Draft dated September 5, 2026. These terms are designed for Otisphere's event-rental model in British Columbia and must receive owner and BC legal approval before public payment is enabled.
Draft for private review—not yet the final customer contract.Add Otisphere's legal business name and service address, approve the cancellation schedule, confirm replacement values, and obtain BC legal review before Stripe or public reservations are activated.
1 · AGREEMENT & SCOPE
Clear terms for every Otisphere order.
These Rental Terms & Conditions form part of every quote, reservation agreement, invoice and confirmed order issued by Otisphere Event Rentals ("Otisphere," "we," "us" or "our").
The person or organization named on the order is the "customer." The customer confirms that the person accepting the agreement has authority to bind the customer and is at least 19 years old.
An event-specific agreement may add venue, timing, product or service terms. If it conflicts with these general terms, the event-specific agreement controls, except that no agreement limits a right that cannot legally be waived.
Submitting a website request is not acceptance of a final contract and does not hold inventory. A contract is formed only after Otisphere approves the order, the customer can review and correct it, the customer expressly accepts it, and full payment is approved.
Electronic acceptance and records have the same effect as signed paper records. Otisphere will email a retainable copy of the completed agreement and receipt.
2 · QUOTES, RESERVATIONS & PAYMENT
Full payment confirms the reservation.
Quotes are estimates until Otisphere confirms inventory, date, quantities, delivery access, labour requirements and taxes in a final agreement.
All prices are in Canadian dollars. Applicable GST, BC PST and other required charges are shown separately before payment.
Only major credit cards processed through Stripe are accepted. Otisphere does not accept cash, debit, prepaid cards, e-transfer, cheque or direct deposit for online reservations.
Full payment is required to confirm the order. An unsuccessful, reversed or disputed payment does not confirm or continue a reservation.
Special-order, personalized or customer-specific goods and non-recoverable third-party commitments will be identified before approval and may be non-refundable except where law requires otherwise.
3 · ORDER CHANGES & AVAILABILITY
Changes require written confirmation.
Requests to add products, quantities, delivery, setup or teardown are subject to availability, revised pricing, taxes and written approval.
A reduction is treated as a cancellation of the reduced portion and follows the cancellation schedule below.
No employee, driver or installer may promise an order change unless Otisphere confirms it in writing.
Otisphere may substitute an item only with the customer's approval or with a substantially comparable or better item when reasonably necessary. A material downgrade requires an appropriate price adjustment or refund for the affected item.
Displayed product colours and dimensions may vary slightly. Category illustrations are not photographs of Otisphere equipment until actual catalogue photography is approved.
4 · CUSTOMER CANCELLATION & RESCHEDULING
A balanced schedule based on notice.
Because confirmed inventory and labour are removed from sale for the event date, the following proposed refund schedule applies to the cancelled rental and service charges. Notice is measured from the scheduled delivery or customer-pickup start time.
Written notice received
Refund of cancelled charges
Cancellation fee retained
61+ calendar days before
90%
10%
31–60 calendar days before
75%
25%
15–30 calendar days before
50%
50%
8–14 calendar days before
25%
75%
7 days or fewer
0%
100%
Written cancellation may be sent to info@otisphere.com. It becomes effective when received and acknowledged by Otisphere.
Approved refunds exclude disclosed non-refundable custom procurement and non-recoverable third-party costs, subject always to mandatory consumer rights.
Rescheduling requires written approval and depends on inventory and staffing for the new date. Any approved credit, change fee and expiry date will be documented before the reservation is moved.
Event postponement, venue closure, illness, weather or reduced attendance does not automatically cancel the contract. Otisphere will consider a practical rescheduling option where available.
Any statutory cancellation or refund right under applicable law overrides a conflicting part of this commercial schedule.
5 · DELIVERY, PICKUP & SITE ACCESS
Safe access and one responsible contact.
Standard delivery means one trip to and one collection from a safe, truck-accessible ground-level location agreed in the order.
Stairs, elevators, long carries, restricted loading, ferries, tolls, parking, timed access, waiting and after-hours service may require additional charges disclosed in the quote or supported by actual cost.
A customer representative who is at least 19 must receive the order, check the count and condition record, and sign the handover. An unattended delivery requires prior written approval and a secure location; responsibility transfers when delivery is documented.
