SOVARA - Rental Agreement
Effective Date: October 12, 2026
This Rental Agreement ("Agreement") is entered into between Sovara, LLC ("Sovara," "we," "us," or "our") and the individual or entity identified in the booking confirmation ("Customer," "Renter," or "you").
By completing a reservation and electronically accepting this Agreement, the Customer agrees to the following terms governing the rental and use of Sovara's products and services.
1. Rental Agreement and Scope
Sovara provides temporary rentals of curated tablescapes, dinnerware, glassware, linens, decorative accessories, entertainment materials, and other event-related products (collectively, "Rental Items").
The specific Rental Items, quantities, rental fees, applicable delivery charges, rental dates, and any additional services are identified in the Customer's confirmed booking.
All Rental Items remain the property of Sovara or its respective suppliers, licensors, or owners at all times.
The Customer receives only the temporary right to use the Rental Items during the agreed rental period. No ownership rights are transferred.
2. Booking and Payment
2.1. Reservation Confirmation. A reservation is confirmed only after Sovara accepts the booking and the required payment has been successfully processed. Submitting an inquiry, customization request, or booking request does not guarantee availability.
2.2. Payment. Unless otherwise stated in writing, payment in full is required at the time of booking.
2.3. Pricing. The Customer agrees to pay all charges disclosed during checkout, including rental fees, applicable taxes, delivery charges, and selected add-ons.
2.4. Additional Charges. Charges arising from loss, damage, missing items, late returns, or other violations of this Agreement are handled under the applicable provisions below. Any additional charges must be reasonable, documented, and consistent with this Agreement and applicable law.
2.5. Initial Payment Authorization. By providing a payment method during checkout, the Customer authorizes Sovara to process the charges associated with the confirmed booking. This authorization applies only to the charges disclosed and accepted at the time of the transaction.
2.6. Post-Rental Charges. If additional amounts become payable following the rental, Sovara will issue a separate, itemized invoice to the Customer. Such charges may include:
Documented repair or replacement costs for damaged, lost, or missing Rental Items.
Reasonable extraordinary cleaning charges under Section 8.
Applicable late-return charges under Section 10.
Documented additional delivery or retrieval charges resulting from circumstances within the Customer's control.
2.7. Documentation and Notification. Before requesting payment of additional charges, Sovara will send an itemized statement to the Customer's email address on file. The statement will identify the reason for each charge, the amount requested, and reasonable supporting documentation, including photographs, inventory records, receipts, or repair and replacement estimates, as applicable.
2.8. Dispute Period. The Customer may dispute any additional charge by emailing carly@rentsovara.com within seven calendar days after receiving the itemized statement. Sovara will review timely disputes in good faith and provide its determination in writing. The payment deadline for a timely disputed amount will be suspended until the review is completed and the determination has been communicated.
2.9. Payment of Additional Invoices. Undisputed additional charges are payable within fourteen calendar days after the itemized invoice is received. For timely disputed charges, payment of any amount determined to be properly owed is due within fourteen calendar days after Sovara communicates its determination in writing. Customers will be provided with a secure payment method to complete any additional payments.
2.10. No Automatic Post-Rental Charges. Sovara will not automatically charge the Customer's original payment method for damage, loss, late returns, cleaning, or other post-rental expenses without obtaining a separate payment authorization. Payment of a post-rental invoice requires the Customer to independently authorize the applicable transaction.
2.11. Unpaid Amounts. If an invoiced amount remains unpaid after the applicable payment deadline, Sovara may pursue reasonable and lawful collection remedies. Sovara will not impose undisclosed collection fees, penalties, or interest. Any costs of collection must be recoverable under applicable law or a separate enforceable agreement.
2.12. Payment Disputes and Customer Rights. Nothing in this section limits the Customer's rights to dispute charges, request supporting documentation, or pursue remedies available under applicable law.
3. Rental Period
3.1. The rental period begins at the confirmed delivery or pickup time and ends at the return deadline stated in the booking confirmation.
3.2. Unless otherwise specified in writing, the standard rental period is 72 hours.
3.3. The Customer must have all Rental Items properly packed, accessible, and ready for retrieval at the agreed return time.
