TERMS VERSION: OCTOBER 15, 2026
These standard terms apply only to a booking for which the customer and Philee accept the applicable Booking Confirmation, itemized quote and incorporated terms. An inquiry alone does not form a rental agreement.
1. Parties, Scope and Contract Documents
“Philee” or “Provider” means SSO Web Company LLC, doing business as Philee, the legal business entity offering the rental equipment and related services described in these Terms. “Customer” means the person or entity identified in the Booking Confirmation. A person signing for an entity represents that they are authorized to bind it; an individual booking in a personal capacity is not made personally liable for an entity’s obligations without a separate express agreement. “Philee” is a trade name, not a separately contracting legal entity.
These Terms apply only when incorporated by reference into a customer-specific written or electronically accepted Booking Confirmation. The Booking Confirmation, signed or electronically accepted itemized quote, Equipment and Replacement-Value Schedule, approved personalization proof, applicable safety/transport instructions, and later mutually accepted written changes constitute the “Booking Documents.” Specific, mutually accepted booking terms prevail over these standard Terms if clearly inconsistent.
2. Inquiries, Acceptance and Booking Confirmation
An inquiry, discussion, tentative date hold or estimate does not reserve equipment or staffing. A booking becomes confirmed only after Philee accepts the event and inventory in writing, Customer affirmatively accepts the final Booking Documents, and the required initial payment has cleared or otherwise been approved. Philee may reasonably decline a request when inventory, staffing, site access, venue permission or safe installation cannot be confirmed.
Philee will provide the version of these Terms applicable to the booking before acceptance. Subsequent website edits do not retroactively change an accepted booking. Electronic signatures and affirmative checkbox acceptance may be used with an adequate record of the customer, version, date/time and accepted quote.
3. Equipment, Styling and Excluded Items
Only specifically listed equipment, fabric, custom lettering, accessories and services are included. Staged photographs are illustrative; balloons, flowers, vases, furniture, linens, lighting, props, electrical services and third-party labor are excluded unless expressly itemized. Flowers are not included in the standard Floral Display Board rental. All rented items remain Philee’s property; Customer receives only temporary permitted use during the agreed rental period.
Display dimensions, finishes and the agreed approved proof govern the work. Minor nonmaterial variations in wood grain and natural materials are not defects if reasonably consistent with the accepted description; no material substitution may be made without Customer’s approval.
4. Rental Dates, Pricing, Taxes and Invoice
The Booking Confirmation must state the event date, delivery/setup or handoff window, rental period, and pickup/return deadline; all prices must be set out in an accepted written quote. Separately list rental, custom fabrication/design, transportation, setup/strike, venue or after-hours charges, estimated taxes and any refundable Equipment Security Deposit.
Applicable sales and use taxes will be calculated and separately shown on the accepted quote or invoice in accordance with Virginia law and any other jurisdiction that governs the transaction. Tax treatment of rental equipment, fabrication, assembly, installation, delivery, pickup and other charges may differ; merely stating a charge separately does not necessarily make it exempt. A Customer claiming exemption must supply a valid exemption certificate before the invoice is finalized. Any tax adjustment required by law will be documented in writing.
5. Payment Schedule and Late Payment
Unless the accepted quote provides otherwise, 50% of the accepted booking total (excluding the separate refundable Equipment Security Deposit) is due to confirm; the remaining 50% is due no later than 14 calendar days before the event. Bookings confirmed less than 14 days before the event require full payment at confirmation.
The initial 50% is credited to the booking total and is not automatically a nonrefundable fee.
Philee may send written notice of an overdue installment and provide 48 hours to cure where 48 hours remain before required load-in. For last-minute bookings or where load-in is sooner, required payment is a condition of performance and Philee may decline delivery after giving reasonable notice. Any cancellation or retained funds are governed by Section 7 and law, not an automatic forfeiture. Philee may not assess undisclosed processing, late or collection fees.
6. Separate Refundable Equipment Security Deposit
The standard separate refundable Equipment Security Deposit equals 25% of the combined documented replacement benchmarks of the physical rental components disclosed in the accepted Equipment and Replacement-Value Schedule, rounded to the nearest whole dollar. This schedule is used to size the security deposit and does not establish an automatic charge for a damaged item. Philee will disclose the component values before booking. A product without a reliable listed value will be reasonably valued and documented before quoting.
