Terms & Conditions

1. How you accept these Terms
2. Definitions
3. What is included
4. Eligibility
5. Reservation and stock lock
6. Rental period
7. Payment terms
8. Cancellation and refunds
9. Late return
10. Your responsibilities during the Rental Period
11. Security, deposits, damage, loss, and theft
12. Delivery, pickup, and operators
13. Recovery, evidence, and legal action
14. Liability
15. Force majeure
16. Intellectual property and event media
17. Assignment and sub-rental
18. Governing law and disputes
19. General
20. Changes to these Terms
21. Annexes - item-specific conditions

01. How you accept these Terms

You accept these Terms when you do any of the following, whichever happens first:

• Tick "I agree to the Terms & Conditions" at checkout on our website;
• Sign a Rental Agreement, on paper or electronically; or
• Confirm a booking and pay the advance after we have made these Terms available to you.
• Electronic acceptance and electronic signatures are legally valid under the Electronic Transactions Act No. 19 of 2006. We record which version of the Terms you accepted and when. These Terms are additional to your rights under Sri Lankan law and do not remove rights you have under the Consumer Affairs Authority Act No. 9 of 2003.

02. Definitions

• Order Document / Invoice: The quotation, sale order, or invoice listing the exact items, services, dates, prices, and deposit for your booking.
• Rental Equipment: The items listed on your Order Document.
• Rental Period: The dates and times your booking runs, as stated on the Order Document.
• Technical Operator: A Rentitem.lk operator you have ordered to run equipment at your event.
• Security Deposit: A refundable amount (or agreed alternative) held against loss or damage, set under our Damage & Deposit Policy.

03. What is included

• You rent only the items and services listed on the Order Document. Anything not listed there is not included. If you need a change, contact us and we will issue a revised Order Document.

04. Eligibility

• Minimum age: You must be at least 18 years old.
• Verification: You must give accurate identity and contact details and complete the verification required for your account tier (see the Account Types & Verification Policy).
• Foreign nationals and non-residents: You are welcome. Because we cannot rely on the same local recovery routes, foreign nationals complete enhanced verification: a valid passport, and either a higher refundable security deposit (up to the full replacement value of the items) or a Sri Lankan resident guarantor. We confirm the exact requirement before your booking.
• Organisations: Businesses, government, and other bodies must place the order through an authorised person, with an official request from an official email domain, official WhatsApp number, or a letter on letterhead.
• Our discretion: We may check rental history and references, and may decline or cancel a booking where eligibility or verification is not met, where information is false, or where there is a genuine, evidenced concern about fraud or safety. We will tell you a booking is declined; we do not have to disclose our internal risk assessments.

05. Reservation and stock lock

• An inquiry or quotation does not reserve stock. Items, services, and operators are reserved for you only after your advance payment is confirmed. Until then they remain available to other customers. This keeps the system fair: first to pay, first to secure.

06. Rental period

• Standard rental day: 8:00 AM to 11:59 PM on a single calendar date, unless your Order Document says otherwise.
• No hourly rentals: We do not offer hourly rentals.
• Extensions: Must be requested and approved at least 12 hours before your current period ends, by WhatsApp, email, or phone. Extensions depend on availability and are charged at the applicable rate.

07. Payment terms

• Booked 3 or more days ahead: A 60% advance confirms the booking and reserves the items. The remaining 40% is due before the Rental Period begins.
• Booked less than 3 days ahead: The full amount is due to confirm the booking.
• Release of equipment: Equipment is not delivered or released until the amount due before the Rental Period is paid in full.
• Accepted methods: Cash, bank transfer, or cheque in favour of RENTITEM.LK (PVT) LTD, as shown on the invoice.
• Usage irrelevant: The obligation to pay the rental fee does not depend on whether you actually use the item. If you booked it and it was made available, the fee is payable.

08. Cancellation and refunds

Full detail is in the Refund & Cancellation Policy. In summary:

• Cancellation fee: 10% of the order value, to cover our processing and the cost of having held the items unavailable to others. This is a genuine pre-estimate of our loss, not a penalty.
• Cancel 24 hours or more before: Your advance is refunded, minus the 10%.
• Cancel less than 24 hours before: The advance is not refunded.
• Where the fault is ours: If we cancel, fail to deliver, or the item is unusable on arrival and we cannot replace it, you get a full refund including the 10%, or free rescheduling, at your choice. Your statutory consumer rights are not affected.

09. Late return

Late fees reflect lost availability to the next customer (a pre-estimate of our loss, not a penalty):

• Before noon the next day: 30% of the daily rate.
• After noon the next day: 100% of the daily rate, for that day.
• Each further day: 100% of the daily rate, until returned.
• Calculation: Late fees are calculated on the full daily rate, ignoring any discount on the original booking, and may be deducted from your Security Deposit.
• Tell us early: Tell us as soon as you expect to be late, on +94 77 718 6500. Persistent non-return may lead to recovery action under section 13.

