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VIP Production Northwest

General Terms & Conditions

Welcome to VIP Production Northwest. Below is a summary of our Standard Terms & Conditions for installation, equipment rental, and production services. Your signed quote or order document and our full Standard Terms & Conditions establish the agreement for your project.

1. Quotes & Pricing

  • Your signed quote or order document identifies the equipment, services, scope, and fees for your project.

  • Changes must be documented in writing and approved by both parties, except for cost adjustments permitted under the full terms.

  • Pricing may be adjusted for tariffs, freight surcharges, or other costs outside VIPPNW’s reasonable control. Increases will be supported by written documentation, and material impacts will be discussed in good faith.

  • Fees exclude applicable taxes, duties, and assessments.

2. Payments

  • A 50% non-refundable reservation fee is due when the agreement is signed for installation, rental, or production services.

  • Rentals: Equipment is not reserved until the reservation fee is received. The remaining balance is due at pickup or delivery.

  • Production services: The remaining balance is due before the event begins. VIPPNW may power down or remove equipment if payment is incomplete.

  • Installations: Progress payments apply, with payment reaching 90% upon substantial completion. The remaining balance is due within 30 days after completion.

  • Invoices are due upon receipt unless otherwise stated in the order document. All fees are non-refundable.

  • Late payments may accrue interest at 1.5% per month, or the maximum permitted by law, whichever is lower.

3. Scheduling & Termination

  • Installation schedules are coordinated based on equipment availability and project conditions.

  • Clients must provide the event schedule in writing at least 5 business days before the event.

  • VIPPNW is not responsible for delays caused by the Client. Certain delays or changes may result in additional costs.

  • Agreements may be ended by mutual written consent. VIPPNW may terminate immediately for a Client breach; other termination rights are described in the full terms.

  • Payment for services already performed remains due after termination. Events beyond either party’s reasonable control do not excuse payment obligations.

4. Client Responsibilities

  • Provide safe, clean, secure, and accessible work areas, and disclose known hazards.

  • Arrange truck access within 50 feet of the applicable entrance or outdoor setup location, along with any necessary ramps, elevators, parking, and access permissions.

  • Obtain required event permits, permissions, and licenses. Building permits are the Client’s responsibility unless otherwise agreed.

  • For productions, provide suitable equipment space and security from setup through dismantling and packing.

  • If providing setup or teardown labor, supply the agreed number of qualified workers. Missing or unqualified workers may result in additional charges.

  • VIPPNW may suspend work or remove equipment when conditions are unsafe or unsuitable.

5. Equipment Care & Returns

  • Rental equipment must be returned by the event end date stated in the order document, unless otherwise agreed.

  • Late returns result in an additional rental-day charge at the first-day rental rate. Notify VIPPNW promptly if a late return is expected.

  • Do not modify, disassemble, drill, cut, or otherwise alter rented equipment without prior written approval.

  • Clients are responsible for rental and production equipment damage or loss, including weather damage, theft, vandalism, and damage caused by others, regardless of fault.

  • Ordinary wear from proper rental use is excluded, but cosmetic damage and changes to cleanliness are chargeable.

  • For installations, title and risk of loss for equipment transfer to the Client as payment for that equipment is made.

6. Service & Warranties

  • VIPPNW will perform services professionally, using qualified personnel and industry standards.

  • Maintenance services apply only when included in the order document. Replacement parts and equipment are the Client’s responsibility.

  • Except for warranties expressly stated in the full agreement, equipment and services are provided “as-is,” with other warranties disclaimed.

7. Insurance & Liability

  • Both parties must maintain customary insurance coverage and any additional coverage required by the order document.

  • The full terms include the Client’s assumption of equipment-related risks and a release of claims involving injury or property damage, including claims arising from ordinary negligence.

  • Clients must defend and indemnify VIPPNW against specified third-party claims arising from their breach, legal violations, gross negligence, or willful misconduct.

  • To the extent permitted by law, VIPPNW excludes indirect and consequential damages. Its total liability is capped at the amount paid by the Client during the 12 months preceding the event giving rise to the claim.

8. Governing Law

  • The agreement is governed by applicable United States law and Washington State law.

  • Disputes must be brought in the courts of Spokane County, Washington.

  • The prevailing party in a proceeding relating to the agreement may recover reasonable attorneys’ fees and costs.

📌 This summary does not replace the full Standard Terms & Conditions. Please request a copy for complete terms, exclusions, and project-specific requirements. If this summary differs from the full agreement, the full agreement controls.