The Equipment Security Deposit is due with the final payment (or at confirmation for last-minute bookings). It is not a damage-waiver premium, cancellation fee or ceiling on legally recoverable proven losses. Philee will inspect the equipment following return or collection and provide a written, itemized statement of any proposed deductions with reasonably available supporting photographs or other evidence. Philee will initiate a refund of undisputed funds within 10 business days after return or pickup; bank or payment-network processing may add time. Only amounts reasonably disputed may be temporarily withheld, with an explanation in writing and prompt resolution. No deduction will be made for ordinary wear, unrelated conditions or loss not legally attributable to Customer.
7. Customer Cancellation and Amounts Due
Customer must cancel in writing to the booking contact email or another designated address in the Booking Confirmation. Cancellation notice is measured in calendar days before the scheduled event date. The following advance-notice schedule applies only to the accepted equipment rental subtotal, not to the refundable Equipment Security Deposit or services that will not be performed: 30 or more days: 0%; 15–29 days: 25%; 0–14 days: 50%.
The scheduled percentages are intended to estimate otherwise difficult-to-measure anticipated losses attributable to reserving equipment and holding an event date, including reasonably expected planning costs and lost rental opportunities. They are not intended as penalties. Applicable law, avoided costs, genuine rebooking and reasonable mitigation will be taken into account. Philee will not recover the same loss twice.
In addition, Customer may owe reasonable, documented, nonrecoverable third-party expenses and approved custom-work costs authorized before cancellation, but only to the extent these costs are not already compensated by the cancellation charge and are legally recoverable. Philee will provide an itemized cancellation reconciliation crediting all prior payments. Any resulting undisputed refund, including the separate refundable Equipment Security Deposit, will be initiated within 10 business days of the written cancellation, subject to an independent previously accrued damage claim or a documented good-faith dispute as to a particular amount.
8. Date Changes, Rescheduling and No-Show
One written rescheduling request received at least 15 days before the original event date may be approved without a standard date-change fee if the requested replacement date occurs within 90 days after the original event date, Philee confirms availability and equipment and service requirements remain substantially unchanged. A requested change does not take effect until Philee confirms it in writing. Already committed nonrecoverable custom costs and agreed price differences remain payable without duplication.
For a request received within 14 days of the original event, the original-date cancellation rules may apply unless Philee expressly agrees otherwise in writing. If Customer, venue or contact is absent and Philee cannot gain reasonably necessary access despite timely attempts, Philee may treat the undeliverable engagement as a Customer-caused cancellation and reconcile amounts under Section 7, plus authorized actual failed-trip costs not counted twice.
9. Delivery, Venue Access and Customer Responsibilities
The Booking Confirmation must state venue address, access times, loading instructions, service elevator/stairs, parking, contact person, pickup window, and who is responsible for setup and strike. Customer must obtain venue permission and accurately disclose access obstacles, time restrictions, uneven or soft ground, low ceilings, restricted exits, load ratings, security rules and other material site characteristics. Customer must provide lawful, unobstructed load-in and a reasonably safe, level placement area.
Customer is responsible for costs or venue property damage attributable to Customer’s inaccurate instructions, unauthorized changes, acts or omissions, or persons Customer directs or controls, subject to Section 13 and applicable law. Any extra labor, waiting, failed delivery, extra travel or after-hours rate must be specified in the accepted quote or expressly approved in writing before the charge is incurred, except reasonable emergency protective services necessary to avert immediate physical harm.
10. Setup, Installation and Display-Specific Safety Rules
When setup/strike is included, only Philee or installers expressly approved by Philee may assemble, fold, anchor, relocate, service or dismantle the equipment. In customer-setup rentals, only the exact pieces and processes separately approved in written instructions may be handled by Customer. Philee may refuse unsafe, prohibited or inaccessible placement; Customer must not override that decision.
No one may climb on, stand on, lean against, push, tip, hang heavy objects from, drill, staple, nail, cut, modify, detach stabilizers, remove fasteners, or reposition structures. Children must not play with or climb on displays.
Guests and vendors must remain clear of setup/strike areas. Customers must maintain clear emergency exits and paths of travel and comply with applicable venue/fire/accessibility requirements.
Use of flowers, vases, fabric, balloons, adhesives, vinyl signage, floral water, fog effects, heaters, candles, power cables or other attachments requires advance approval of placement and loading. No water-filled vessel may be placed where leakage can damage wood or create a slip/electrical hazard. Approved maximum attachment weights, load zones, anchoring and any folding procedure must appear on a product-specific instruction sheet where relevant. If limits are not established, no added load is authorized.