10. Your responsibilities during the Rental Period

• Care, custody, and control: You are responsible for the equipment from delivery/pickup until it is collected/returned, unless a Technical Operator is running it for you.
• Inspect on receipt: Check every item works and suits your purpose before you take possession or before the delivery team leaves, and report any issue immediately. Once accepted, the equipment is taken to be in good condition apart from anything you noted.
• Use it properly: Follow reasonable operating practice, use only supplied cables, chargers, and accessories, and protect equipment from theft, damage, weather, power surges, and misuse.
• Provide setup needs: For delivery orders: power, safe space, and access.
• Report failures: Immediately on our hotline, so we can repair or replace where possible (additional delivery charges may apply).
• Return everything: Including cables and accessories, at the agreed time and place, following the return procedure and obtaining an acknowledgement.

11. Security, deposits, damage, loss, and theft

Full detail is in the Damage & Deposit Policy. In summary:

• Security Deposit: A deposit (or agreed alternative) may apply, set by your verification tier and the value of the items. The deposit base is the item's buying value, not its list price.
• Voluntary ID security: Providing an original ID (NIC/DL/passport) as security is a voluntary option you may choose, for which we issue a receipt and which we return when the items come back. It is never a requirement; a deposit or higher verification can be used instead.
• Your liability: You are liable for physical, electrical, lightning, liquid, or mishandling damage, and for loss or theft, charged at the reasonable repair cost or, if beyond repair, the replacement cost of the same or a similar item. The minimum charge for loss or theft of any item is LKR 1,000.
• Settlement: We may deduct such charges from your Security Deposit; if the deposit is not enough, you pay the balance. Where the deposit exceeds the charges, we refund the difference.

12. Delivery, pickup, and operators

Full detail is in the Delivery & Pickup Policy. In summary:

• In-house delivery: Delivery and collection are handled entirely by our own team and vehicles (no third-party couriers). Delivery is charged by distance, round trip.
• Pickup orders: You collect and return the equipment yourself, on time.
• Technical Operators: If you order an operator, the operator runs the equipment and most operational responsibility passes to the operator, but you must keep the site and the operator safe. Delivery-only staff set up but do not operate; operating requires ordering an operator.
• Operator meals and conduct: For extended and full-day operator bookings you provide meals and refreshments for operators, or the cost is added to your invoice. We keep a zero-tolerance stance on abuse or harassment of operators, and expect the same courtesy from our side.

13. Recovery, evidence, and legal action

• If equipment is not returned or amounts are unpaid, or in cases of fraud, theft, or threats, we may take lawful recovery action, including deducting from the deposit, invoicing the balance, and recovering costs plus reasonable legal expenses.
• We may compile relevant records (identity copies, communications, photos, invoices, payment records, CCTV) and share them with the police, the courts, your bank or payment provider, and our lawyers, strictly for recovery and lawful proceedings. We do not publish your identity documents, photos, or private messages publicly. How we handle this data is set out in the Privacy Policy.

14. Liability

• Never excluded: We do not exclude or limit our liability for death or personal injury caused by our negligence, for fraud, or for anything else that cannot lawfully be excluded.
• Not liable for: Subject to that, we are not liable for: your loss of data or files on rented devices (back up your data first); malfunction of third-party equipment, software, accounts, internet, or platforms you connect or use; loss caused by your misuse, unlawful use, or failure to follow reasonable operating practice; or indirect or consequential loss.
• Limit: Where we are liable for the equipment or service itself, our liability is limited to the reasonable cost of putting it right, and does not exceed the total charges you paid for the affected booking, except where the law does not allow such a limit. Any exclusion or limit applies only so far as it is reasonable under the Unfair Contract Terms Act.

15. Force majeure

• Neither party is liable for failure or delay caused by events beyond reasonable control, including natural disaster, flood, storm, epidemic, civil unrest, strikes, fire, power or utility failure, telecommunications failure, or government order or restriction. Where such an event prevents a booking, we will offer a reschedule or a fair refund of amounts not already spent on your booking.

16. Intellectual property and event media

• Our marks: "Rentitem.lk" and our marks are protected under the Intellectual Property Act No. 36 of 2003; see our Trademark Notice.
• Event media: Where we provide videography, photography, or operator services, we may use selected media for our portfolio and marketing, unless you tell us in writing before the event that you do not want this. We never use your verification documents for marketing.

17. Assignment and sub-rental

• You may not sub-rent, lend, transfer, or assign the equipment or this agreement to anyone else without our written consent. We may assign our rights to a successor of the business.

18. Governing law and disputes

• These Terms are governed by the laws of Sri Lanka.
• If a dispute arises, both parties will first try in good faith to resolve it directly. If that fails, the parties will attempt mediation. If mediation does not resolve it, the matter may be brought before the courts of Sri Lanka, which have jurisdiction.

19. General

• Entire agreement / precedence: Where there is a conflict, a signed Rental Agreement prevails over the Order Document, which prevails over these Terms and the linked policies.
• Severability: If any provision is found invalid or unenforceable, the rest remains in force.
• No waiver: If we do not enforce a term on one occasion, we do not lose the right to enforce it later.
• Notices: We contact you using the details on your Order Document; you contact us at [email protected], +94 77 718 6500, or the registered office.

20. Changes to these Terms

• We may update these Terms. A new version takes effect from its stated effective date and applies to new bookings made after that date. A booking you have already confirmed is governed by the version in force when you confirmed it - changes are not applied retroactively. We keep a dated change log so you can see what applied to your booking.

21. Annexes - item-specific conditions

The relevant annex forms part of the Order Document for that item.