Rental Terms & Conditions – The Boss Ibiza

Rental Terms and Conditions

These Terms and Conditions govern the rental of event equipment from THE BOSS IBIZA, the trading name of Late Night Ibiza S.L. (CIF: B72806276) (“the Company”), to the client (“the Client”).

By confirming a quotation, signing a booking or delivery document, or making any payment, the Client accepts these Terms and Conditions in full.

1. Parties and Scope

1.1 Parties
The rental service is provided by Late Night Ibiza S.L., trading as THE BOSS IBIZA (“the Company”), to the Client named in the quotation, booking or invoice.

1.2 Scope of use
The rented equipment is intended exclusively for the event, dates and location indicated in the confirmed quotation or booking. Unless expressly authorised in writing by THE BOSS IBIZA, the use of the rented equipment is restricted to the island of Ibiza, Spain. Any authorised use outside Ibiza will be entirely at the Client’s risk and expense.

1.3 Contractual documents
These Terms and Conditions apply together with:

  • the approved quotation,
  • the booking confirmation/invoice,
  • and any delivery note or rental agreement signed upon delivery and/or collection.

In case of discrepancy, these Terms and Conditions will prevail.

2. Prices, VAT and Minimum Order

2.1 Prices
All prices are expressed in euros (€) and, unless otherwise stated, are subject to the applicable VAT rate.

2.2 Minimum order

  • 200 € (excluding VAT) for orders collected at the shop.
  • 500 € (excluding VAT) for orders delivered on site.

If the selected items do not reach the applicable minimum, the minimum amount will still be invoiced.

2.3 Quotation validity
Each quotation is valid only for the period indicated on the document. After this period, availability and prices may change without prior notice.

3. Bookings, Payments and Security Deposit

3.1 Booking payment (50%)
Upon acceptance of the quotation, the Client must pay 50% of the total amount within the validity period indicated on the quotation. If this payment is not received within that period, the quotation and the reservation of the materials will be automatically cancelled without prior notice and availability will no longer be guaranteed.

3.2 Final payment (50%)
The remaining 50% of the total amount, including the refundable security deposit, must be paid no later than 48 hours before delivery of the equipment.

3.3 Security deposit (20%)
The total price includes a refundable security deposit equivalent to 20% of the quotation. This deposit covers, among others:

  • damages, losses or breakages caused to the rented materials,
  • extra cleaning due to improper use or storage.

After the event, once all materials have been returned, counted and checked at our warehouse, the deposit (or the remaining balance after any deductions) will be refunded.
If the deposit is not sufficient to cover the costs, the Client must pay the outstanding amount within 48 hours of notification.

3.4 Methods of payment
Payments can be made by bank transfer, credit card, cash or cryptocurrencies (Bitcoin or Ethereum).
For cryptocurrency payments, the amount in crypto will be calculated based on the market exchange rate at the exact moment of payment, using a reputable exchange platform chosen by THE BOSS IBIZA.

3.5 Acceptance of terms
Payment of any amount (booking payment or final payment) implies that the Client has read, understood and accepted these Terms and Conditions.

4. Rental Period and Late Return

4.1 Rental period
The rented items are for a specific duration, starting from the agreed pickup or delivery date and time until the designated return date and time, as stated in the booking or quotation.

4.2 Extensions
Any extension of the rental period must be communicated and agreed upon in advance and may generate additional rental charges.

4.3 Late return and delays
If the rented items are not ready for collection or are not returned by the agreed date and time:

  • An additional 50% of the total rental amount will be charged per each additional day or fraction of 24 hours of delay.
  • After 4 calendar days of delay, the items may be considered lost and the Client will be liable for their full replacement value, in addition to any accrued delay charges.

5. Delivery, Collection and Handling

5.1 On-site deliveries
Unless otherwise agreed in writing, standard deliveries and collections on site are made between 10:00 and 16:00.
Requests outside these hours may generate additional charges and must be communicated at least 7 days in advance so that a suitable team can be arranged.

5.2 Shop collection
For orders collected and returned at the shop, the standard schedule is 10:00–14:00, Monday to Friday, unless otherwise agreed in writing.

5.3 Street-level delivery
Delivery and collection are strictly made at street level / curbside, at a point accessible by our vans and without stairs or significant obstacles, unless otherwise agreed in advance.

5.4 Extra handling
If, on arrival, there are stairs, long distances or additional handling not previously notified in writing, a minimum charge of 90 € (one hour of work) will apply, plus 90 €/hour for any additional time required. These amounts may be deducted from the security deposit.

5.5 Same location and readiness for collection
Materials will be delivered and must be ready for collection at exactly the same location.
If the materials are not ready for collection at the agreed time and place (for example, if they are scattered around the venue or not packed), a minimum charge of 90 € (one hour) will apply, plus 90 €/hour for any extra time needed. These amounts may be deducted from the security deposit.

5.6 Set-up and repositioning inside the venue
Any request for THE BOSS IBIZA to place or set up the materials inside the venue, or to reposition them after the initial delivery, must be requested in advance so that the necessary staff can be scheduled.
Such services will increase the transport and handling cost and will never reduce the originally agreed transport fee. Last-minute requests on site may not be possible to fulfil.

6. Use of Equipment, Cleaning, Damages and Losses

6.1 Responsibility for use
From the moment of delivery until collection, the Client is fully responsible for the custody and proper use of all rented materials, including their use by:

  • guests,
  • staff,
  • suppliers (such as catering companies),
  • venues,
  • or any other third parties.