3.4. An extension must be requested and approved by Sovara before the original return deadline. Extensions are subject to availability and may involve additional charges disclosed before approval.
3.5. Keeping Rental Items beyond the confirmed return deadline without approval constitutes a late return, subject to the grace period described in Section 10.
3.6. Delayed Retrieval by Sovara. If the Customer has properly packed and made all Rental Items available at the agreed time and location, but Sovara does not retrieve them as scheduled for reasons within Sovara's control, the Customer will not incur late fees or additional rental charges solely because of the delay.
3.7. Responsibility During Retrieval Delays. When a retrieval delay is caused by Sovara, the Customer agrees to exercise reasonable care in safeguarding the Rental Items until retrieval occurs. The Customer will not be automatically responsible for loss or damage occurring solely because of Sovara's delay. Responsibility for any such loss or damage will be determined by the circumstances, each party's conduct, and applicable law.
3.8. Sovara will make reasonable efforts to arrange a new retrieval time when a delay occurs. Any change to the scheduled retrieval must be confirmed in writing.
4. Delivery and Retrieval
4.1. Delivery Area. Sovara provides delivery within its designated service area. Deliveries outside this area may be declined or subject to additional charges agreed upon before booking.
4.2. Delivery Access. The Customer must provide an accurate delivery address, suitable unloading access, and any instructions reasonably necessary to complete the delivery safely.
4.3. Receiving the Rental. The Customer or an authorized adult must be available to receive the Rental Items unless an alternative delivery arrangement has been approved in writing.
4.4. Inspection. The Customer must inspect the Rental Items upon receipt and notify Sovara of any readily observable missing, damaged, or incorrect items within two hours of delivery, or before the event begins, whichever occurs first. Damage, defects, or discrepancies that could not reasonably have been identified during the initial inspection must be reported promptly after discovery. The Customer should provide photographs or other relevant information when reasonably available. Failure to identify a concealed or pre-existing issue during the initial inspection does not automatically establish Customer responsibility for that condition.
4.5. Condition Documentation. Sovara may document the condition and quantity of Rental Items through photographs, inventory records, and delivery confirmations.
4.6. Retrieval Preparation. The Customer is responsible for returning items to their designated packaging and making them available at the agreed retrieval location and time.
4.7. Failed Delivery or Retrieval. If delivery or retrieval cannot be completed due to inaccurate information, inaccessible premises, absence of a required recipient, or another circumstance within the Customer's control, reasonable additional costs for a repeat trip may apply. Sovara will document such costs.
5. Customer Responsibilities
Throughout the rental period, the Customer agrees to:
Exercise reasonable care when using, handling, and transporting Rental Items.
Use the Rental Items only for their intended purposes.
Keep Rental Items at the approved event location unless Sovara provides written permission for relocation.
Prevent unnecessary exposure to rain, extreme heat, high winds, moisture, or other conditions likely to cause damage.
Supervise use by children and other guests where appropriate.
Ensure that Rental Items are not altered, dismantled, repaired, painted, or permanently modified.
Prevent Rental Items from being sold, transferred, subleased, or lent to another party.
Follow all product-specific instructions provided by Sovara.
Promptly notify Sovara of any loss, breakage, damage, theft, or safety concern.
The Customer is responsible for ensuring that guests and other individuals permitted to use the Rental Items comply with reasonable care and use requirements.
6. Setup and Event Conditions
6.1. Unless expressly included in the confirmed booking, Sovara does not provide event setup, styling, installation, on-site supervision, or teardown services.
6.2. The Customer is responsible for arranging Rental Items safely on stable, appropriate surfaces.
6.3. Tables, chairs, stands, hanging decorations, and similar items must be used according to any weight, placement, or installation restrictions provided by Sovara.
6.4. The Customer shall not suspend, mount, or attach Rental Items to ceilings, walls, fixtures, or other structures without Sovara's prior written approval.
6.5. The Customer is responsible for determining whether the event location permits the use of rented items and for obtaining any necessary venue permissions.
7. Candles, Fire, and Safety
7.1. Open flames are prohibited in or near Rental Items unless Sovara expressly identifies specific products as suitable for that use.
