Our Policies

Below is an overview of our company and rental policies. All clients are required to agree to them in full in order to rent equipment from us. Please contact us at info@gearwhileyourehere.com if you have any questions or concerns regarding our policies.

Reservation Policies:

1)MONETARY MINIMUMS: We require a two-night AND $40 minimum for all orders in the $30 and under service areas. We also require a four-night AND $60 minimum for all orders in the $40 and above service areas. These minimums do not include applicable service, delivery, and assembly fees, and must be met after any applicable discounts and promotions have been applied.

2) METHOD OF RESERVATION: Reservations can be made via phone, e-mail, or fax. Please do not mail reservation requests. All requests will receive a response from our office within one business day. Fulfillment of reservation requests are contingent upon availability of desired equipment and delivery/pick-up appointments, and cannot be guaranteed.

3) GUARANTEE OF RESERVATION: Reservations will be guaranteed once we receive your signed paperwork and completed credit card hold form. You will be given a deadline in your paperwork, and, in the event that we do not receive your completed forms by that time, we will open up your reserved equipment and scheduled delivery and/or pick-up times for other interested clients. It is your responsibility to ensure that you return your paperwork to us in a timely fashion, and you must contact us immediately if you cannot submit your paperwork by the specified deadline but would still like to keep your reservation.


4) RESERVATION HOLDS VIA CREDIT CARD: We require that all reservations be held with a valid Visa or MasterCard credit card number. We will provide you with a form to submit this information, and it will be held in a secure place within our office until the completion of your rental period. Please see the form for details regarding this process.

5) DEPOSITS: We may require some reservations, including (but not limited to) large and long-term orders, be held by a 20% deposit. This deposit must be paid before the reservation is considered confirmed. Deposits may be paid via credit card, check, or money order. We may also require that certain equipment, including (but not limited to) portable DVD players and electronic game systems, be secured with a deposit as well. These deposits will be due no later than seven (7) days prior to your scheduled delivery date, and can be paid via credit card, check, or money order.

Cancellation Policies:

1) FULL CANCELLATION: Full cancellations MUST be made by the date and time specified in your rental agreement. Orders cancelled after that deadline will incur a charge equal to $40 OR 50% of your order, whichever is greater. If you have already paid for your order, we will issue you a refund in the form of a business check minus the applicable fees. If you have not paid for your order at the time of your late cancellation, we reserve the right to charge the applicable fee to the credit card used to hold your reservation.

2) PARTIAL CANCELLATION: Partial cancellations are subject to the same terms as full cancellations. We must receive notice that you wish to remove items from your order by the deadline specified in your rental agreement or else a late cancellation fee equal to $25 OR 50% of the cost of the original rental fees for each cancelled item, whichever is greater. We reserve the right to cancel your entire order if your reservation total does not meet the applicable monetary minimum after the cancelled items are removed. Packaged deals are not eligible for a partial cancellation, so you will be held responsible for all rental fees for any item included in the package that you do not wish to rent.

3) METHOD OF CANCELLATION: ALL cancellations must be received via phone or e-mail. We do NOT acknowledge cancellations sent via fax or postal mail. Our phone's voicemail and our e-mail both have accurate timestamps, and in the event that you leave a message detailing your cancellation we will determine whether it was before or after your deadline based on the timestamp. Please be sure to include your name, customer number, order number and delivery date in your cancellation request.

4) EXTENSIONS: You must notify us of your desire to extend your rental period by the date specified in your rental agreement. All extensions are granted only if the reserved equipment is available for the desired amount of time. You are required to still surrender your equipment by the original pick-up date in the event that we are unable to extend your rental period.

