EQUIPMENT RENTAL AGREEMENT & LIABILITY RELEASE
This Equipment Rental Agreement (“Agreement”) is entered into by and between HOT SPOT SAUNA LLC (“OWNER”) and the individual or organization executing the booking order (“RENTER”).
1. PARTIES & APPLICABILITY
Owner Definition: “OWNER” refers to HOT SPOT SAUNA LLC and its agents, delegates, representatives, and online platform at [www.hotspotheat.com]
Renter Definition: “RENTER” refers to the party executing the booking order and submitting rental payment.
Binding Effect on All Users: RENTER acknowledges that use of the equipment is open to RENTER and third-party guests. All users are strictly bound by the terms of this Agreement and OWNER’s Waiver and Release of Liability (“Release”).
Renter Responsibility: RENTER is solely responsible for informing all users of these terms and enforcing compliance.
Waiver Requirement: RENTER and all guests MUST sign the Release prior to using the sauna. Digital copies are provided in booking confirmation emails; hard copies are available upon delivery.
2. SITE PREPARATION & ACCESS
Uninhibited Access: RENTER shall provide clean, level, and solid ground access for equipment delivery, installation, and retrieval.
Passageway & Clearance Specs: Access routes and setup sites must measure a minimum of 10 ft wide x 20 ft long x 14 ft high clear overhead. The route must support heavy vehicle/trailer weight in all weather conditions and remain free of snow and ice.
Non-Compliance Options: If the site or access route is unsuitable upon arrival, OWNER may, at its sole discretion:
Cancel delivery and retain all rental fees and deposits paid due to RENTER's non-compliance; or
Perform necessary site prep (e.g., clearing brush, minor leveling) billed to RENTER at $50.00 per 30 minutes (or fraction thereof).
Private Property: Delivery is restricted to secure, private property. Public property setups require express written approval from OWNER prior to booking.
Security Deposit Hold for Retrieval Delays: Unsafe or blocked access during retrieval may result in partial or full forfeiture of RENTER’s security deposit.
3. INSPECTION, USE, & REPAIR ACCESS
Pre-Rental Inspection: RENTER shall personally inspect the equipment upon delivery. Any pre-existing defects or damages must be documented and reported to OWNER immediately.
Maintenance & Unsafe Conditions: RENTER shall keep the equipment in good repair (normal wear and tear excepted). If equipment becomes unsafe or malfunctions, RENTER must immediately cease use and notify OWNER.
Unauthorized Repairs: RENTER shall not perform or authorize repairs without prior written consent from OWNER. Failure to give timely notice of issues will result in charges for lost equipment utility time.
Owner Access: RENTER agrees to grant OWNER access to the premises at all reasonable times for inspection or repair purposes.
4. STATIONARY USE ONLY
Prohibition on Relocation: Once delivered and positioned by OWNER, RENTER shall not move, tow, relocate, or tamper with trailer stabilization/immobilization hardware under any circumstances.
5. DELIVERY & RETRIEVAL WINDOWS
Timeframes: For overnight rentals, standard delivery and retrieval windows occur between 8:00 AM and 3:00 PM before and after the designated rental period.
Placement Discretion: While OWNER will attempt to accommodate RENTER’s preferred setup location, OWNER retains sole, absolute discretion over final positioning to ensure safety.
6. NO WARRANTIES
Disclaimer: OWNER provides NO WARRANTIES, express or implied, including warranties of merchantability, fitness for a particular purpose, or that the equipment is free from latent defects. RENTER accepts the equipment "AS IS."
7. HOLD HARMLESS & INDEMNIFICATION
Indemnification: RENTER agrees to defend, indemnify, and hold harmless OWNER from any liabilities, losses, damages, costs, attorney’s fees, claims, or personal injuries (including death) arising out of the possession, transport, setup, or operation of the equipment.
Scope: This release covers claims resulting from OWNER’s non-intentional negligence (including inspection, maintenance, or transport), excepting only damages directly caused by OWNER’s intentional misconduct.
8. ASSUMPTION OF RISK, MINORS, & THIRD PARTIES
Inherent Risks: RENTER acknowledges that sauna use involves elevated temperatures and physical risks. RENTER assumes all risks for themselves and their guests.