7.2. Flameless candles supplied by Sovara must not be modified or exposed to excessive heat or moisture.
7.3. The Customer must not place Rental Items near fireplaces, fire pits, grills, heating equipment, or other hazardous heat sources.
7.4. Glassware, ceramic items, decorative objects, and similar Rental Items may be fragile. The Customer is responsible for reasonable supervision and safe handling.
7.5. Decorative items are not toys and should be kept away from young children.
7.6. Sovara is not responsible for unsafe arrangements, modifications, or uses created by the Customer or guests, except to the extent liability results from Sovara's own acts or omissions or otherwise cannot lawfully be excluded.
8. Cleaning and Repacking
8.1. Professional cleaning is included in the standard rental fee unless otherwise disclosed.
8.2. The Customer is not required to wash, polish, launder, or otherwise professionally clean Rental Items.
8.3. Before repacking, the Customer must:
Remove food scraps and liquids from plates, bowls, flatware, and glassware.
Empty containers that held liquids.
Remove personal belongings, food, and disposable materials.
Allow damp items to air-dry when reasonably practical.
Separate and report broken or visibly damaged Rental Items to Sovara.
Return reusable items to their designated packaging using the provided instructions.
8.4. The Customer must not use abrasive cleaning products, bleach, dishwashers, washing machines, or other cleaning methods unless expressly permitted.
8.5. Excessive soiling, permanent staining, wax damage, or other conditions requiring extraordinary cleaning may result in a reasonable additional cleaning charge reflecting the documented work necessary to restore the item.
Ordinary food residue and normal post-event cleaning do not constitute excessive soiling.
9. Damage, Loss, and Missing Items
9.1. The Customer is responsible for loss of or damage to Rental Items occurring while the items are in the Customer's possession or control, except for ordinary wear and tear, pre-existing conditions, or damage caused by Sovara.
9.2. Ordinary Wear and Tear. Reasonable signs of normal use, including minor cosmetic wear that does not materially affect the item's appearance, function, or rental suitability, will not result in additional charges.
9.3. Repairable Damage. When an item can reasonably be restored, the Customer may be charged the documented reasonable cost of repair, cleaning, or restoration, not exceeding the item's applicable replacement cost.
9.4. Irreparable Damage or Loss. When an item is lost, stolen, destroyed, or damaged beyond economical repair, the Customer may be charged its reasonable replacement cost, including necessary shipping or procurement expenses.
9.5. Vintage and Specialty Items. Certain Rental Items may be vintage, discontinued, handmade, or difficult to replace. Replacement charges for these items will reflect a reasonable cost for obtaining a comparable item of similar quality, design, age, condition, and function, rather than an arbitrary premium.
9.6. Missing Items. Any items not returned by the agreed deadline must be reported immediately. Sovara may provide a reasonable opportunity to locate and return missing items before assessing replacement charges, provided the delay does not materially interfere with another confirmed booking.
9.7. No Duplicate Recovery. Sovara will not charge both the full replacement cost and the full repair cost for the same item. Any recovered item, insurance payment, or other compensation will be accounted for to avoid duplicate recovery.
9.8. Documentation. Sovara will provide an itemized explanation of additional charges, supported by reasonable documentation such as photographs, receipts, comparable replacement listings, or repair estimates.
9.9. The Customer may dispute an additional charge in writing within seven calendar days after receiving the itemized statement. Sovara will review supporting information in good faith.
10. Late Returns
10.1. Rental Items must be properly packed, accessible, and available for retrieval by the return deadline specified in the Customer's booking confirmation.
10.2. Grace Period. Sovara provides a 30-minute grace period following the scheduled return deadline. No late fee will be assessed if the Rental Items are made available for retrieval within this period.
10.3. Late Fee. If the Rental Items are not properly packed and available for retrieval more than 30 minutes after the scheduled return deadline, a one-time late fee of $39 may be assessed, provided the charge is reasonable and enforceable under applicable law. The fee will not be charged repeatedly for the same continuous late-return occurrence.
10.4. Extended Delays. If the Customer continues to retain Rental Items beyond the agreed rental period and the delay interferes with another confirmed booking or causes additional documented losses, Sovara may seek recovery of reasonable, legally recoverable losses. Any late fee already assessed will be credited against recovery for the same loss to prevent duplicate compensation.
