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Meeting Tomorrow is the leading full service, nationwide AV and event technology partner to Fortune 500 companies, agencies, and associations.
Meeting Tomorrow only provides rentals and services for businesses, non-profits and other organizations. By placing your order you agree that you will not be using the rental equipment for individual or private use. If you have questions about this policy please call us at (877) 633-8866.
As a condition of placing any order with Meeting Tomorrow, you agree to the following terms and conditions. The terms “Meeting Tomorrow,” “Provider,” “we” or “our” refer to Meeting Tomorrow, Inc. The terms “Client,” “you” or “yours” refer to the customer ordering Meeting Tomorrow services, equipment rentals, or products. All orders placed by you or the authorized credit card users will be subject to these terms and conditions, unless otherwise agreed by both you and Meeting Tomorrow in writing, and acceptance of any orders by you is conditional upon your agreement of these terms and conditions.
Scope of Services
Client is partnering with Meeting Tomorrow to support their audio visual or technology needs as detailed in this Agreement.
Any onsite technician support that is required outside of the timing listed above will be billed at our standard rate during business hours (8AM-5PM local time) and our overtime rate outside of business hours. Should Meeting Tomorrow arrive for setup at the scheduled time and be unable to begin or, be unable to begin strike at the expected time for reasons out of their control, additional fees may be incurred by Client.
While the equipment is onsite at your delivery location, it is your responsibility to ensure that the equipment is not stolen, damaged, or otherwise harmed. You agree to use the equipment in a careful and proper manner and you shall not use the equipment in any way that is inconsistent with its intended use. You are responsible for paying repair or replacement fees associated with any loss or theft of, or damages to, the equipment while the equipment is at the delivery location to the extent that the damage is not covered by Accidental Damage Coverage or Theft Coverage if you have purchased either coverage option. Equipment must be returned to Meeting Tomorrow in its original state and usable by Meeting Tomorrow. You are responsible to either help resolve the issue or pay for a full replacement of the equipment if the equipment is returned not in its original state. This also applies to equipment returned to Meeting Tomorrow with its software in an unusable state (e.g. with Apple iCloud Activation Lock or Jailbroken).
Meeting Tomorrow is not liable for internet connection in any way as Meeting Tomorrow cannot control internet bandwidth or data connections from any service provider.
Orders with device customization
Order customization details and documents must be provided to Meeting Tomorrow no later than 14 days prior to delivery. If the customization details are not received by Meeting Tomorrow by the date agreed upon, additional service fees may be added to the invoice for expedited customization services. If order customization details are required for your order it will be listed on your order confirmation.
For this event, Meeting Tomorrow is providing non-union technicians. If union technicians are required by the venue, Meeting Tomorrow will provide union technicians for an additional cost. Union labor fees vary by market and venue and will be estimated for the event. The cost is determined by the fees for that local labor union plus a 10% management fee for Meeting Tomorrow to procure and manage union technicians. The management fee is calculated by using the final union invoice and applying an additional 10%.
You may incur additional fees from the venue for utilizing an outside provider; fees are dependent on the negotiated contract and can include but are not limited to: liaison fees, loading dock or elevator reservation fees, security, power and internet. Client is responsible for any payments required by the venue for electrical power for the event.
Client or Meeting Tomorrow may determine before or during a rental that additional services not originally included in this Agreement are necessary. All Client change requests should be communicated to the onsite technician, the Event Manager or the Meeting Tomorrow 24/7 Support Team at 1-877-633-8866. Meeting Tomorrow will make best efforts to honor all change requests, but each request is subject to review to determine feasibility.
You agree to pay for any billable services requested by representatives from your company. Pricing adjustments for any approved changes will be based on that specific component of the rental including any associated labor, equipment fees, or expedite fees. Meeting Tomorrow will provide you with an updated invoice reflecting any additional fees following the rental.
The following change management process is in place to ensure Meeting Tomorrow and Client have clear expectations and communication around changes that happen leading up to the event and while onsite for the event:
Client or Meeting Tomorrow may determine before or during an event that additional services not originally included in this Agreement are necessary and you agree to pay for any billable services requested by representatives from your company for this event. Pricing adjustments for any approved changes will be based on that specific component of the event including any associated labor and equipment fees.
Timing of changes
Meeting Tomorrow will make best efforts to deliver on any changes requested by Client leading up to the event and during the event. Meeting Tomorrow values being immediately responsive to any Client needs that arise. Client acknowledges that any additions made within one week of the delivery date may incur expedite fees to enable the change.
