Updated on: July 15th, 2026
IT IS THE RENTER’S RESPONSIBILITY TO READ THE TERMS AND CONDITIONS THOROUGHLY PRIOR TO RENTING WITH VPR. THE RENTER AGREES TO THESE TERMS BY TAKING POSSESSION OF ANY ITEM OF EQUIPMENT.
Definition. THE RENTER is defined as an individual who pays a fee to hire equipment from Vancouver Projector Rentals (referred to as VPR for the rest of the document). By renting with VPR, THE RENTER accepts the following terms and conditions made between VPR and THE RENTER.
Cost. By renting with VPR, THE RENTER agrees to pay for the hired equipment.
Responsibility. THE RENTER accepts complete responsibility for all the users of the equipment during the time the equipment is being hired by THE RENTER.
Equipment Care. THE RENTER will exercise care over the hired equipment so as to prevent any loss and/or damage to the equipment.
Payment Method Tokenization & Pre-Authorized Recharging. For security and privacy, VPR does not store raw credit card data. However, by taking possession of the equipment, THE RENTER explicitly agrees that VPR retains the capability to recharge the payment method used for the original transaction via our secure payment processor. VPR reserves the right to automatically process these subsequent charges without seeking further explicit authorization from THE RENTER in the event of rental extensions, unreturned items, late returns, or equipment damage/loss.
Non-functional Equipment. It is THE RENTER’S responsibility to inspect the condition of the equipment upon receiving the equipment. If the equipment appears to be non-functional, THE RENTER is to contact VPR immediately. VPR will try to provide a replacement, but this may not be possible. If a replacement is not possible, please notify VPR in written form, specifying the time of use and issues with the equipment, to qualify for any consideration of a refund or partial refund.
Equipment Delivery and/or Pickup. THE RENTER is responsible for providing detailed information to ensure equipment delivery and / or pickup. If THE RENTER fails to do so, THE RENTER is to pay for any delivery/pickup and/or failed delivery/pickup attempt. Any hired equipment not picked up or accepted during the delivery attempt will be charged to THE RENTER in full unless a cancellation notice is given.
Late Fees. THE RENTER will return all hired equipment by the due date. THE RENTER will be subject to late fees unless prior notification is given no later than 6 hours before the due time. If THE RENTER fails to notify VPR beforehand, every late day is calculated as a full-day rental price and will be automatically recharged to the payment method on file without further notice.
Cancellation for rentals without technician services. Cancellation made 2 business days before the commencement of the rental period is subject to a 20% charge of the original transaction amount to cover transaction fees. Cancellation within 1 business day before the commencement of the rental period without valid reasons is subject to a 50% charge of the original transaction. Cancellation on the day of commencement of the rental period without valid reasons is subject to a full charge. The cancellation will be charged in full once the courier has departed for the rental site. VPR may waive the cancellation fees if THE RENTER provides a valid reason. VPR preserves the right to give a final judgment on “valid reasons”.
Cancellation for rentals with technician services included. Cancellation before 7 business days before the commencement of the rental period is subject to a 20% charge of the original transaction amount to cover transaction fees. Cancellation within four business days before the commencement of the rental period without valid reasons is subject to a 50% charge of the original transaction. Cancellation within three business days before the commencement of the rental period without valid reasons is subject to a full charge. The cancellation will be charged in full once the courier has departed for the rental site. VPR may waive the cancellation fees if THE RENTER provides a valid reason. VPR preserves the right to give a final judgment on “valid reasons”.
Rescheduling Orders. THE RENTER may request to reschedule an order subject to the following conditions:
Rescheduling Orders: Equipment Availability: All rescheduling requests are strictly subject to equipment availability. VPR does not guarantee that the same equipment or packages will be available for the newly requested dates.
Rescheduling Orders: Lock-In of Original Cancellation Penalties: Rescheduling an order does not reset or extend the cancellation timeline or the refund eligibility of the original transaction. The cancellation policy and potential refunds are permanently “locked in” based on the date the rescheduling request is made:
Rescheduling Orders: Partial Refund Lock-In: If THE RENTER reschedules an order during a period when a cancellation would trigger a penalty (e.g., rescheduling the day before the event, which carries a 50% cancellation fee), that penalty remains permanently attached to the order. If the rescheduled order is subsequently canceled, even weeks or months before the new rental date, THE RENTER will still only be eligible for a 50% refund.
Rescheduling Orders: No Refund Lock-In: If THE RENTER reschedules an order during a period when a refund is no longer applicable under the cancellation policy (e.g., on the day of the rental), THE RENTER forfeits all rights to a refund. If the rescheduled order is subsequently canceled at any point, no refund will be issued.
Assignment, etc. The hired equipment may not be assigned, transferred, pledged, sublet or lent by THE RENTER to anyone without prior written consent of VPR.
Equipment Condition. Upon return THE RENTER shall return the hired equipment and all accessories (including, but not limited to, power cables, adapters, cables, presentation clicker, extension cords, etc.). VPR will test the returned equipment to ensure that it is in the same condition as at the time of delivery thereof to THE RENTER. Ordinary wear and tear resulting from the proper use thereof alone excepted.
Equipment Loss, Theft or Damage. THE RENTER will notify VPR immediately in the event of any equipment loss, theft or damage or if THE RENTER is not able to return the hired equipment due to any reason.
THE RENTER accepts complete responsibility for any loss, theft and or damage that is caused to the hired equipment due to THE RENTER’s negligence and or improper use of the hired equipment during the rental period.
THE RENTER will notify VPR if there is any loss and or damage to the hired equipment due to negligence and or improper use. Not using the hired equipment, the way VPR and or the manufacturer’s instructions; not using the hired equipment for its intended purpose; allowing the hired equipment out of THE RENTER’s personal control and possession; and or not protecting the hired equipment from damage or loss all hereby constitute “improper use”.
Compensation. THE RENTER agrees to pay the cost of replacement or any repairs to the hired equipment up to the retail price of the hired equipment… THE RENTER acknowledges and agrees that these replacement or repair costs, including missing accessories (cables, adapters, clickers, etc.), will be charged directly to the payment method on file without requiring additional renter approval.
Liability. THE RENTER assumes all risk or loss, destruction and liability resulting from the use of the hired equipment and hereby acknowledges that VPR will not be held liable for any injury, loss or damage, direct or consequential, that may arise out of the use or the improper use of the hired equipment regardless if used singularly or in connection with any other equipment.
VPR’s Expenses. THE RENTER shall pay VPR all costs and expenses, including attorney’s fees, incurred by VPR in exercising any of its rights or remedies hereunder or enforcing any of the terms, conditions, or provisions hereof.
Courier Services. THE RENTER is responsible to be at the delivery and pickup location for the courier to drop off/pickup the equipment throughout the duration of your courier window. If the renter has selected the 8-hour window, the renter is responsible to be at that location from 9:00 am to 5:00 pm. If the renter cannot be at the location during the entire window, please email VPR with explicit instructions on where and how the delivery/pickup will be done. If there is a different person accepting the equipment please provide us with that information as well along with their phone number so the courier can contact them. If the courier does show up during the agreed upon and paid window and no one is at the location, the courier will call the contact. If no one answers, they will leave and your delivery services will be voided until the renter gets into contact with a VPR representative.
