Terms & Conditions

Last updated: October 2026

These Terms & Conditions apply to equipment rentals, production services, quote requests, reservations, payments, deliveries, pickups, and related services provided by Vibecraft Light & Sound, LLC (“Vibecraft,” “we,” “us,” or “our”).

By requesting or accepting a quote, making a payment, confirming a reservation, accepting delivery, picking up equipment, or using Vibecraft equipment or services, the customer (“Customer,” “you,” or “your”) agrees to these Terms & Conditions.

1. Quotes and Reservations

Submitting a quote request does not guarantee equipment availability and does not create a confirmed reservation.

A reservation is considered confirmed only after Vibecraft has approved the request, finalized the applicable quote or order, received any required payment or deposit, and confirmed the reservation to the Customer.

Until a reservation is confirmed, equipment may remain available to other customers.

Quotes may be revised if rental dates, quantities, equipment, venue conditions, delivery requirements, event times, services, labor requirements, or other material details change.

2. Rental Period

The rental period begins and ends at the dates and times shown on the confirmed reservation, quote, or order.

Equipment must be returned by the agreed return time unless Vibecraft approves an extension in advance.

Late returns may result in additional rental charges. If a late return prevents Vibecraft from fulfilling another confirmed reservation, the Customer may also be responsible for reasonable losses or additional costs resulting from the delay.

3. Rental Packages

Some Vibecraft rental packages include multiple individual pieces of equipment.

Unless specifically stated otherwise, package pricing applies to the package as a whole and does not represent the sum of the standalone rental rates for each individual component.

Vibecraft may substitute an item within a package with equipment of comparable or better capability when reasonably necessary due to maintenance, equipment failure, availability, or other operational circumstances.

Any substitute will be reasonably suitable for the intended use of the package.

4. Payment

Payment requirements will be shown on the applicable quote, invoice, reservation, or checkout page.

Unless otherwise agreed in writing, any balance due must be paid before equipment is released or before services begin.

Vibecraft may require full payment in advance, a reservation deposit, a damage or security deposit, a valid payment method, identification, or other reasonable verification before releasing equipment.

Applicable sales taxes and other legally required charges will be added where required.

5. Cancellations

Unless a different cancellation policy is stated in writing on the applicable quote or agreement, the following policy applies:

More than 7 days before the scheduled rental or event:
The Customer may cancel for a refund of amounts paid, less non-refundable payment processing charges, special-order expenses, subcontractor expenses, or other costs already incurred specifically for the reservation.

Between 72 hours and 7 days before the scheduled rental or event:
Vibecraft may retain up to 50% of the agreed rental and service amount.

Less than 72 hours before the scheduled rental or event:
The Customer may be responsible for the full amount of the reservation.

Special-order equipment, custom services, subcontractor expenses, or other non-recoverable costs may be non-refundable regardless of the cancellation date.

Vibecraft may make exceptions to this policy at its discretion.

6. Weather and Outdoor Use

The Customer is responsible for providing a safe environment for equipment used outdoors.

Equipment may not be exposed to rain, standing water, excessive moisture, unsafe wind, extreme temperatures, unstable structures, or other conditions that could damage equipment or create a safety hazard.

Vibecraft may delay, suspend, relocate, disconnect, or remove equipment if Vibecraft reasonably determines that conditions are unsafe.

Weather-related cancellations remain subject to the applicable cancellation policy unless Vibecraft agrees otherwise in writing.

7. Customer Pickup and Return

For customer-pickup rentals, the Customer is responsible for picking up and returning the equipment at the agreed location and time.

The person picking up equipment may be required to present a valid government-issued photo ID and may be required to provide payment information or other verification matching the reservation.

Vibecraft may refuse to release equipment if reasonable identity, payment, or reservation verification cannot be completed.

From the time equipment is released to the Customer until it is returned and accepted by Vibecraft, the Customer is responsible for safely transporting, storing, protecting, and using the equipment.

8. Delivery, Setup, Operation, and Strike

Delivery, setup, system operation, technicians, teardown, and equipment removal are included only when specifically stated in the applicable quote or reservation.

The Customer is responsible for providing reasonable and timely access to the venue, loading areas, elevators, parking, electrical service, staging areas, and other facilities necessary for Vibecraft to perform the agreed services.

Additional charges may apply for conditions outside the original scope, including excessive wait time, difficult or unexpected load-in conditions, stairs, restricted access, venue delays, event schedule changes, extended event times, additional equipment requests, or work requested after Vibecraft personnel arrive.

9. Overtime and Schedule Changes

Rental packages or production services that include a specified number of service hours are limited to the number of hours stated in the quote or reservation.

If the Customer requests that Vibecraft personnel or equipment remain beyond the scheduled service period, additional time may be charged at Vibecraft’s then-current overtime or additional-hour rate.

Overtime charges may also apply when an event runs late due to venue delays, performers, presenters, Customer schedule changes, or circumstances outside Vibecraft’s control.

10. Customer Responsibility for Equipment

The Customer assumes responsibility for rented equipment from the time it is released to the Customer, delivered to the Customer, or placed under the Customer’s control until it is returned to or recovered by Vibecraft.

The Customer agrees to use the equipment only for its intended purpose and in a reasonably safe manner.

