Rental Terms and Conditions
 

1. Rental Eligibility

Rental costumes are available to studios, schools, companies, and individual dancers. The renter confirms they are the parent/guardian or Director/Teacher and at least 19 years of age and legally has the authorization to enter into this agreement.

​

2.1 Reservations & Payment

Submission of a completed Rental Agreement does not, by itself, confirm a costume reservation.

A rental reservation is confirmed only when Tidewater Dancewear has received the required rental payment and the renter has submitted and accepted the Rental Agreement.

Until both requirements have been satisfied, the costume remains available for rental by other customers.

Once a reservation has been confirmed, the renter is subject to the cancellation, refund, and payment terms outlined in this Agreement, subject to applicable law.

Seasonal Rental Pricing

Tidewater Dancewear's standard rental fee is based on the September 1 to June 30 performance season. The rental fee remains the same whether the costume is required for the full season or only a portion of it. The agreed return date will be confirmed at the time of booking.

​

2.2 Installment Payment Arrangements

Installment payment arrangements are not a standard payment option offered by Tidewater Dancewear.  Requests for alternative payment arrangements must be initiated by the renter and are considered individually, at the sole discretion of Tidewater Dancewear.  Approval is not guaranteed.  

Any approved arrangement must be confirmed in writing by Tidewater Dancewear, including the agreed payment terms amounts, due dates, and conditions of the rental reservation.

A request for instalment payments does not constitute approval or secure a costume reservation.  All other terms of the Rental Terms and Conditions remain in effect.

Where an instalment payment arrangement has been approved, a minimum initial payment of 50% of the total rental fee is required to confirm the reservation, together with a completed Rental Agreement.

The remaining balance must be paid according to the agreed payment schedule. All outstanding rental fees, applicable taxes, and shipping charges must be paid in full before the costume is dispatched or released for collection.

Instalment payment arrangements do not extend the rental period beyond June 30th of the applicable rental season. Any exception to these payment requirements must be expressly approved and documented in writing by Tidewater Dancewear.

​

2.3 Cancellations & Refunds

Cancellation Before Dispatch or Collection

A renter may cancel a confirmed costume reservation and receive a refund provided the costume has not yet been dispatched by Tidewater Dancewear or personally collected by the renter.

Cancellation requests must be submitted in writing and received before the costume has been physically transferred to the shipping carrier or released for collection.

Where cancellation occurs before dispatch or collection, rental fees already paid, including payments made through an approved instalment arrangement, will be refunded to the original payment method. Shipping charges will also be refunded where shipping services have not yet been incurred.

​

Cancellation After Dispatch or Collection

Once a costume has been physically accepted by the designated shipping carrier or personally collected from Tidewater Dancewear, the rental is considered to have commenced.

Rental fees and outbound shipping charges are non-refundable for customer-initiated changes of mind, withdrawal from a performance, changes in casting or choreography, or a decision not to use the costume.

Returning a costume before the agreed rental end date does not entitle the renter to a refund, credit, or extension of the rental period.

​

Refusal or Failure to Accept Delivery

Refusal to accept delivery, failure to collect a parcel from the shipping carrier, or returning a shipment without prior authorization does not constitute cancellation before dispatch and does not, by itself, entitle the renter to a refund.

Where a shipment is refused or unclaimed, the renter may be responsible for reasonable additional shipping or return charges actually incurred by Tidewater Dancewear, where disclosed and agreed upon in advance and permitted by law.

​

Cancellations Under Approved Instalment Arrangements

Costumes reserved through an approved instalment payment arrangement remain in the possession of Tidewater Dancewear until all required rental payments, applicable taxes, and shipping charges have been received in full.

If the renter cancels before dispatch or collection, all rental instalments paid will be refunded in accordance with the cancellation-before-dispatch provisions above.

Once full payment has been received and the costume has been dispatched or collected, the same cancellation and refund conditions apply as to rentals paid in a single transaction.

​

Costume Issues & Consumer Rights

If a costume arrives damaged or is not supplied as agreed, the renter should notify Tidewater Dancewear promptly so the matter can be assessed and an appropriate resolution arranged.

​

​

2.4 Costume Reproduction & Design Variations

Where an existing rental costume is unavailable in the renter's required size, Tidewater Dancewear may, at its discretion, offer to construct a similar costume for inclusion in its rental collection.

Such reproductions are based on the general design, silhouette, colour palette, and artistic character of the original costume. They are not guaranteed to be identical reproductions of the costume displayed in website photographs.