6.2 Proper use and protection
The Client undertakes to:

  • use the equipment in a responsible and appropriate manner,
  • avoid exposing it to situations where it may be damaged (rain, humidity, sprinklers, pools, sea water, sand, mud, naked flames, etc.),
  • store and protect all items according to the instructions given by THE BOSS IBIZA,
  • ensure that all staff and suppliers respect these instructions.

6.3 Standard cleaning
A standard cleaning is included in all our prices, which covers:

  • stains from food and drink,
  • light scuff marks from shoes,

considered normal event stains.

6.4 Extra cleaning and irreversible damage
If irreversible damage or excessive dirt is found due to improper treatment – such as:

  • breakage,
  • footprints,
  • graffiti,
  • cigarette burns,
  • flares,
  • wax,
  • excessive food and drink stains,
  • water or humidity damage, etc.,

the Client will be responsible for the cost of repair, extra cleaning or replacement, according to the replacement price list provided by THE BOSS IBIZA.

6.5 Damaged items and substitutions
Damaged material remains the property of THE BOSS IBIZA. No substitutions of material will be accepted, even if a similar item is provided by the Client.

6.6 Loss, theft and irreparable damage
In case of loss, theft or irreparable damage, the Client agrees to pay the full replacement value of the equipment and its accessories, in accordance with the replacement rates specified in the approved quotation or in the replacement price list provided by THE BOSS IBIZA.

7. Cancellations, Date Changes and Reductions

7.1 Non-refundable payments
All booking and final payments are non-refundable. No cash refunds will be issued in case of cancellation by the Client.

7.2 Cancellation more than 30 days before the event
If the event is cancelled more than 30 days before the scheduled date:

  • the initial 50% booking payment will be retained as a non-refundable booking fee;
  • any additional amounts already paid (for example, if 100% has been paid) may be converted into a credit valid for 12 months from the cancellation date, to be used for a future booking with THE BOSS IBIZA.

7.3 Cancellation 30 days or less before the event
If the event is cancelled 30 days or less before the event date, the Client will remain liable for 100% of the total amount of the booking. No refunds or credits will be issued.

7.4 Change of date
The Client may request a change of date within the same calendar year, subject to availability.
Any increase in costs due to changes in products, logistics or other circumstances will be reflected in an updated quotation.

7.5 Reductions and unused items
No refunds or credits will be issued for:

  • unused items,
  • items delivered but not used on the event day,
  • reductions in quantities requested less than 15 days before the event.

8. Weather Conditions and Force Majeure

8.1 AEMET weather alerts
In case of official orange or red weather alerts issued by AEMET for the Ibiza area (heavy rain, strong winds or similar conditions), THE BOSS IBIZA reserves the right not to deliver or to partially cancel textile items placed on the ground (such as carpets, puffs, cushions, Balinese umbrellas, etc.) when their use would be unsafe or could lead to irreversible damage.
In such cases, the rental amount corresponding to those specific items will be refunded or deducted from the final invoice.

8.2 General weather and force majeure
For general weather or force majeure situations affecting the entire event (such as severe storms, floods, natural disasters, pandemics, government restrictions, strikes, road closures, supplier failures or other events beyond the Company’s reasonable control):

  • THE BOSS IBIZA will not be held responsible for delays, partial performance or failure to deliver caused by such events.
  • No cash refunds will be issued.
  • The Client may request a new date or receive a credit valid for 12 months, subject to availability.

9. Liability and Insurance

9.1 Client’s liability
The Client, as lessee, assumes full responsibility for the rented items during the rental period. This responsibility extends to any damage or loss caused by third parties whom the Client permits to use or handle the rented items, including but not limited to:

  • catering services,
  • wedding planners,
  • cleaning services,
  • event staff,
  • venues,
  • or guests.

The Client will be liable for the repair or replacement cost of any item(s) lost, stolen or damaged as a result of actions by these third parties.

9.2 Company’s liability
THE BOSS IBIZA will not be liable for:

  • accidents, injuries or damages caused to the Client or third parties arising from improper use or handling of the rented items;
  • any indirect or consequential damages, such as loss of profit, image or reputation.

9.3 Insurance
THE BOSS IBIZA holds a public liability insurance policy covering its own professional activity.
This insurance does not replace the Client’s own insurance needs for the event, guests or venue. The Client is responsible for arranging any additional insurance they consider necessary.

10. Prohibited Activities

10.1 The Client may not rent, sub-rent, pawn, sell, lend or in any way give as a guarantee the rented equipment.
10.2 The rented items must remain at the agreed event location unless otherwise authorised in writing by THE BOSS IBIZA.
10.3 The Client may not modify, alter or intervene in the structure or operation of the rented items (for example, rewiring, repainting, cutting or drilling), unless expressly authorised in writing.

11. Privacy and Image Rights

11.1 Data protection
The Client’s booking data, event date, contact details (address, telephone, email), as well as payment details will be treated with complete privacy and in accordance with applicable regulations, including Spanish Organic Law 3/2018 on the protection of personal data and digital rights.

11.2 Images of the event
Unless the Client expressly objects in writing before the event, THE BOSS IBIZA may take general photographs or videos of the decoration and set-up (without focusing on identifiable guests) and use such images for:

  • its portfolio,
  • website,
  • social media,
  • and other promotional materials.

THE BOSS IBIZA will avoid publishing personal data of the Client or guests.

12. Governing Law and Jurisdiction

These Terms and Conditions are governed by Spanish law.
In case of conflict, dispute or discrepancy, the parties submit, expressly waiving any other jurisdiction, to the Courts and Tribunals of Ibiza (Spain).

THE BOSS IBIZA reserves the right to amend these Terms and Conditions at any time without prior notice. The version in force at the time of booking will apply to each event.

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