RENTAL & SERVICES TERMS & CONDITIONS​​

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By you it is meant the customer or their representative, by we it is meant the company [Illuminography EE] by props or rentals it is meant any items hired by the customer from our company and any supportive equipment used for its set up and correct function. 

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Prop Handling & Delivery/Set Up

 

• Transportation and Setup: Illuminography is responsible for transporting and setting up all props unless we agree otherwise.

• Placement Decisions: We'll do our best to set up props in your preferred location. However, if that imposes safety issues (for you or the props), we reserve the right to place them in a location we judge will be safer.

• The included delivery and setup fee covers a single delivery and collection slot. If you anticipate needing multiple time slots for delivery, collection and/or room turnarounds, please inform us in advance so we can accommodate your schedule. Additional charges may apply for multiple slots.

• Prop Protection: Once our team has left the site, you must protect the props from strong wind, snow, and rain at all times. If the weather changes, you or your representative (eg. planner, coordinator) is responsible for contacting us to safely remove or move the rentals

• No Unauthorized Movement: Our props are sturdy but heavy and can cause injury if moved without our training. You are responsible for ensuring that guests, staff, and vendors do not move, push, or touch the props. We are not liable for any injury or damage caused by unauthorized movement, and you may incur additional charges. If the props are required to change position within the agreed location, you need to contact our team for further instructions.

• Prop Location: Props must remain in the location we set them up. If we've agreed for a third party to move them, someone must be present during setup to receive safety instructions.

 

Prop Usage & Care

 

• Bulbs & Electrics: Do not touch the bulbs, as they can get hot or any of the prop(s)' electrical equipment and cause injury. We are not responsible for any injuries sustained from unauthorised touching of the bulbs or the electrical equipment. Please ensure all guests, especially children, are aware of this.

• No Objects on Props: Do not rest any objects on the props, especially those that could stain them (e.g., drinks, food plates). If stains or marks occur, your deposit will be reduced to cover cleaning or restoration costs, depending on the damage severity.

• Damage or Loss: Any damage or loss of props or equipment will result in potential additional charges and possible loss of future rental privileges.

 

Design & Printing Services

 

• Information Submission: For any design or printing work (e.g., table plans, welcome signs, menus), you must provide all necessary information to Illuminography at least one month [30 days] before your event. Information must be in an editable format (Word, Excel, etc.) allowing for easy copy/paste. We will not accept handwritten text, photos, screenshots, or other flat images [not-editable].​​

• Any delay to sharing the required information by the agreed date, will result in reduction of the number of edited drafts our team is able to offer. 

• Should the customer fail to submit the requested details in the correct format, within the outlined timeframe, Illuminography holds the right to cancel the items off their order without a refund. 

• Design Drafts & Revisions: If you don't provide specific instructions with regards to your wishes for the design outcome, Illuminography will create and share a draft for your review and approval. You get up to 3 free edits/prop (edits exclude spelling and guest attendance changes) included in the hire cost. Further drafts will incur a minimum charge of 65 euros + VAT per draft, depending on the work involved. We'll provide a quote for significant changes.

• To ensure your designs are produced to the highest standard, please share any final text updates—including changes to the timeline, guest list, or table plan—at least 20 days prior to your event date. Please note that while we take great care in our work, the final verification of these details is the responsibility of the client to ensure everything is exactly as you envisioned.

• Final Design Approval: You are responsible for proofreading, checking, and approving the final design before printing. If we don't hear from you within 2 weeks [14 days] before your event, we'll assume the design is approved to enter the printing queue. If a third party needs to approve the design, you are responsible for forwarding it.

• Design-Only Fee: If Illuminography produces design work but you decide not to proceed with printing through us, a minimum of 120 euros + VAT/design fee will apply for the design work. If you have your own designer creating a design, please let us know at least 4 weeks prior to the event date. Their design must be submitted in the appropriate format at least 2 weeks [14 days] prior to the event date. 

• Once printed, no amendments can be made. If a reprint is possible, you will be informed of the occurring charge for the additional printing and delivery costs.

• Color Discrepancy: Colors in the digital design may differ slightly from the final printed product.

 

Booking & Payments

 

• Securing Your Booking: A booking is considered as secured once the agreed-upon deposit is received within the timeframe set out in your agreement. The remaining balance must be paid by the date specified in your agreement. If payment isn't received by the due date, Illuminography reserves the right to cancel your hire and release the date without a refund.

• The holding deposit is non-refundable.

• Booking Form Validity: Your booking form is valid for 2 weeks [14 days] from its issue date, provided this doesn't exceed your final payment or event date. If the booking isn't secured within this timeframe, Illuminography may release the items for other customers.

 

Cancellations & Postponements

 

• Postponement: If you need to postpone your hire, we'll gladly work with you to find an alternative date at no extra cost. If your requested items aren't available for the new date, we'll suggest similar alternatives of equal value. All existing payments will transfer to the new date, and the agreed price will not change. No refunds will be given for postponements.

• Cancellation within 30 Days: If you cancel, full or partial cancellation, within 30 days of your event, you must pay the full hire cost as compensation for lost earnings due to reserving our service and props.

• Cancellation Outside 30 Days: If you cancel more than 30 days before your event, your deposit is non-refundable.

• Extreme Circumstances (Force Majeure): In cases of extreme weather, natural disasters, strikes, or other force majeure events, our payment, cancellation, and postponement policies remain as outlined above.

• Delivery Delays due to Force Majeure: We'll do our best to inform you of any delivery delays caused by extreme weather, natural disasters, strikes, or force majeure events, but we are not accountable for these delays, and no refunds will be given. 

 

Post-Event & Other Terms

 

• Unrecoverable Props/Equipment: If any props or equipment cannot be collected from the venue (e.g., due to theft, breakage, destruction), you are responsible for covering the full cost of replacing or remaking the item(s), which will be assessed based on the damage.

• Interbank Charges: Illuminography is not responsible for any interbank charges incurred when sending or refunding any payment. For international bank accounts (outside Greece), some banks may charge for receiving international funds. We are not responsible for any such charges made by your bank.

• Bulb Replacement: Spare light bulbs are always left at the venue (usually behind the props). We test all bulbs after setup. However, bulbs can blow during an event. We ask you to be present at delivery so we can demonstrate how to change a bulb. Otherwise, switch off the lights at the mains and allow bulbs to cool before changing. Our classic letters use bayonet fittings: push in and turn to remove/install. No refunds will be given for blown bulbs.

• Reporting Faults: In the unlikely event of faults with the hired items during your rental, please notify us immediately upon setup or contact us right away. If we don't hear from you during your hire period, we'll assume there were no notable defects or issues, and no faults will be recognized afterward.

• Additional Documentation: Additional documentation may be required in some cases.

• Agreement Confirmation: Payment of the required deposit confirms your agreement to the hire or purchase of the items for the specified date and location, as well as these terms and conditions.

• Illuminography reserves the right to reach out to you and/or your photographer for images of the hired/purchased items. Those images will be used for social media, commercial, catalogue and website purposes. If you do not wish us to contact you, your representative or the photographer, please let us know in writing, via direct email or Whatsapp.​​

 

- Updated on Tuesday 21st October 2026-