Medical Clearance: RENTER certifies that they and their guests have no underlying health conditions that preclude safe sauna use and agree to consult a physician if uncertain.
Minor Policy: Any minor (under age 18) MUST be directly supervised by a parent, legal guardian, or responsible adult. Both the adult and minor must execute the Consent of Parent/Guardian & Acknowledgement of Risk Form for Minors prior to use.
9. AUTHORIZED USE & TUTORIAL
User Manual: RENTER agrees to operate the equipment strictly according to the provided User Manual and safety postings.
Mandatory Tutorial: OWNER will provide an operational tutorial at delivery. RENTER agrees to address any operational questions or concerns before OWNER departs the site.
10. PROHIBITED USES & SUBSTANCES
The following activities constitute a direct breach of this Agreement:
Operating for illegal purposes, in illegal locations, or in a state of disrepair.
Allowing use by unauthorized or unsupervised third parties who have not signed OWNER’s Release.
Introducing food or beverages inside the sauna (except personal drinking water).
Wearing metal jewelry (risk of skin burns) or using fire accelerants/unapproved essential oils.
Smoking or bringing breakables (glass/ceramics) inside or around the unit.
Spraying cold water directly onto the front/sides of the stove (risk of severe steam burns and equipment failure).
Direct skin contact with hot metal stove shields.
11. ASSIGNMENTS & SUBLEASES
RENTER shall not pledge, encumber, sublease, assign, or loan the equipment. Any unauthorized assignment is legally void.
12. RATES, DEPOSITS, & CANCELLATION POLICY
Non-Refundable Booking Deposit: A $300.00 Non-Refundable Booking Deposit plus delivery fees is due at the time of reservation to lock in the rental date.
Full Payment: The remaining rental balance is due upon delivery on the first day of the rental period (or up front at booking).
Strict Cancellation Terms:
Cancellations 7+ days prior to delivery (by 10:00 AM): The $300.00 Booking Deposit is strictly non-refundable. Any additional rental fees paid will be issued as a Store Credit valid for 12 months toward a future reservation.
Cancellations less than 7 days prior to delivery: 100% of all payments, fees, and deposits are forfeited. No refunds, partial refunds, or store credits will be issued under any circumstances.
Written Notice: Cancellations must be submitted via email (rental@hotspotheat.com) or text message (+1-224-256-6039).
Owner's Right to Cancel (Weather & Safety): OWNER reserves the right to cancel or pause a rental on short notice due to severe weather, hazardous travel conditions, or safety concerns. In such events initiated by OWNER prior to setup, RENTER may reschedule at no additional charge or receive a 100% full refund within two (2) business days.
13. DAMAGES, CLEANING, & OVERDUE FEES
Full Replacement Liability: RENTER acts as an insurer for lost, stolen, or damaged equipment and agrees to pay full repair or replacement costs as invoiced by OWNER.
Excessive Cleaning Fee: A $200.00 fee will be automatically charged/deducted if the equipment requires non-standard cleaning upon retrieval.
Late Retrieval Fee: If equipment retrieval is delayed past 3:00 PM on the final rental day due to RENTER’s fault or site access issues, RENTER will be charged a one-night rental fee plus any documented lost rental income.
14. REPOSSESSION
Upon default of payment or violation of any terms, OWNER reserves the right to enter the premises and repossess the equipment at RENTER’s sole expense, without liability for trespass or property damage.
15. SAFETY POSTINGS & FIRE EXTINGUISHER
RENTER agrees to abide by all warning signage posted on the unit.
RENTER confirms receipt of briefing on fire extinguisher operation using the P.A.S.S. method (Pull pin, Aim nozzle, Squeeze trigger, Sweep base of fire).
16. LEGAL FEES & GOVERNING LAW
Enforcement Costs: RENTER shall pay all actual legal costs, attorney’s fees, and collection expenses incurred by OWNER to enforce any provision of this Agreement.
Governing Law: This Agreement is governed by the laws of the State of Illinois. Parties submit to personal and subject-matter jurisdiction within the courts of Illinois.
17. SEVERABILITY & SUCCESSORS
If any provision is deemed unenforceable, remaining provisions remain in full force. This Agreement binds all heirs, successors, and assignees.