This feature is available on all Goodshuffle Pro Plans.
Creating strong Terms and Conditions (T&Cs) is one of the most important steps you can take to protect your rental business. Your terms aren’t just legal protection—they’re also a communication tool that helps clients understand expectations before they book.
⚠️ Important Legal Disclaimer: This article provides general guidance for educational and informational purposes only. This article does not constitute legal advice. Laws governing contracts, liability, insurance, consumer protection, and event‑rental operations vary widely by state and may change over time. Every rental business and location has unique legal requirements that only a lawyer can properly address. Use of any sample language or suggestions from this article is at your own risk. Always seek legal advice from a qualified attorney in your jurisdiction regarding your terms and conditions and rental agreements.
Why Clear Terms and Conditions Matter
Every time you have to explain a policy after a client has booked, you’re already in damage-control mode. When your policies are clearly outlined upfront, clients can make informed decisions—and you can confidently stand behind your rules.
Clear terms help you:
Set expectations around payments, cancellations, and changes
Protect your equipment from damage or loss
Avoid misunderstandings with planners, venues, and third-party payers
Create a smoother booking experience for both you and your clients
📌 Goodshuffle Pro Tip: When clients sign contracts or pay through Goodshuffle Pro, they automatically agree to your saved Terms and Conditions.
What Every Rental Agreement Should Include
While every rental business is different, these are common areas rental businesses often include in their agreements. We recommend consulting with an attorney to determine what’s appropriate for your business and location.
1. Payment Terms and Deposits
Consider being specific about how and when money changes hands:
Deposit amount required to secure a booking (commonly 25-50%)
Final payment due date (for example, 7-14 days before the event)
Which payment methods you accept
Your policy on fees for late payments or returned checks.
💡 Pro Tip: Reducing quantities (for example, from 100 chairs to 50) is still a partial cancellation. Make sure your terms explain how reductions are handled.
2. Cancellations and Refunds
Consider setting expectations with a clear, sliding-scale policy that addresses:
What portion is refundable based on cancellation timing
When deposits might be forfeited.
How you handle last-minute cancellations
3. Damage, Loss, and Liability
Consider protecting your equipment by defining responsibility clearly:
What you consider normal wear and tear vs. damage
How you handle replacement or repair costs for damaged or lost items
Who you hold responsible during possession of the items
4. Delivery, Pickup, and Venue Access
Consider outlining logistics details to prevent surprises:
Your policy on advance notice for delivery or pickup time changes
What happens if your team can't access the venue as planned"
Who you hold responsible for moving items into final placement
This is especially important for large or complex setups.
5. Event Changes and Last-Minute Additions
Clients often request changes close to their event date. Consider addressing:
How far in advance you allow changes
Whether you charge rush fees
How you handle availability limits or substitutions
6. Force Majeure and Weather Policies
Consider addressing circumstances outside anyone's control, such as:
Severe weather
Power outages
Venue closures or access issues
This section is especially important for outdoor events or storm-prone regions.
💡 Pro Tip: Add Extra Protection for Complex Bookings
As your business grows, you’ll likely work with event planners, corporate clients, or third-party payers. Adding clauses that address multi-party responsibility can help protect you when the person signing, paying for, or hosting the event isn’t the same individual.
Protecting Your Equipment Beyond Your Terms
Clear Terms and Conditions are your first line of defense—but even the best-written terms can’t prevent every accident. That’s where insurance helps reinforce the protections you’ve already put in place.
When clients check out in Goodshuffle Pro, they have the option to purchase Event Insurance, which adds an extra layer of protection for both sides of the rental.
When clients choose Event Insurance:
Clients receive coverage for accidental damage during their event
You automatically receive inland marine coverage at no extra cost
This coverage works alongside your Terms and Conditions—not instead of them—to help reduce risk when unexpected issues happen during transport, setup, or the event itself. Learn more here: Explaining Event Insurance to Your Clients.
👉 Want to go deeper?
Read our blog post, The 10 Essential Sections Every Rental Agreement Should Cover, for a practical breakdown of what to include
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