Delivery windows are estimates unless a paid time-specific service is written into the order. Otisphere will communicate material delays as soon as reasonably possible.
If access is unsafe, unavailable or materially different from the disclosed conditions, Otisphere may pause service, relocate the handover point or charge reasonable additional labour or a return trip.
6 · SETUP & TEARDOWN
Service is included only when selected.
Delivery does not include setup, room rearrangement, decorating or teardown unless the service appears as a separate line in the confirmed order.
The customer must provide an approved layout, clear work area, safe power supply, venue access and an authorized onsite contact before the crew arrives.
Setup covers only the listed equipment and scope. Changes requested onsite may be declined or added as authorized labour if time and staffing permit.
The customer must obtain venue permission and all required permits. Otisphere may refuse or stop work that appears unsafe, unlawful or outside the approved scope.
Equipment scheduled for collection must be accessible, disconnected where required, and in the agreed collection location. An unsuccessful or delayed collection may result in waiting, labour or return-trip charges.
7 · HANDOVER, USE & RETURN
Condition evidence protects both sides.
Otisphere records quantities and visible condition at customer pickup or delivery, using the item list and time-stamped photographs where practical.
The customer must report missing items, incorrect quantities or pre-existing damage before use or promptly after discovery at info@otisphere.com or +1 778 239 8876.
The customer is responsible for reasonable care and secure, weather-protected storage from handover until every item is physically returned to Otisphere.
Equipment may be used only for its intended purpose. The customer must not alter, repair, sub-rent, relocate outside the approved site or allow unsafe use.
Unused equipment is not refundable because the inventory was reserved, transported or prepared and must still be inspected and serviced after return.
8 · RETURN CONDITION & LATE ITEMS
Return everything on time and ready to inspect.
All equipment, accessories, cables, cases, bins and packaging must be returned by the agreed deadline and in the same basic arrangement in which they were supplied.
Food, liquids, adhesive, wax, confetti and loose debris must be removed. Fabrics must be dry and protected from mildew. Normal post-rental sanitation remains Otisphere's responsibility.
Excessive soil, stains, odour, moisture, adhesive or improper packing may result in reasonable cleaning, labour or third-party treatment charges.
Late items may be charged up to the regular daily rental rate for each calendar day or part of a day, plus documented recovery or replacement-order costs reasonably caused by the delay.
If Otisphere arrives for an approved collection and the order is not ready or accessible, a waiting fee, labour charge or additional collection trip may apply.
9 · INSPECTION, DAMAGE, LOSS & SECURITY DEPOSIT
Document first, charge only what is supported.
Returned or collected equipment is inspected within two business days. Ordinary wear and damage already recorded at handover are not charged.
Chargeable amounts may include reasonable cleaning, labour, repair, missing accessories, late return and replacement when an item is missing or cannot safely or economically be repaired. Otisphere will not charge both full repair and full replacement for the same loss.
Before a post-return charge, Otisphere sends an itemized notice identifying the equipment, condition evidence, proposed amount and the repair, replacement or third-party basis used.
The customer has two business days after the notice to ask questions or provide relevant evidence. Otisphere will review a genuine dispute before charging the disputed amount.
A missing item returned within seven calendar days may qualify for reversal of the replacement charge, less documented recovery, repair, loss-of-use or downstream customer costs.
No refundable security deposit applies to a customer-pickup order when delivery, setup and teardown are all declined.
When delivery, setup or teardown is selected, a refundable security deposit equal to 25% of rental lines applies, subject to a $250 minimum and rounded up to the next $50. It must be shown before payment.
The deposit is released or refunded to the original card after inspection, less only documented amounts permitted by the accepted agreement. If supported costs exceed the deposit, the saved-card procedure below applies to the balance.
10 · OPTIONAL DAMAGE WAIVER
Limited accidental-damage protection.
The optional damage waiver is 8% of the rental subtotal and applies only when shown and accepted in the final order.
It is not insurance and does not transfer ownership or eliminate the customer's duty to protect the equipment.
It may cover qualifying accidental physical damage, subject to the final agreement and any stated limit.
It does not cover missing items, theft, misuse, intentional damage, unauthorized repair, improper transport, weather or moisture exposure, electrical damage caused by unsuitable power, or damage caused by ignoring instructions.
