We know events get planned far in advance and things change. This policy is designed to be fair to both you and our team — when we approve your booking, we hold your trailer, block out our delivery calendar, and turn away other bookings for your date. Here’s exactly how cancellations, refunds, and rescheduling work.
Your Deposit
A 25% non-refundable deposit is collected when we approve your booking. This deposit secures your trailer, your delivery date, and your placement on our route. It is not refundable under any circumstances once your booking is confirmed.
The remaining balance is due in full on the day of delivery, before the trailer is set up at your site.
Cancellation Refund Schedule
If you cancel after booking, the following applies to any payments beyond your 25% deposit (which is always non-refundable):
| Notice Given Before Delivery Date | Refund of Additional Payments |
|---|---|
| 30 or more days | 100% refunded |
| 15 to 29 days | 50% refunded |
| 8 to 14 days | 25% refunded |
| 7 days or fewer | No refund |
Because the balance is normally due at delivery, most cancellations within 7 days simply mean you forfeit your 25% deposit and owe nothing further.
Rescheduling
We’d much rather move your date than lose your booking. If you need to reschedule:
- 30+ days before delivery: Free of charge, subject to availability on the new date.
- 8–29 days before delivery: A $100 rescheduling fee applies, and the new date must be within 12 months.
- 7 days or fewer before delivery: Treated as a cancellation under the schedule above. If a new date is available, your deposit can be applied to a future booking within 6 months, at our discretion.
We will always do our best to find a workable date. One reschedule per booking is included; additional changes are treated as new bookings.
Weather
Outdoor events come with weather risk. Once a trailer is delivered or en route, we cannot refund rental fees due to weather.
If severe weather — defined as an active National Weather Service warning for tornado, severe thunderstorm, ice storm, blizzard, or flooding affecting your delivery address — makes delivery genuinely unsafe or impossible, we will work with you to reschedule at no additional fee. If rescheduling isn’t possible within 12 months, we will apply your full payment (less the 25% deposit) as credit toward a future booking.
We do not refund or credit for rain, cold, wind, heat, or other typical weather conditions. We strongly recommend planning for weather contingencies (tenting, indoor backup) regardless of forecast.
Force Majeure
We are not liable for delays, cancellations, or failure to deliver caused by events outside our reasonable control, including but not limited to: acts of God, road closures, fire, flood, government action, civil unrest, public health emergencies, or accidents involving our delivery equipment. In these cases, we will refund all payments beyond the 25% deposit, or apply them as credit toward a future booking, at your choice.
Damages and Cleaning
You are responsible for the trailer and its fixtures during your rental period. Reasonable wear is expected and built into our pricing. The following will be charged separately, with itemized documentation and photographs:
- Damage to the trailer, plumbing, fixtures, or interior finish beyond reasonable wear
- Missing or damaged supplies (toilet paper holders, soap dispensers, mirrors, etc.)
- Excessive cleaning required due to misuse, including but not limited to: items flushed that shouldn’t be, vomit, food/beverage spills beyond ordinary use, or pet damage
- Unauthorized use of restricted items (e.g., disposing of trash, food, or non-flushable items in the toilet system that require professional pump-out beyond standard service)
Damage and cleaning charges are billed to the card on file within 7 days of pickup. See our Insurance & Liability page for the full itemized damage schedule and optional Damage Protection coverage.
Late Pickup or Site Access Issues
If our team cannot access your site at the agreed delivery or pickup time — gate locked, no contact person available, blocked access, or unsafe approach — we charge a $150 return-trip fee for each additional attempt required to complete delivery or pickup.
How to Cancel or Reschedule
All cancellation or reschedule requests must be submitted in writing — by email to info@flxrents.com or via the contact form on our website. The notice clock starts when we receive your written request, not when you decide to cancel. Please include your booking confirmation number, event date, and the reason for the change.
We will confirm receipt of your request and the resulting refund or rescheduling within one business day.
Questions about a specific booking?
Every booking is different. If you’re unsure how a date change or unexpected situation applies, just reach out — we’d rather work with you than lose you.