11. Outdoor Use, Weather and Emergency Safety Stop
Outdoor use is prohibited absent Philee’s express written approval for the particular equipment, venue, surface, conditions and documented stabilization plan. Approval may be conditioned on a tent/covered location, wind/weather monitoring, designated responsible contact, and a safe indoor contingency. Unapproved anchoring, sandbags or client-supplied stakes are not substitutes for Philee’s approved installation plan.
Philee may reasonably suspend, refuse, remove or dismantle equipment if wind, storms, lightning, rain, fire risk, flooding, inadequate anchoring or unsafe site conditions threaten safety. Customers and vendors must promptly follow safety instructions. The parties will first consider a safe indoor alternative or available rescheduled date within 90 days. If no reasonable substitute occurs, money will be reconciled based on lawful earned charges, services actually provided, documented authorized nonrecoverable expenses and refunds for unperformed work; an unsafe-installation decision made by Philee does not automatically trigger a Customer cancellation fee.
12. Customer Pickup, Transport, Custody and Return
Self-pickup is permitted only when expressly approved in the Booking Confirmation for the identified products.
Philee may require suitable vehicle dimensions, straps, two-person lifting, protective packaging and written folding instructions. Customer must not place equipment on an exterior rack or transport unprotected unless explicitly authorized. An itemized parts checklist and condition photos should be completed at handoff and return.
During an approved self-transport booking, Customer is responsible for loss or damage caused by Customer’s handling, loading, transportation, storage, misuse or failure to follow written instructions, subject to law and without shifting loss caused solely by Philee’s negligence or preexisting defects. For Philee-delivered bookings, Customer must reasonably safeguard equipment after the completed agreed handoff and until authorized collection, but responsibility for particular loss follows actual cause and control.
All equipment must be available by the agreed pickup time or returned by the deadline, ordinary wear excepted.
Documented incremental costs from Customer-caused delays (including additional agreed labor/transport and proven lost confirmed rentals) may be charged only to the extent lawfully recoverable, nonduplicative and either stated in the quote or agreed in writing.
13. Condition Checks, Damage Reporting and Restoration
Philee will prepare a reasonably practicable equipment-condition and parts record at handoff and return or collection, including photographs of major components, hardware, hinges, finishes, fabrics and lettering. Customer should review the record and promptly identify any disagreement; if no Customer representative is available, time-stamped photos and delivery records may be used. Customer must promptly notify Philee of instability, loss, theft, damage, fire, injury or another relevant incident; reasonably preserve photos, contact information and incident details; take reasonable immediate steps to prevent further harm; and refrain from unauthorized repair or relocation.
If equipment is damaged, Philee may seek reasonable, substantiated actual costs caused by Customer’s breach, misuse, negligence or acts attributable to persons under Customer’s direction or control, subject to law.
Recoverable amounts may include reasonable repair, necessary cleaning beyond ordinary event use, painting/refinishing, approved reprinting, parts, documented additional labor and reasonable replacement loss where repair is impracticable. Consider wear, age, salvage, repairs versus replacement, available insurance proceeds and mitigation. No automatic flat replacement charge or double recovery applies. Philee may invoice any proven recoverable amount above the Equipment Security Deposit.
14. Guests, Venues, Florists and Other Vendors
Customer will promptly provide relevant safety and placement restrictions to its venue coordinator, florist, balloon/decor vendor, planner, caterer and other persons whom Customer directs to work on or around the equipment. No one other than an authorized installer may attach items, move, anchor, fold or dismantle rental pieces without advance written permission.
Customer will cooperate with Philee in reasonably identifying the responsible person and preserving evidence if damage or injury occurs. Neither a guest’s mere attendance nor a venue’s independent misconduct automatically makes Customer financially liable; responsibility is determined by the Booking Documents, the specific acts and omissions, control, causation and applicable law.
15. Insurance and Responsibility for Third-Party Claims
For a large commercial event, unusual venue or higher-risk installation, Philee may require Customer or a relevant vendor to provide commercially reasonable evidence of insurance, specified liability limits or additional-insured status. Any such requirement must be disclosed in the Booking Confirmation before acceptance. Neither a certificate of insurance nor these Terms guarantees that any particular loss will be covered. Each party remains responsible for maintaining any insurance it is otherwise required to carry.
To the extent permitted by law, each party is responsible for third-party claims and reasonable associated losses to the extent caused by its own negligence, material breach or unauthorized conduct. Customer will indemnify Philee against reasonable third-party claims, damages and defense expenses to the extent attributable to Customer’s negligent acts, unauthorized changes, or material breach of stated safety duties, including the acts of persons Customer legally directs or controls. This obligation does not cover loss to the extent caused by Philee’s negligence, willful misconduct or other nonwaivable acts. The parties will provide reasonably prompt notice of claims, cooperate in defending them, and not agree to settlements imposing unreimbursed obligations on the other without that party’s consent.