Ordinary wear and pre-existing damage are not customer charges whether or not the waiver is selected.
11 · SAVED CARD & ADDITIONAL CHARGES
Specific authorization—not a blank cheque.
At final checkout, Otisphere must obtain the customer's express consent to save the original credit card securely with Stripe for post-rental amounts specifically permitted by the agreement.
Otisphere does not store the full card number. Stripe provides a payment token used for the authorized purpose.
Permitted later amounts are limited to documented damage, loss, excessive cleaning, late return, additional collection, authorized onsite labour and applicable tax.
A charge is normally initiated no earlier than two business days after itemized notice and no later than 30 calendar days after return. If a third-party quote is delayed, Otisphere will give an update before charging.
Each materially separate later charge requires its own notice. A receipt is sent after every successful charge.
Nothing in this authorization removes the customer's card-network dispute rights or any non-waivable right under applicable law.
Every approved refund—including an eligible cancellation refund and refundable security-deposit balance—is returned only to the credit card used for the original payment.
Otisphere will not redirect a card refund to another card, bank account, person, cash or store of value.
If the original card expired or was replaced, the card issuer normally routes the credit to the linked account. The customer should contact the issuer if it does not appear.
Commercial refunds are initiated within 10 business days after approval. The card issuer may require additional processing time.
Any faster or different refund obligation imposed by applicable law controls.
13 · WEATHER, DELAY & FORCE MAJEURE
Safety comes before the event schedule.
The customer must protect equipment from rain, wind, heat, freezing, unstable surfaces and other unsafe conditions.
Otisphere may delay, suspend or stop delivery or installation where conditions create a reasonable safety, property or equipment risk.
Neither party is responsible for delay caused by events beyond reasonable control, including severe weather, wildfire, road closure, government order, utility failure, labour disruption or venue evacuation.
The parties will first consider a reasonable substitute, revised timing, rescheduling credit or partial performance. Refunds for unperformed obligations remain subject to the agreement and mandatory law.
If Otisphere cancels an affected product or service for reasons within its control and cannot provide an acceptable substitute, the customer receives a refund for that affected portion.
14 · RESPONSIBILITY & LIABILITY
Use the equipment responsibly.
The customer is responsible for injury, property damage or third-party claims caused by the customer's misuse, unauthorized alteration, unsafe site or breach of the agreement.
Otisphere is not responsible for indirect, special or consequential loss such as lost profit, lost opportunity, emotional distress or loss caused by a venue or third party, to the maximum extent permitted by law.
Except for liability that cannot legally be limited, Otisphere's total liability for a claim is limited to the amount paid for the product or service directly giving rise to that claim.
Nothing excludes liability for fraud, wilful misconduct, gross negligence or any consumer protection that cannot be waived.
The customer must maintain any venue or event insurance reasonably required by the venue, event type or final agreement.
15 · PRIVACY & PAYMENT DATA
Collect only what the order needs.
Otisphere collects contact, event, venue, order, communication and transaction information to prepare, deliver, administer and enforce the rental agreement.
Information is not used for unrelated marketing without the customer's consent. Necessary information may be shared with Stripe and service providers that support payment, communication, delivery, accounting, security or legal compliance.
Otisphere does not store full credit-card numbers. Payment data is handled by Stripe under its own security and privacy terms.
Records are retained only as reasonably required for the rental, disputes, accounting, tax, insurance, fraud prevention and legal obligations, then securely deleted or anonymized.
The Privacy Officer can be reached at info@otisphere.com for access, correction, consent or complaint questions.
These terms and each order are governed by the laws of British Columbia and the applicable laws of Canada.
If a provision is unenforceable, it is limited or removed only as necessary; the remaining terms continue.
A waiver must be in writing and applies only to the specific matter waived. Delay in enforcing a right is not a continuing waiver.
Updated website terms apply prospectively. The version accepted with a confirmed order governs that order unless the parties agree otherwise in writing.
Questions and notices may be sent to info@otisphere.com or +1 778 239 8876. Otisphere's legal business name and service address must appear in the final agreement before launch.
Add the registered business name and service address, approve the cancellation percentages and replacement values, then have BC counsel review the complete agreement and checkout authorization before Stripe is enabled.