We’re excited to work with you. These Terms & Conditions apply to TF Event Co. bookings (“jobs”). When you accept a quote or submit payment, you’re confirming you’ve read and agreed to the terms below. For larger projects (“projects”), we may also provide a Service Agreement with the full scope and added details - when provided and agreed, it takes priority if anything differs.
TF Event Co. supports both individual service bookings (“jobs”) and multi-part event builds (“projects”). TF Event Co. will confirm whether a booking is treated as a job or a project during the quoting process.
A “job” is a straightforward booking for a defined scope and date(s) - for example:
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Event staffing: site and area managers, safety officers, truck drivers, stage managers, crew, drivers, TCPs
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Equipment rentals: tents, staging, lighting and AV, generators, crowd-control, site equipment, trucks
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On Site Support: such as setup, teardown and logistics coordination
Jobs generally follow the Terms & Conditions on this page, including the Booqable booking terms.
A “project” is work with a greater or more customized scope that typically includes planning and leadership across multiple workstreams, often involving:
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Planning & Project Management: often involves timelines, critical paths, logistics planning
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Site Operations & On-Site Leadership
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Production & Technical Services: including builds, staging, lighting, AV, and custom structures.
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Safety, Compliance & Permitting
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Creative, Branding & Guest Experience
Projects are governed by a signed Service Agreement, which includes project-specific payment terms, responsibilities, and requirements.
For projects, the Service Agreement outlines the full scope and more detailed terms. Once signed, it takes priority over these Terms & Conditions where they differ.
Items are not reserved at the quotation stage.
For Jobs, all bookings begin as quotations and are subject to availability until a deposit is received:
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New Clients: 100% payment in advance
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Returning Clients: 100% payment within 15 days
Once the deposit or confirmation is received, the quoted inventory, staffing, and trucking services are reserved exclusively for the Client.
For Projects, or larger projects where a Service Agreement has been signed:
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Upon Confirmation: 50% deposit due in 15 days of signing
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Commencement of on-site Work: 25%
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Upon Completion: 25% + remaining balance
The remaining balance is due within 15 days of the final invoice, unless otherwise agreed upon.
If a Service Agreement applies, its payment terms take priority where they differ from the Job booking terms above.
For Jobs, balance due on or before delivery/start of service.
For Projects, balance is due within 15 days of final invoice, as per Service Agreement.
The Client assumes full responsibility for all Rentals from the time of delivery or pickup until they are returned or retrieved by TF Event Co. This includes loss, theft, damage, misuse, or exposure to weather or unsafe conditions.
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Rentals must not be altered, glued, painted, or exposed to open flame, glitter, wax, burns, or permanent adhesives. Damage will result in full replacement charges.
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Tents must be secured and monitored in inclement weather.
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Cooking under or near tents is prohibited, unless agreed upon in writing, and in advance.
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All Rentals must be returned clean, dry, and properly packed in the containers or covers provided.
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Clients must provide adequate security and protection for all TF Event Co. assets.
For standard jobs and rentals, the Client must maintain comprehensive general liability insurance covering the full replacement value of all Rentals, and must indemnify TF Event Co. and its personnel against loss, damage, or injury arising from the Client’s use, handling, or storage of Rentals.
For larger projects governed by a signed Service Agreement, additional insurance requirements may apply (including fire, general liability, and property coverage) and the Client may be required to provide certificates of insurance on request. Where a Service Agreement is signed, its insurance and indemnification terms take priority if anything differs.
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Lost, stolen, or irreparably damaged items will be invoiced at current replacement cost.
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Cleaning or repair charges may apply for dirty or damaged items.
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Missing containers, racks, or crates will incur replacement charges.
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TF Event Co. reserves the right to refuse service or pickup if items are improperly packed, unsafe to transport, or cause risk to personnel.
All rentals must be returned within 3 business days after the rental period ends, as outlined in the quote. Late returns may result in additional charges.
For some rental bookings, TF Event Co. may require a refundable damage deposit, typically up to 25 percent of the rental value, prior to delivery or pickup. Any damage, loss, excessive cleaning, or missing items may be deducted from the deposit, with the remaining balance refunded after items are returned and inspected. If a signed Service Agreement applies to a project, the damage deposit terms in that agreement will govern. If required, this will be confirmed in advance on your quote or invoice.
Labour rates are calculated based on the following structure:
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Standard time: first 8 hours
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Statutory holidays: time and a half (1.5×)
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Overtime: hours between 9 and 12 are rated at 150 percent (1.5×), and hours beyond 12 hours at double rate (2×)
Overnight surcharge: A 25% surcharge applies when 40% or more of a shift occurs after 11:00pm. A 6.5% administrative fee or minimum fee of $150 applies to labour invoices.
Minimum labour call: Labour calls are a minimum charge of four (4) hours per person per shift, even if fewer hours are worked. This helps ensure crew availability and fair scheduling.
Shift billing minimums:
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Shifts 8 hours or less are billed as scheduled, even if fewer hours are worked.
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Shifts over 8 hours are billed at a minimum of 8 hours, even if fewer hours are worked.
If you need to reduce or cancel staff:
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With more than 72 hours’ notice: no charge
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With less than 72 hours’ notice: a charge of four (4) hours per person per day applies
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If notice is not provided, full rates may apply, even if hours or days change (including due to illness or delay)
Cancellation notices must be received during business hours. Notices received outside of business hours are considered received at the start of the next business day.
