rules for linens and dancefloors if you charge for stains.
Damage, loss and cleaning. The customer is responsible for equipment from delivery to pickup. Damage is charged at repair cost, loss at replacement cost, with the price list attached. Cleaning charges for linens, tents and inflatables returned beyond normal use.
Weather. Which conditions stop a tent or an inflatable from being set up or used (wind, lightning), who decides, and whether the customer receives a credit, a reschedule or a refund.
Cancellation and changes. The cutoff for a full refund, for a credit, and for no refund. What a count change costs and by when it must be made.
Payment. Deposit at booking, balance due before delivery, accepted methods, and that a card on file may be charged for damage, loss, late return or cleaning as itemised. The deposits and balance payments guide covers the timing.
Liability and waiver. The customer supervises use, keeps children off equipment that is not for them, and indemnifies the business for injuries arising from misuse. Inflatables get a separate signed waiver.
Signature. Name, date, signature, and acceptance of the itemised order.
Getting it signed online
The agreement should be presented at booking, filled from the order (names, dates, items, prices) and signed on the customer's phone, with the signed copy attached to the booking and emailed to both sides. That removes the driveway signature and gives you a document that names the exact chairs and tables on the truck.
Share Marketplace generates the agreement from a template you write once, fills the booking details and item list into it, collects the e-signature at checkout or by a link, and keeps the signed PDF on the booking. Waivers are separate documents with their own signature. See event and party rental software and the bookings and contracts overview.