Terms of Payment:

1) METHODS OF PAYMENT: We accept Visa and MasterCard as our primary forms of payment, but will also accept domestic checks, money orders, cash-on-delivery, and PayPal. The following terms apply to each method of payment:
**CREDIT CARDS: Account information must be submitted with your signed paperwork. We will not charge your account until 24-48 hours prior to your scheduled delivery date. We will assess a $25.00 non-payment fee if your card is declined.
**CHECKS: All checks must be mailed immediately, and received no later than fourteen (14) business days prior to your scheduled delivery date. We will deposit checks approximately 10-14 days prior to your scheduled delivery date. All checks must be drawn on domestic banks. Orders placed on short notice are not eligible for payment by check, and we do not accept checks on delivery. We will assess a $25.00 fee for all returned checks.
**MONEY ORDERS: Money orders must be sent immediately upon your receipt of the paperwork packet and must be received no later than fourteen (14) days prior to your scheduled delivery date. Money orders will be cashed immediately.
**PAYPAL INVOICING: Clients must have a valid PayPal account in order to use PayPal invoicing services. PayPal payment will be due in full no later than 48 hours prior to your scheduled delivery date. We will contact you to make arrangements to receive a PayPal invoice.
**CASH ON DELIVERY: All cash on delivery arrangements must be made in advance of your delivery date. You must provide payment in exact change at the time that your order is delivered or else we reserve the right to immediately charge the full amount of the order plus a $25 non-payment fee to the credit card used to hold your reservation. We reserve the right to refuse cash on delivery as a payment option for any order, per our discretion.

2) RECEIPTS: All receipts will be sent to your mailing address once your equipment has been returned and inspected. Please inform us if you need your receipt sooner for business or tax-related purposes.

3) PAYMENT PLANS: We prefer to be paid in full for all orders prior to delivery. However, we may permit clients with large orders to arrange a payment plan, per our discretion. All payment plan arrangements must be made at the time your reservation is placed.

Delivery & Pick-up Policies:

1) DELIVERY & PICK-UP TIMES: We typically schedule all delivery and pick-up appointments in either one or two-hour windows depending on your location. We usually schedule all appointments sometime between 10 a.m. and 7 p.m., although available appointment times may vary depending on your location. During our peak seasons, pick-ups scheduled after 3 p.m. will result in an extra night of rent being charged for each item in your order.

2) GUARANTEE OF APPOINTMENT TIMES: Appointment times are not guaranteed until after we have received your signed paperwork and payment information. If you request certain appointment times when you place your reservation, we will hold your appointment times until your paperwork due date and will release them to other clients if we do not receive your paperwork by that deadline. All appointments are scheduled on a first come, first served basis regardless of when your make your reservation and submit your paperwork. It is your responsibility to ensure that you get appointments that are compatible with your itinerary by scheduling them as soon as possible.

3) AIRPORT DELIVERIES: We service Baltimore/Washington International airport (BWI) as well as many smaller local airports. However, we do add an additional $5.00 airport fee to the regular delivery fee for your destination. Please note that we cannot deliver items that require assembly to airports.

4) PRE-ARRIVAL DELIVERIES & POST-DEPARTURE PICK-UPS: We can make arrangements with you to deliver your order prior to your arrival and/or pick-up your order after you leave, if your destination allows such arrangements. Please note that we cannot be held responsible for any inability to deliver or pick-up your order due to unforeseen lack of access to your living space and you will be responsible for any charges incurred by such inabilities to deliver and/or pick-up equipment.

5) ASSEMBLY: Certain items, including (but not limited to) cribs, portable cribs and toddler beds are subject to a mandatory $5.00 assembly fee per item that is included on your invoice. We do not allow clients to assemble these items themselves. Additionally, if you desire assembly of other items that we do not normally assemble (play yards, airbeds, etc.), we can do so for a $5.00 assembly fee per item.

6) DAMAGE, DESTROYED AND MISSING EQUIPMENT: If you return any piece of equipment in a fully or partially destroyed state (that includes missing pieces), or fail to return any piece of rented equipment in its entirety, we reserve the right to charge the fair market value of each effected item to your credit card. If any returned equipment is partially damaged yet repairable, we reserve the right to charge the cost of repair to your credit card. Missing, destroyed, and incomplete instruction manuals will result in a $15.00 replacement fee per manual being charged to your credit card. Please see our rental agreement for further details. DO NOT UNDER ANY CIRCUMSTANCES ATTEMPT TO DISMANTLE OUR CRIBS, TODDLER BEDS OR OTHER FURNITURE PIECES. Not only do you put your child at risk, but you may also unknowingly damage our gear. If any of our furniture is returned with signs of damage that appears to be due to an attempt to take the piece(s) apart, we reserve the right to charge you for the repair and/or replacement of the item(s) in question.