10.5. Sovara-Caused Delays. No late fee will be assessed when the Customer has properly prepared and made Rental Items available on time but Sovara fails to retrieve them as scheduled for reasons within Sovara's control.
10.6. Extension Requests. A request for additional rental time must be submitted before the original return deadline. An extension is not effective unless Sovara confirms its approval in writing.
10.7. Notice of Late Charges. Any late fee or other charge assessed under this section will be communicated and invoiced in accordance with Section 2.
11. Cancellations and Rescheduling
The following cancellation policy applies unless a different policy is expressly disclosed and accepted at booking:
Cancellation 14 or more calendar days before scheduled delivery: Full refund of rental charges.
Cancellation 7–13 calendar days before scheduled delivery: Refund of 50% of rental charges.
Cancellation fewer than 7 calendar days before scheduled delivery: Rental charges are nonrefundable.
11.1. Refunds for separately priced delivery services that have not been performed will be provided unless documented, nonrecoverable delivery-related costs have already been incurred and were disclosed as nonrefundable.
11.2. Custom-designed, personalized, or specially procured products may have separate cancellation conditions, but these must be disclosed and accepted before payment.
11.3. A request to reschedule is subject to availability and must be approved in writing by Sovara.
11.4. Any additional charges or changes to the cancellation terms resulting from rescheduling must be disclosed before the Customer accepts the new date.
11.5. If Sovara cancels a confirmed booking for reasons within its control and cannot provide the contracted rental, the Customer will receive a full refund of amounts paid for the undelivered booking.
11.6. Nothing in this section limits rights or remedies that cannot legally be waived.
12. Inventory Availability and Substitutions
12.1. Sovara will make commercially reasonable efforts to provide the Rental Items identified in the confirmed booking.
12.2. If an item becomes unavailable because of unexpected damage, loss, or another circumstance, Sovara may propose a substitute of comparable or better quality.
12.3. Any materially different substitution affecting the collection's appearance, functionality, or intended experience requires the Customer's approval.
12.4. If the Customer declines a material substitution, Sovara will provide an appropriate refund for the unavailable item or affected portion of the rental. If the missing item substantially defeats the purpose of the selected collection, the Customer may cancel the affected booking for a refund.
12.5. Minor differences in naturally variable or vintage items do not constitute a material substitution when those variations were reasonably disclosed.
13. Optional Activities and Experiences
13.1. Experience Offerings. Certain collections may include optional activities, entertainment materials, games, craft supplies, or other interactive elements ("Experiences").
13.2. Instructions and Intended Use. Experiences must be used according to the instructions and warnings provided by Sovara or the applicable creator or licensor.
13.3. Consumable and Reusable Materials. Consumable materials may be intended for single use, while reusable supplies, equipment, printed materials, game pieces, and other components remain the property of Sovara or their respective owners unless expressly identified as take-home items.
13.4. Participant Responsibility. The Customer is responsible for supervising guests and determining whether each Experience is appropriate for participants, including considerations involving allergies, sensitivities, age, and physical ability.
13.5. Ingredient and Safety Information. Sovara does not represent that food-related or fragrance-related activities are suitable for every participant. Any ingredient or safety information supplied must be reviewed before use.
13.6. Intellectual Property Ownership. Reusable game materials, printed designs, creative content, artwork, and other intellectual property may be owned by Sovara or third-party licensors. Rental of an Experience does not transfer ownership of the underlying intellectual property.
13.7. Restrictions on Reproduction and Commercial Use. Unless expressly authorized in writing, the Customer may not reproduce, distribute, publish, resell, commercially perform, or create derivative products from protected Experience materials.
13.8. Authorized Participation. Customers may use the supplied materials as reasonably necessary to participate in the booked private event, subject to any clearly disclosed experience-specific restrictions.
13.9. Experience Inventory. Reusable Experience materials, including game pieces, instruction books, props, cards, containers, and other supplied components, may be documented in an inventory provided with the rental. Unless expressly designated as consumable or take-home items, all such components must be returned.