Any changes that need to happen on the day of the event are to be communicated by Client to the onsite technician, your Event Manager or the Meeting Tomorrow 24/7 Event Support Team. In addition to a standard pricing adjustment for the requested change, expedite fees may be incurred to facilitate last minute additions that require an additional delivery, different equipment and/or more time onsite. The final invoice will include any changes requested by you or your team while onsite for the event and submitted to you by Meeting Tomorrow after the event.
If you need to cancel your full order or a portion of your order, you are required to notify Meeting Tomorrow in writing. Dependent on when the order is cancelled in advance of the rental, a cancellation fee will be due:
Orders with Equipment Customization
If the entire order or a portion of the order is cancelled ten business days or greater before the delivery date, a refund of 75% will be processed and 25% remains due. If the entire order or a portion of the order is cancelled between one and nine business days before the delivery date, a refund of 50% will be processed and 50% remain due. If the entire order or a portion of the order is cancelled the same day as the delivery date, no refund will be processed and the total fees remain due.
Orders without Equipment Customization
If the entire order or a portion of the order is cancelled three business days or greater before the delivery date, a refund of 75% will be processed and 25% remains due. If the entire order or a portion of the order is cancelled one or two business days before the delivery date, a refund of 50% will be processed and 50% remain due. If the entire order or a portion of the order is cancelled the same day as the delivery date, no refund will be processed and the total fees remain due.
Any date change to the event after the Agreement has been executed must be communicated to Meeting Tomorrow in writing no less than two weeks prior to the original delivery date. An event date change submitted within two weeks of the original delivery date is subject to a 25% reschedule fee. An event date change submitted the same day as the original delivery date or during the event is considered a cancelled event and payment for this event will be due in full. To be considered a reschedule instead of a cancellation, the new event date must be provided at the time the reschedule is requested.
Rental period extension
After your event is completed, if you are responsible for returning your equipment to UPS and your equipment package is not received by UPS on the agreed upon date, your rental period will be automatically extended to the same duration and billable rate as the initial rental. Please refer to your order confirmation for the return date or call Meeting Tomorrow directly for any questions you have on returning your rental. You may also visit, www.meetingtomorrow.com/returns.
Pricing and Payment
Upon your return of a signed Agreement to Meeting Tomorrow, you authorize Meeting Tomorrow to charge the credit card that you have provided (Visa, MasterCard or American Express) in the amount equal to the total fees due under this Agreement. You also authorize Meeting Tomorrow to charge the credit card on file for all payments and fees in accordance with this agreement upon the end of the event specified in this Agreement, including but not limited to charges for charges for optional services, and Meeting Tomorrow’s expenses associated with loss of, or damage to, the equipment utilized by the technician while the equipment is at the delivery location.
In consideration for the services, equipment rentals, and/or products you order from Meeting Tomorrow, you agree to pay the total fees due as listed above.
Additionally, you may determine before or during an event that equipment or services not originally contracted for are necessary for such event. You agree to pay for any additional equipment rentals or billable services requested by you (or the authorized credit card users), which will be billed at Meeting Tomorrow’s then-current standard pricing and guidelines. You also agree to pay other charges in accordance with this agreement, including but not limited to applicable taxes, charges for optional Accidental Damage Coverage (see below), charges for optional services, cancellation fees, and Meeting Tomorrow’s expenses associated with loss or theft of, or damage to, the equipment while the equipment is at the delivery location to the extent such loss, damage or theft is not covered by Meeting Tomorrow’s optional Accidental Damage Coverage.
Accidental damage coverage
Meeting Tomorrow’s optional Accidental Damage Coverage covers any damage incurred to the equipment during your rental period that was not caused by intentional damage, gross negligence, theft or loss. If you do not choose Meeting Tomorrow’s Accidental Damage Coverage, you will be wholly responsible for any damages to the equipment whether non-intentional or intentional. If you have purchased the Accidental Damage Coverage it will be noted on your invoice/order confirmation.
Meeting Tomorrow’s optional Theft Coverage covers any theft of the equipment. If you do not choose to purchase the theft coverage, you will be wholly responsible for any loss of the equipment whether intentional or non-intentional. If you do purchase Theft Coverage and need to leverage the policy, you are required to send a copy of the local police report to Meeting Tomorrow within 24 hours of the occurrence. If you have purchased the Theft Coverage it will be noted on your invoice/order confirmation.