16. Safety Warnings, Equipment Defects and Limits on Remedies
Customer will discontinue use, keep people clear and notify Philee immediately if an item appears loose, unstable or defective. Philee will reasonably assess, correct, substitute comparable equipment with Customer approval, or appropriately refund the affected unprovided rental/service component when equipment cannot be safely supplied.
To the extent lawful, neither party is responsible to the other for speculative lost profits or remote consequential commercial loss arising solely from ordinary contractual nonperformance; this does not restrict recoverable third-party bodily-injury claims, proven equipment damage, fraud, willful misconduct, gross negligence, rights that cannot legally be waived, or remedies that cannot validly be excluded in a consumer lease. Nothing releases Philee in advance from personal-injury claims based on its own future negligence.
17. Customer Artwork, Privacy and Promotional Images
Customer represents that it has rights to text, artwork, graphics and names submitted for custom vinyl, printing or display. Customer grants Philee a limited permission to reproduce that material solely to fulfill the booking, and agrees to address reasonably supported third-party rights claims arising from content Customer supplied, excluding Philee’s unauthorized modifications.
Condition, pickup and incident photographs may be used internally as reasonably needed for records, security, safety and disputes in accordance with applicable privacy practices. The rental does not grant Philee rights to publicly use recognizable guests, customer identities, images, venue interiors, private event details or testimonials for advertising; marketing permission will be obtained separately as appropriate.
18. Failure to Perform, Unforeseen Events and Mitigation
A party affected by circumstances beyond reasonable control (for example extreme weather, emergency closures, governmental restrictions, widespread outages or road closures) must promptly notify the other and reasonably attempt mitigation, safe substitution or rescheduling. Ordinary lack of planning, inadequate staffing or a foreseeable inventory conflict is not automatically excused.
If Philee cannot materially perform for reasons not attributable to Customer, Philee will promptly offer an available substitute or refund amounts paid for unprovided equipment/services, including the refundable Equipment Security Deposit, subject to any separately delivered and retained custom goods or other amounts legally payable under the specific Booking Documents. Both parties reserve nonwaivable remedies and neither is required to perform an unsafe or unlawful installation.
19. Disputes, Virginia Law and Consumer Protections
The parties will first notify one another in writing of a dispute, describe the facts and requested resolution, exchange reasonably available records, and attempt good-faith resolution. Where practical, allow 15 calendar days for a response before commencing ordinary litigation, without restricting emergency relief, limitation periods, statutory chargeback rights or small-claims access.
Virginia law governs to the extent permitted, subject to any mandatory law governing a consumer lease or performance in another jurisdiction. Any judicial venue must be one that is otherwise legally proper, and consumer jurisdictional rights are preserved. These Terms do not compel arbitration or automatically shift attorney fees. Neither party waives statutory consumer rights.
20. Notices, Changes, Severability and Entire Agreement
Written notice may be delivered to the contact addresses in the Booking Confirmation, with records reasonably demonstrating transmission. Any material change to dates, items, approved design, fees, safety requirements or service scope must be accepted by both parties in writing, including authenticated email or electronic change order. A verbal instruction from a venue or guest does not amend the booking.
If a provision is unenforceable, other terms remain effective to the extent consistent with applicable law and the original commercial purpose. A failure to enforce once is not a permanent waiver. Customer may not transfer or sublease equipment without Philee’s prior written consent. These Terms and the Booking Documents constitute the complete accepted agreement, subject to rights lawfully preserved.
21. Customer Booking Confirmation and Signatures
Before collecting booking payment, Philee shall issue a written Booking Confirmation identifying: SSO Web Company LLC, doing business as Philee, as legal Provider; responsible Customer; event venue/date; rental period; equipment and component inventory; approved proof; load-in/out arrangements; services and separate charges; taxable items and applicable taxes; payment due dates; disclosed replacement benchmarks and 25% refundable Equipment Security Deposit; cancellation schedule; relevant product-specific installation, anchoring and handling conditions; and parties’ contact information.
The Booking Confirmation must expressly incorporate the dated version of these Terms and provide a clear affirmative signature or recorded click-to-accept mechanism. The complete accepted terms and quote must be available for the Customer to save or print. An inquiry or an unmarked box is not agreement.