7)CLEANING FEE: Gear that is returned with excessive dirt, food, pet hair, and/or other debris on it will result in you being charged an $8.00 fee per effected item in order to cover the cost of deep and/or professional cleaning. All cleaning fees are nonrefundable, assesed at our discretion, and will be charged to your credit card within 48 hours of your equipment being returned to us.

8) LATE EQUIPMENT RETURNS: In the event that your rental order is not completely ready for pick-up by BEGINNING of the scheduled pick-up time, we reserve the right to charge you a fee equal to $10 for every five minutes we have to wait upon our arrival. We will wait no longer than 30 minutes to pick-up your items, after which we will leave and contact you to arrange an alternative pick-up time. If we are required to return at another time in order to pick-up your rental items, you will be assessed a second delivery fee equal to your original fee in addition to all applicable waiting fees. PLEASE BE SURE TO HAVE YOUR ITEMS READY FOR PICK-UP AT THE BEGINNING OF YOUR SCHEDULED PICK-UP TIME.

8)FAILURE TO DELIVER: In the event that you are not available to receive your items during your scheduled delivery time, we will charge you a fee equal to $10 for every five minutes we wait for you to arrive. We will wait for a maximum of 30 minutes, at which time we will leave and contact you to make alternative delivery arrangments. In the event that we have to return to deliver your items, you will be charged a second delivery fee in addition to all applicable waiting fees.

Miscellaneous & Web Policies:

1) GUARANTEE OF SATISFACTION: We are confident that you will be completely satisfied with your rental equipment. However, we do require that you notify us within six hours of delivery if any of your equipment is damaged, defective, faulty, or in otherwise unsatisfactory condition so that we can replace it immediately. We will not offer replacements, refunds, or other compensation for any part of your order once the six-hour window has passed.

2)REFUNDS: In the highly unlikely event that you are issued a refund, we will do so in the form of a business check sent via standard postal service mail regardless of your original method of payment. All refunds will be issued within fourteen days of approved refund request.

3) PRIVACY POLICY: We promise to always guard and respect your privacy. Therefore, we never sell, trade, exchange, or otherwise offer your personal contact information (including e-mail address) to any outside party (except where required by law), nor do we use your information for any marketing or advertising purposes. All submitted contact, personal, and financial data is kept completely confidential and secure at all times.

4) MEDIA POLICY: Although we keep your relevant identity and payment-related information private, all comments, questions, ideas, and images expressed on our customer comment cards become the sole intellectual property of Gear While You’re Here, and are subject to publication in both our online and print media without permission from, and/or compensation owed to, you or your rightful heirs. Any information that may reveal your personal identity or financial information (i.e., last names, billing information, specific street addresses, phone numbers, etc.) will not be published under any circumstances. Please indicate in writing on your comment card if you do not wish to have your comments published by us. Failure to request an exemption in writing verifies your understanding and acceptance of your comments being published in the future according to these terms.

5) WEB POLICY: Any remarks, images, ideas, suggestions, or other material submitted to this site through any listed e-mail addresses, guest books, or other means of communication become the sole property of Gear While You're Here. We reserve the right to edit and use any such material in future print or online products and advertisement without compensating the original contributor or his/her relatives. By submitting such material, you agree to us using it under such terms. We do not warrant or make any representation regarding the accuracy or content of this website. The site may contain minor typographical errors or inaccuracies, and we reserve the right to refuse or correct any transaction based on such an error.

6) AFFILIATED SITES & BUSINESSES: We are not responsible for the content of any of our affiliate and partnership sites, nor are we responsible for the actions of affiliated businesses. Please visit these sites and/or patronize these businesses at your own discretion.

7) COPYRIGHT NOTICE: All materials, both print and web-based, are copyrighted by Gear While You're Here Vacation & Relocation Supply Rentals and cannot be used, copied, published, displayed, altered, borrowed, or otherwise used without our written permission.