Complete Audio Solutions | Rental Agreement

Updated: April 10th, 2025

• Service Agreement: Terms & Conditions
• Complete Audio Solutions, LLC (Audio Tulsa)
• By engaging Complete Audio Solutions, LLC (“Lessor”) for sound equipment rental or production services, the client (“Lessee”) agrees to the following terms and conditions.
• 1. Scope of Services
• Lessor agrees to provide sound equipment and/or production services as outlined in the specific Event Quote, Invoice, or Exhibit A provided to the Lessee. These terms govern the delivery, operation, and rental of all equipment associated with the event.
• 2. Payment Terms
• 2.1 Retainer Fee: To secure an event date, a non-refundable retainer fee of $100 or 10% of the total contract amount (whichever is greater) is required. This retainer reserves the equipment and date and is applied toward the total balance. It is non-refundable under all circumstances.
• 2.2 Remaining Balance: The balance must be paid in full at least 10 days prior to the event. If the booking occurs fewer than 10 days before the event, full payment is due immediately upon booking.
• 2.3 Cleared Funds: Payment is only considered received once funds are fully cleared. Holds by processors (Square, Stripe, PayPal, etc.) do not constitute completed payment.
• 2.4 Payment Failure: If any payment is declined, reversed, disputed, or held, this agreement becomes void, and Lessor has no obligation to perform or attend the event.
• 3. Third-Party Payments
• Lessor does not accept payments intended for third-party vendors or subcontractors. Lessee is solely responsible for paying all other service providers directly.
• 4. Logistics & Environment
• Access: Lessee must ensure adequate access for loading/unloading and a safe environment for setup.
• Power: Lessee must provide adequate power (typically 20A circuits) as specified in the production scope.
• Outdoor Events: Lessee is responsible for providing overhead weather protection for all equipment.
• Safety Refusal: If site conditions are deemed unsafe or if equipment is at risk due to weather, Lessor reserves the right to delay or refuse setup without a refund.
• 5. Lessee Responsibilities
• The Lessee is responsible for:
• Providing a designated on-site contact person.
• Protecting equipment from theft, weather, and misuse by attendees or volunteers.
• Ensuring only authorized personnel operate the equipment.
• Strictly preventing liquids or hazards from being placed near the equipment.
• 6. Damage, Loss, and Liability
• Replacement Value: Lessee is fully responsible for any damage, loss, or theft of equipment, including damage caused by weather or attendee misuse. Lessee agrees to pay the full replacement value for any damaged or unreturned items.
• Indemnification: Lessee shall hold Lessor harmless from all claims, injuries, or losses arising from the use of equipment, venue conditions, or power issues. All equipment is provided "as-is" without warranties.
• 7. Cancellations
• By Lessee: The retainer fee is always non-refundable. If a cancellation occurs within 10 days of the event, 100% of the contract total remains due and payable.
• By Lessor: In the event of an emergency (illness or equipment failure), all payments except the retainer will be refunded to the Lessee.
• 8. Force Majeure
• Lessor is not liable for failure to perform due to acts of God, extreme weather, power outages, venue issues, or government restrictions. No refunds are issued for Force Majeure events.
• 9. Collections & Legal Fees
• In the event of non-payment or breach of contract, Lessee agrees to pay a 20% collections fee, as well as all attorney fees, court costs, and administrative costs incurred by the Lessor.
• 10. Entire Agreement
• These terms, along with the specific Event Invoice/Exhibit A, constitute the entire agreement. Any modifications must be made in writing and agreed upon by both parties.