A 25% surcharge applies for last-minute bookings within 72 hours of the staffing start date, unless otherwise specified.
Planning and management support is billed hourly, in increments of 15 minutes. For safety and smooth operations: a minimum of two (2) crew members are assigned per shift, unless otherwise agreed upon.
One Supervisor is required per shift and is required for up to six (6) crew. For every additional six (6) crew on site, a Senior Crew is required, unless otherwise agreed upon.
Some roles must be planned separately and clearly listed in the quote to be included (for example: janitorial, waste management, or bar staff). Site Crew is not able to perform these tasks by default, unless planned and understood in advance.Meals, breaks, and on-site support: For shifts over 6 hours, a meal plan is required and confirmed in advance:Under 6 hours: no meal option required (rest breaks provided as feasible)
6–10 hours: one meal option required, unless otherwise agreed upon.
two meals or meal buyouts required, unless otherwise agreed upon.
Meal options (choose one):
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Provide an on-site meal + 30-minute paid break
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Pay a meal buyout fee per crew member + 30-minute paid break
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Provide a 60-minute unpaid walk-away break, subject to on-site resources (e.g. cold storage, microwave) and proximity to food service locations Rest breaks may also occur during shifts where feasible and do not replace meal breaks. If site conditions don’t allow the selected option to work, TF Event Co. may apply a paid meal break or meal buyout.
A 50% deposit must be paid in advance for:
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Scheduled staffing groups of six (6) or more, or
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Bookings of more than three (3) days
Final payment is due within 15 days of invoice submission.
If you need to reduce or cancel staff:
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With more than 72 hours’ notice: no charge
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With less than 72 hours’ notice: a charge of four (4) hours per person per day applies
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If notice is not provided, full rates may apply, even if hours or days change (including due to illness or delay)
Cancellation notices must be received during business hours. Notices received outside of business hours are considered received at the start of the next business day.
A 25% surcharge applies for last-minute bookings within 72 hours of the staffing start date, unless otherwise specified.
A per kilometre travel charge applies to all truck rentals.
Truck rentals will commence from TF Event Co. head office, unless otherwise explicitly specified in writing by TF Event Co.
TF Event Co shall not be required to transport any goods that are hazardous, illegal, dangerous, perishable, or otherwise objectionable. TF Event Co. reserves the right to refuse to transport any cargo that, in its sole discretion, is deemed unsuitable or unsafe for transport.
Truck rates apply to each calendar day.
TF Event Co. assumes no liability for Client-assisted loading or unloading. Such assistance is entirely at the Client’s risk.
Standard service includes curbside delivery & pickup.
Additional fees may apply for stairs, limited access, or unscheduled loading assistance.
All rentals must be ready for pickup at the scheduled time.
Wait times exceeding 30 minutes are billed at $67.50 per hour, if no other rates are specified.
Client is responsible for all venue, engineering, and permit costs unless otherwise stated.
All rental charges accrue regardless of whether the item is used or not.
Rental equipment must not be used for:
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Illegal purposes or in illegal environments
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Improper or unintended uses
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By anyone other than the Client, staff, contractors, or event attendees unless authorized in writing
Client Terms: these Terms & Conditions apply to all TF Event Co. services and prevail over any client purchase terms, vendor terms, or other client-provided terms, unless TF Event Co. agrees otherwise in writing.
Scope of Services: TF Event Co. will provide only the services listed in the approved quote(s). Any additions, changes, or client requests outside the qire a revised quote and additional fees.
Changes & Short-Notice Requests: TF Event Co. will make reasonable efforts to accommodate changes up to 30 days before the event. Changes requested within 30 days may be subject to a rush fee, and items removed late may be non-refundable.
Collections: the Client is responsible for reasonable costs incurred to collect overdue amounts, including legal and administrative fees, where permitted by law.
If the Client cancels the overall booking (including rentals, trucking, or scheduled services):
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Cancellations made less than 14 days prior to the scheduled delivery or service date are subject to a 50% cancellation fee.
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Cancellations made within 7 days of the scheduled delivery or service date will be charged in full.
Deposits are non-refundable. Rescheduling may be permitted at TF Event Co.’s discretion and subject to availability.
Cancellation notices must be received during business hours. Notices received after hours are counted as received the next business day.
If the event is proceeding but staffing needs change, staffing change charges and last-minute surcharges apply as outlined in Staffing Terms.
For bookings governed by a signed Service Agreement, the cancellation and change terms in the Service Agreement apply and take priority where they differ from the terms above.
The Client agrees to indemnify and hold harmless TF Event Co., its owners, directors, employees, agents, and contractors from any claims, losses, or damages, including legal fees, arising from or related to the use of rentals, staffing, or trucking services.
TF Event Co.’s total liability for any claim shall not exceed the total amount paid under this quotation.
TF Event Co. shall not be liable for consequential, incidental, or indirect damages, including loss of profit or opportunity.
TF Event Co. shall not be held liable for delays or non-performance caused by events beyond its control, including acts of nature, extreme weather, strikes, illness, government restrictions, or other unforeseen events. In such cases, deposits may be credited toward a rescheduled event date, subject to availability.
All terms are governed by and construed in accordance with the laws of British Columbia, Canada.
By accepting a quote or submitting payment, the Client confirms they have read, understood, and agreed to these Terms & Conditions, which form the complete and binding agreement between the parties.