Policies & Procedures

Policies and Procedures

Event-Specific Policies

Capacity Limitations:

The venue’s capacity is strictly enforced to the amount of guests it was originally discussed and booked. Exceeding this limit without prior approval will result in additional charges of per extra guest at the venue’s discretion.

Vendor Approval:

All external vendors (e.g., caterers, decorators, DJs) must be approved by the venue at least 30 days before the event. Unapproved vendors may not be permitted access, and their services may not be allowed on the premises.

Event Timeline Compliance:

Events must adhere to the agreed-upon start and end times. Requests for additional time must be approved at least 4 hours in advance and will incur an overtime charge of $200 per hour. Unauthorized overtime usage will be billed at double the standard rate.

Weather Policy (for Outdoor Events):

For outdoor events, the client is encouraged to arrange a weather contingency plan (e.g., tent rentals or indoor options). In the event of adverse weather conditions, the client is responsible for additional costs related to weather-related adjustments. The venue will not issue refunds for weather-related disruptions.

Security and Safety Policies

On-Site Security:

Events with 100 or more guests are required to hire security and valet personnel. The venue can provide these services at an additional cost. These services ensure guest safety and property protection.

Restricted Areas:

Guests are prohibited from entering restricted areas, which will be clearly marked or communicated by venue staff. Violations may result in termination of the event and charges for any resulting damages.

Prohibited Items:

The following items are strictly prohibited: fireworks, weapons, illegal substances, and other hazardous materials. Violation of this policy will result in immediate termination of the event and possible legal action.

Noise Regulations:

The venue complies with local noise ordinances. Amplified music must be reduced to by 10 pm for outdoor use events. Upon prior request, the event may continue indoors until 1 am at no additional costs. Failure to adhere to noise restrictions may result in fines or early termination of the event.

Property and Damage Protection

Damage Deposits:

A refundable damage deposit of $5,000 is required at the time of booking for private events. The deposit will be refunded within 72 hours after the event, provided no damages or excessive cleaning are necessary. Any damages exceeding the deposit will be billed to the client.

Event Insurance:

Clients are required to purchase event insurance, including general liability coverage for certain types of events like private parties that serve alcohol of at least 2 million dollars, naming the venue as an additional insured. Proof of insurance must be provided at least 7 days before the event.

Decor Guidelines:

Decorations must be approved in advance. The use of nails, staples, confetti, glitter, or open flames is strictly prohibited. Damages caused by unapproved decorations will be deducted from the security deposit.

Force Majeure Clause

Unforeseen Circumstances:

The venue is not liable for cancellations or rescheduling due to natural disasters, government restrictions, pandemics, or other force majeure events. In such cases, the client may reschedule the event within 1 year at no additional charge or receive a partial refund, depending on the specific circumstances.

Behavior and Conduct

Alcohol and Consumption:

All alcohol must be served by a licensed bartender. The venue reserves the right to terminate alcohol service if guests exhibit disruptive or unsafe behavior. Overconsumption may lead to event termination without a refund.

Guest Behavior:

Clients are responsible for the behavior of their guests. Any disruptive, illegal, or inappropriate conduct may result in immediate termination of the event and loss of the security deposit.

Children and Minors:

All minors must be supervised by an adult at all times. The venue is not responsible for injuries or damages caused by unsupervised minors.

Communication and Compliance

Pre-Event Walkthrough:

A pre-event walkthrough with the client and venue staff is required to document the venue’s condition and review policies. Any pre-existing damages will be noted during this walkthrough.

Post-Event Inspection:

A post-event inspection will be conducted with the client to assess damages or breaches of the agreement. The security deposit will be refunded only after this inspection is completed.

Permits and Compliance:

The client is responsible for obtaining all necessary permits for their event (e.g., alcohol permits, parking permits). Proof of permits must be provided to the venue prior to the event.

Terms & Conditions / Reservation Agreement

By making a reservation with The Coast Rentals, you agree to the following terms and conditions. You authorize The Coast Rentals to charge your credit card for all applicable charges, including in the case of a no-show. Service is considered provided when The Coast Rentals car arrives at the scheduled pick-up time or after the cancellation window has passed.