The Customer may not, without Vibecraft’s permission:

• modify or alter equipment;
• open, disassemble, or attempt to repair equipment;
• remove serial numbers, asset tags, or identifying labels;
• sublease, transfer, or loan rented equipment to another party;
• use equipment in an unlawful, abusive, or unsafe manner.

11. Loss, Theft, Damage, and Replacement Value

The Customer is responsible for loss, theft, destruction, or damage to rented equipment while the equipment is in the Customer’s possession or control, except for ordinary wear and tear or damage caused solely by Vibecraft.

Responsibility may include the reasonable cost of:

• repair;
• replacement;
• missing components or accessories;
• missing cables, stands, cases, batteries, adapters, or other included items;
• cleaning beyond normal use;
• shipping, diagnostic, or service charges;
• reasonable loss-of-use costs while damaged equipment is unavailable for rental.

If an item is lost, stolen, destroyed, or cannot reasonably be repaired, the Customer may be responsible for its reasonable replacement value, including the cost of obtaining a commercially comparable replacement.

12. Damage Charges and Payment Authorization

To the extent permitted by law and the applicable payment processor’s rules, the Customer authorizes Vibecraft to charge an approved payment method for amounts properly due under the rental agreement, including agreed rental charges, approved extensions, late charges, missing items, repair costs, or replacement costs.

Before charging a payment method for significant damage or replacement costs, Vibecraft will make reasonable efforts to provide the Customer with a description of the loss or damage and the amount being charged.

If a payment method cannot legally or technically be charged without additional authorization, Vibecraft may instead issue an invoice or otherwise seek payment from the Customer.

13. Inspection and Reporting Problems

The Customer should inspect equipment when it is received or picked up.

Any missing items, visible damage, or functional problems should be reported to Vibecraft as soon as reasonably possible.

Failure to report an obvious problem promptly may make it more difficult to determine when or how the issue occurred.

14. Equipment Operation

The Customer is responsible for ensuring that equipment is operated by persons who are reasonably competent to use it safely.

Vibecraft is not responsible for equipment damage, personal injury, event interruption, data loss, audio or video quality issues, or other problems caused by improper operation, misuse, incorrect connections, incompatible third-party equipment, inadequate electrical service, venue infrastructure, or use outside the equipment’s intended purpose.

15. Electrical Power and Venue Conditions

Unless electrical power is specifically included in Vibecraft’s scope of work, the Customer or venue is responsible for providing safe, properly grounded, and adequate electrical service.

Vibecraft is not responsible for interruptions or damage caused by power outages, voltage irregularities, overloaded circuits, improperly wired outlets, generators supplied by others, venue electrical systems, or similar conditions outside Vibecraft’s control.

16. Availability and Equipment Failure

Vibecraft makes reasonable efforts to provide equipment in good working order.

If reserved equipment becomes unavailable because of damage, failure, theft, late return by another customer, or another circumstance outside Vibecraft’s reasonable control, Vibecraft may substitute comparable equipment, adjust the rental charge, refund the affected portion of the reservation, or cancel the affected equipment or service.

17. Limitation of Liability

To the fullest extent permitted by law, Vibecraft will not be liable for indirect, incidental, special, consequential, exemplary, or lost-profit damages arising from a rental, reservation, equipment failure, service, event interruption, or use of Vibecraft equipment.

Except where a greater amount is required by law, Vibecraft’s total liability arising from a particular rental or service will not exceed the amount actually paid to Vibecraft for that rental or service.

Nothing in these Terms is intended to waive liability that cannot legally be waived under applicable law.

18. Customer Indemnification

To the extent permitted by law, the Customer agrees to indemnify and hold harmless Vibecraft Light & Sound, LLC and its members, employees, and contractors from third-party claims, damages, losses, or expenses arising from the Customer’s misuse of equipment, negligence, violation of law, or material violation of these Terms.

19. Independent Contractors and Third-Party Services

Vibecraft may use independent contractors, technicians, transportation providers, production specialists, or other third-party service providers when reasonably necessary.

Each independent contractor remains responsible for their own acts and omissions except to the extent otherwise required by law.

20. Force Majeure

Vibecraft will not be responsible for failure or delay caused by events beyond its reasonable control, including severe weather, natural disasters, governmental actions, civil emergencies, utility failures, transportation disruptions, venue closures, labor disruptions, or similar events.

21. Photographs and Portfolio Use

Vibecraft may photograph its own equipment, installations, staging, or production work for portfolio, website, and promotional purposes unless the Customer requests otherwise in writing before the event.

Vibecraft will not knowingly publish confidential information supplied by the Customer.

22. Governing Law

These Terms are governed by the laws of the State of Florida.

Any legal action relating to these Terms or Vibecraft’s services will be brought in an appropriate court having jurisdiction in Florida, unless the parties agree otherwise in writing.

23. Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will remain in effect to the fullest extent permitted by law.

24. Changes to These Terms

Vibecraft may update these Terms periodically. The version applicable to a rental or service will generally be the version in effect when the reservation is confirmed.

25. Contact

Vibecraft Light & Sound, LLC
1150 Snead Ave, Sarasota, FL 34237
info@vibecraftlightandsound.com
941-479-1149