13.10. Missing or Damaged Experience Components. Missing, lost, or damaged reusable Experience components are subject to the provisions of Section 9. Replacement charges will reflect reasonable documented costs. Any additional restrictions or charges resulting from third-party licensing arrangements must be disclosed to the Customer before booking.
13.11. Third-Party Licensed Experiences. Certain Experiences may contain creative materials licensed to Sovara by third parties. The Customer agrees to comply with any additional lawful use restrictions expressly disclosed with the Experience. Such restrictions do not override the specific rights granted to the Customer through the confirmed booking.
14. Personal Property and Event Responsibility
14.1. Sovara is not an event planner, caterer, food service provider, bartender, or event supervisor unless a specific service is expressly included in the booking.
14.2. The Customer remains responsible for the conduct of the event, including food preparation, beverage service, guest supervision, venue compliance, and the safe arrangement and use of rented items.
14.3. Sovara is not responsible for loss of or damage to the Customer's unrelated personal property caused by circumstances beyond Sovara's reasonable control or by the Customer's misuse of Rental Items.
14.4. Nothing in this Agreement relieves Sovara of responsibility for its own negligence, defective products, breach of contract, or other liability that cannot lawfully be excluded or limited.
15. Liability and Indemnification
15.1. Each party remains responsible for its own acts and omissions as provided by applicable law.
15.2. To the extent permitted by applicable law, Sovara will not be liable for indirect, incidental, special, or consequential damages arising solely from circumstances beyond its reasonable control.
15.3. The Customer agrees to indemnify and hold Sovara harmless from third-party claims, losses, and reasonable expenses to the extent directly caused by the Customer's negligent, reckless, or wrongful conduct, misuse or unauthorized alteration of Rental Items, or material breach of this Agreement.
15.4. The foregoing indemnification does not apply to the extent a claim arises from Sovara's negligence, misconduct, defective products, or other acts or omissions for which Sovara is legally responsible.
15.5. Nothing in this Agreement waives consumer protection rights or excludes liability where such exclusion is prohibited by law.
16. Events Beyond Reasonable Control
Neither party is responsible for failure or delay in performing an obligation when caused by circumstances beyond that party's reasonable control, including severe weather, natural disasters, government restrictions, or major transportation disruptions, provided that the affected party promptly communicates the issue and takes reasonable measures to reduce its impact.
If an event makes performance impossible, the parties will attempt to agree on a reasonable alternative delivery date or service arrangement.
If Sovara cannot provide the rental and no acceptable alternative is available, the Customer will receive a refund for the undelivered rental.
This section does not excuse obligations that arose before the event or payment for Rental Items already lost or damaged while under the Customer's control.
17. Disputes and Applicable Law
17.1. The parties agree to make a good-faith effort to resolve disputes by communicating directly before initiating legal proceedings.
17.2. This Agreement is governed by the laws of the State of Kansas, without regard to conflict-of-law principles, except where mandatory law requires otherwise.
17.3. Any legal action arising from this Agreement must be brought in a court having proper jurisdiction and venue under applicable law.
17.4. Nothing in this Agreement limits the Customer's right to pursue remedies available under applicable consumer protection laws.
18. Entire Agreement and Changes
18.1. This Agreement, together with the confirmed booking, applicable item inventory, and expressly incorporated booking policies, constitutes the agreement between the parties regarding the rental.
18.2. In the event of a conflict, specifically agreed booking terms control over general provisions of this Agreement regarding the applicable booking.
18.3. Changes to an existing confirmed rental must be agreed upon by both parties, unless otherwise expressly permitted by this Agreement or required by law.
18.4. If any provision is determined to be invalid or unenforceable, the remaining provisions will continue in effect to the extent legally permissible.
18.5. A party's failure to enforce a provision on one occasion does not automatically waive its right to enforce that provision on another occasion.
19. Communication and Notices
19.1. Contact Information. The Customer agrees to provide accurate and current contact information, including a valid email address and telephone number, at the time of booking. The Customer is responsible for promptly notifying Sovara of any changes to this information before the rental is completed.
19.2. Official Notice Address. All formal communications concerning reservations, cancellations, rescheduling, delivery arrangements, damage claims, payment disputes, and other matters relating to this Agreement must be sent by email to carly@rentsovara.com, unless Sovara subsequently designates another official email address in writing.