Deposit and Payment Terms

A 50% deposit of the total reservation fees is required to confirm your booking.
Full payment is due one week before the scheduled booking date.
We accept credit cards, e-transfers, and certain cryptocurrencies. Cash payments can be arranged with prior approval.

Cancellation and Refund Policy

Cancellations must be received at least 7 days prior to pick-up time, with a valid reason. If this is not met, the full reservation charge will apply.
Deposits for weddings and graduation bookings are non-refundable.
In some cases, a courtesy discount may be offered for future bookings based on cancellation circumstances.
For peak periods (e.g., Valentine's Day, New Year's Eve), cancellations require a minimum of 30 days' notice for a refundable deposit.

Changes to Reservation

All reservation modifications must be submitted via email at least 24 hours before pick-up. Changes made directly with the driver will not be accepted.

Vehicle Request Policy

The Coast Rentals reserves the right to upgrade your vehicle at no additional charge if necessary to fulfill your reservation.

Liability

The Coast Rentals is not liable for any lost items left in the vehicle. Any items found will be returned for a delivery fee.
You are responsible for any damage caused to the vehicle by yourself or your guests.
If the driver deems that you or your guests pose a risk to the vehicle or others, the service may be terminated without a refund.

Behavior and Safety

Smoking, standing in a moving vehicle, underage drinking, and illegal substances are strictly prohibited. Violations will lead to service termination and loss of all deposits and fees.
You are liable for any violation tickets resulting from inappropriate behavior.
You may be charged for cleaning fees if there is alcohol spillage, sickness, burns, or damage to the exterior of the vehicle.

Uncontrollable Events

The Coast Rentals is not responsible for delays or late arrivals caused by events beyond our control, including weather conditions, road closures, or vehicle breakdowns.

Rate Changes

Rates are subject to change at any time without prior notice.

Indemnity

You agree to indemnify The Coast Rentals and its affiliates against any claims, damages, losses, or expenses caused by your violation of these terms.

Privacy Policy
At The Coast Rentals, we take your privacy seriously. We do not sell, rent, or share your personal or financial information with third parties. Your details are only used to provide services and process payments as per our rates, terms, and policies. We are committed to ensuring the confidentiality of your information, which will only be shared with authorized parties as required by law.

By confirming your reservation, you acknowledge and agree to these terms and conditions. We appreciate you choosing The Coast Rentals.

Policies and Procedures

Event-Specific Policies

Security and Safety Policies

Property and Damage Protection

Damage Deposits:

A refundable damage deposit of $5,000 is required at the time of booking for private events. The deposit will be refunded within 72 hours after the event, provided no damages or excessive cleaning are necessary. Any damages exceeding the deposit will be billed to the client.

Event Insurance:

Clients are required to purchase event insurance, including general liability coverage for certain types of events like private parties that serve alcohol of at least 2 million dollars, naming the venue as an additional insured. Proof of insurance must be provided at least 7 days before the event.

Decor Guidelines:

Decorations must be approved in advance. The use of nails, staples, confetti, glitter, or open flames is strictly prohibited. Damages caused by unapproved decorations will be deducted from the security deposit.

Force Majeure Clause

Unforeseen Circumstances:

Behavior and Conduct

Alcohol and Consumption:

All alcohol must be served by a licensed bartender. The venue reserves the right to terminate alcohol service if guests exhibit disruptive or unsafe behavior. Overconsumption may lead to event termination without a refund.

Guest Behavior:

Clients are responsible for the behavior of their guests. Any disruptive, illegal, or inappropriate conduct may result in immediate termination of the event and loss of the security deposit.

Children and Minors:

All minors must be supervised by an adult at all times. The venue is not responsible for injuries or damages caused by unsupervised minors.

Communication and Compliance

Pre-Event Walkthrough:

A pre-event walkthrough with the client and venue staff is required to document the venue’s condition and review policies. Any pre-existing damages will be noted during this walkthrough.

Post-Event Inspection:

A post-event inspection will be conducted with the client to assess damages or breaches of the agreement. The security deposit will be refunded only after this inspection is completed.

Permits and Compliance:

The client is responsible for obtaining all necessary permits for their event (e.g., alcohol permits, parking permits). Proof of permits must be provided to the venue prior to the event.