Applicable sales or other transaction taxes imposed on us in connection with your order or rental of the equipment or rendering of services will be added to the rental fees payable by you. Applicable use or other transaction taxes imposed on you by any third parties in connection with your order or rental of the equipment or rendering of services are solely your responsibility to report and pay.
You agree to immediately notify our offices at (877) 633-8866 if you have any issues with our onsite services or equipment, or any concern whatsoever. If your issue occurs after our regular business hours, please call (877) 633-8866 to be connected with our 24-hour technical assistance staff. Meeting Tomorrow is not responsible for the compatibility of the equipment rented pursuant to this agreement with any equipment supplied by you or a third party with whom you contracted.
Employees and Contractors
In an effort to maintain its status as of one the leading providers in its industry, Meeting Tomorrow expends significant sums of money to train and maintain a quality workforce, as well as maintaining relationships with independent technicians throughout the United States. Accordingly, you agree that you shall not (and continuing for a period of 12 months from the last date Meeting Tomorrow provides goods or services to you) solicit, hire, or contract with, directly or indirectly, any employee, partner, subcontractor or independent contractor of Meeting Tomorrow for the purpose of obtaining services directly competitive with the services provided by Meeting Tomorrow. You acknowledge that in such case Meeting Tomorrow will suffer irreparable harm.
You agree that Meeting Tomorrow may use your company name and information in marketing materials and website listings of customers.
Mutual Force Majeure
Neither Party will be liable to the other party or responsible for any delay in performance or failure to perform under this Agreement (other than their failure to make payments as provided herein) if such failure to delay is caused by war (whether war is declared or not), fire, act of God, earthquake, flood, strike or other labor disturbances, lockout, embargo, governmental acts or orders or restrictions, lack or failure of telecommunications facilities and/or services including Internet services and satellite services, vandalism, epidemic, pandemic, failure of suppliers, or any other reason where failure to perform is beyond the reasonable control and not caused by the negligence, intentional conduct, or misconduct of the non-performing Party and such Party has exerted all reasonable efforts to avoid or remedy such force majeure; provided, however, that the non-performing Party shall use reasonable commercial efforts to avoid or remove such causes of nonperformance and shall continue performance hereunder with reasonable dispatch whenever such causes are removed.
Both Parties agree to defend, indemnify and hold harmless the other Party, including its officers and employees, from any and all claims, suits, damages, losses, liabilities (including but not limited to Workers’ Compensation claims) arising from the other Party’s, subcontractors’ or guests’ use of the equipment or either Party’s violation of this Agreement. Both Parties agree that neither Party shall be liable to the other Party for any incidental, indirect, special, exemplary, punitive, consequential or lost profits damages related to or arising out of this Agreement. Both Parties agree that neither Party shall be liable for any damages that exceed the fees paid by you under this Agreement.
General Terms and Controlling Law
These terms and conditions together with Meeting Tomorrow’s order confirmation(s) represent the complete Agreement of the Parties, supersedes any previous communications between the Parties, and no terms or conditions in any way adding to, modifying or otherwise changing the provisions stated herein and in Meeting Tomorrow’s order confirmation shall be binding upon Meeting Tomorrow unless made in writing and signed and approved by an officer of Meeting Tomorrow. You represent and warrant that you have not relied and cannot rely upon any representation or warranty made by Meeting Tomorrow pertaining to the matters concerning this Agreement, except to the extent that such representation or warranty is expressly set forth in the terms of this Agreement. Neither Party may assign its interest under this Agreement to any other Party without our prior written consent; provided, however, that Meeting Tomorrow may assign this Agreement without such consent in connection with a merger, acquisition, corporate reorganization or sale of all or substantially all of its relevant assets. This Agreement and all rights and obligations hereunder shall be governed by the laws of the State of Illinois in the discretion of the Party filing a claim or commencing litigation. The exclusive jurisdiction and venue of any legal proceedings for the resolution of disputes arising out of or in connection with this Agreement shall be a court of competent jurisdiction in Cook County, Illinois, USA. To the extent permissible by law, the Parties waive a trial by jury in connection with any legal proceeding arising out of or in connection with this Agreement. In the event any legal action is commenced by you or Meeting Tomorrow for the purposes of enforcing any provision of these Terms and Conditions, or in connection with any breach of this Agreement, Meeting Tomorrow shall be entitled to its reasonable attorney fees, expenses and court costs should Meeting Tomorrow prevail in the legal action.
These terms and conditions shall apply to all orders placed with Meeting Tomorrow. If you have any questions, comments or concerns please contact us at (877) 633-8866.
Thank you once again,
Updated March 17, 2020