19.3. Electronic Communications. The Customer agrees that Sovara may communicate electronically regarding the rental, including booking confirmations, invoices, delivery instructions, return reminders, changes to arrangements, and notices concerning damage or additional charges. Transactional communications are separate from promotional or marketing communications.
19.4. Customer Notices. Notices from the Customer are considered received when successfully delivered to Sovara's designated email address, provided the Customer does not receive an automated delivery-failure notification and subject to any applicable legal requirements. Delivery or receipt of a request does not constitute approval or acceptance of the request.
19.5. Sovara Notices. Sovara will send formal notices to the email address provided by the Customer during booking or subsequently updated in writing. For ordinary contractual notices, delivery is considered effective when successfully transmitted without a delivery-failure notification, except where applicable law requires a different method or proof of receipt.
19.6. Written Confirmation of Booking Changes. All changes to a confirmed booking, including changes to the event date, rental period, delivery or retrieval schedule, delivery location, quantities, selected Rental Items, or other material booking terms, require written confirmation of approval from Sovara.
19.7. Requests Are Not Binding Until Approved. Submission, delivery, or receipt of a Customer's request does not constitute acceptance, approval, or modification of the existing booking. A requested change becomes effective only when Sovara sends written confirmation expressly approving that change. Until such confirmation is sent, the original confirmed booking terms remain in effect. Acknowledgment that a request was received does not constitute approval.
19.8. Informal Communications. Telephone conversations, social media messages, verbal discussions, and other informal communications do not independently modify a confirmed booking. Any proposed modification discussed through these channels must be approved through written confirmation sent by Sovara.
19.9. Time-Sensitive Issues. The Customer must promptly notify Sovara of delivery problems, missing or damaged items, anticipated return delays, or circumstances that may interfere with the rental. Notification deadlines established elsewhere in this Agreement remain applicable.
19.10. Communication Availability. Sovara will make reasonable efforts to respond to Customer inquiries in a timely manner. Response times may vary based on business operations, delivery schedules, and the nature of the inquiry. Sovara does not guarantee immediate or continuous availability.
19.11. Required Legal Notices. Nothing in this section overrides a notice method, delivery requirement, or Customer right mandated by applicable law.
20. Electronic Acceptance
20.1. Acceptance of Agreement. By checking the agreement acceptance box and completing the booking, the Customer:
Confirms that they are at least 18 years old and legally capable of entering into this Agreement.
Acknowledges having received access to and reviewed the Rental Agreement before completing payment.
Accepts responsibility for the Rental Items during the agreed rental period, subject to the terms above.
Acknowledges the disclosed rental charges, cancellation policy, rental period, return requirements, and potential additional charges.
Agrees to the use of electronic records and electronic acceptance for this transaction.
20.2. Authorization for Booking Payment. By submitting payment during checkout, the Customer authorizes the processing of the specific booking charges displayed and accepted at that time. Acceptance of this Agreement does not authorize Sovara to automatically charge the Customer's payment method for subsequently assessed damage, loss, late fees, cleaning, or other post-rental expenses.
20.3. Separate Post-Rental Invoices. The Customer acknowledges that additional amounts properly owed under this Agreement may be invoiced separately. Such invoices will be accompanied by the documentation and dispute procedures described in Section 2. Any payment of a post-rental invoice will require a separate, customer-authorized transaction.
20.4. Electronic Acceptance Records. Sovara may maintain records documenting the Customer's acceptance of this Agreement, including the agreement version accepted, acceptance date and time, booking number, Customer identity and contact information, and the electronic acknowledgment provided at checkout.
20.5. Record Retention and Access. Sovara may securely retain booking records, acceptance records, invoices, payment records, and related communications as reasonably necessary for rental administration, dispute resolution, accounting, and compliance with applicable law. Records will be managed in accordance with Sovara's Privacy Policy and applicable legal requirements. The Customer may request an electronic copy of the applicable Rental Agreement by emailing Sovara.
20.6. Validity of Electronic Acceptance. Electronic acceptance is intended to constitute the Customer's legally binding agreement to these terms to the extent permitted by applicable law.