Due to changes in supplier availability, discontinued materials, dye lots, and embellishment availability, reasonable substitutions or design modifications may be necessary.

Any material differences affecting the overall appearance, colour, silhouette, or significant decorative elements of the costume will be disclosed to the renter and agreed upon before construction proceeds.

Minor variations in materials, trims, and embellishments that do not materially alter the agreed design may occur as part of the professional construction process.

All reproduced rental costumes remain the exclusive property of Tidewater Dancewear and are subject to the same rental terms and conditions as existing inventory. 

Therefore, disclosed and agreed-upon design variations, including reasonable material substitutions or differences from the original published costume, do not, by themselves, constitute grounds for cancellation or refund.

​

​​

2.5 Digital Design Representations & Finished Costume Variations

Tidewater Dancewear may use digital illustrations, design sketches, or AI-assisted concept images to communicate the intended appearance and artistic direction of a costume.

These images are intended as visual design references and may not represent an exact photographic reproduction of the completed garment.

Differences may occur in fabric colour, texture, pattern placement, embellishment arrangements, decorative details, and overall appearance due to material availability, construction techniques, lighting, screen display settings, and the practical requirements of professional dancewear construction.

Where a costume is reproduced or specially constructed for rental, Tidewater Dancewear will communicate significant anticipated differences from the original design and obtain the renter's approval of the agreed specifications before construction.

Reasonable variations between an illustrative design image and the completed costume, where consistent with the agreed design specifications, do not, by themselves, constitute grounds for cancellation or refund.

A customer's subjective preference for the appearance of a finished costume does not automatically establish that the costume fails to conform to the agreed design.

​

​

2.6 Payment Disputes & Return of Rental Property

All rental costumes remain the exclusive property of Tidewater Dancewear throughout the rental period.

Initiating a payment dispute, chargeback, or refund request does not, by itself, transfer ownership of the costume, terminate the rental agreement, or release the renter from their obligation to return Tidewater Dancewear's property.

Where a payment dispute arises, the renter agrees to communicate with Tidewater Dancewear regarding the status and return of any costume in their possession.

If the rental agreement is lawfully cancelled or terminated, the costume must be returned in accordance with applicable return instructions and legal requirements.

Tidewater Dancewear reserves the right to pursue lawful recovery of unreturned rental property and any amounts properly owing under this Agreement.

​

​

3. Costume Measurements

The renter acknowledges that they have reviewed the published costume measurements before placing their order.

Tidewater Dancewear cannot be held responsible for sizing issues resulting from inaccurate measurements provided by the renter or failure to compare the costume measurements before booking.

​

4. Authorized Wearer

The costume rented under this agreement is intended solely for the dancer identified in this Rental Agreement.

The renter shall not loan, sub-rent, transfer, assign, or permit the costume to be worn by any other individual without the prior written consent of Tidewater Dancewear.

The use of a single rental costume by multiple dancers during the rental period is strictly prohibited and constitutes a breach of this agreement.

If unauthorized use is discovered, Tidewater Dancewear reserves the right to terminate future rental privileges and seek any additional remedies available under this agreement.

​

5. Alterations

Only temporary adjustments necessary for fit are permitted.

Permanent alterations, cutting, dyeing, painting, removal of embellishments, or structural modifications are strictly prohibited without written authorization from Tidewater Dancewear.

​

6. Care of the Costume

Costumes must be handled with professional care at all times.

Costumes must not be washed, dry cleaned, steamed excessively, or repaired without prior approval.

​

Costume Storage

Rental costumes must be stored in a clean, dry, well-ventilated environment when not in use.

Classical tutus should be stored flat whenever practical to preserve their shape and structure. Travel bags are intended for transportation and temporary protection, not prolonged storage. Costumes must be removed from their travel bags after transportation and allowed to air thoroughly before being stored.

Costumes must not be stored while damp or exposed to excessive heat, moisture, or direct sunlight. The renter is responsible for taking reasonable care to prevent avoidable damage, distortion, mildew, and deterioration during the rental period.

 

 7. Costume Damage, Loss, Theft & Replacement Valuation

​

All rental costumes remain the exclusive property of Tidewater Dancewear.

The renter is responsible for taking reasonable care of the costume throughout the rental period and for promptly notifying Tidewater Dancewear of any damage, loss, theft, or other incident affecting the costume.

Normal wear resulting from proper use is expected and will not be treated as damage requiring compensation.

The renter may be responsible for reasonable repair costs where damage results from misuse, negligence, unauthorized alterations, improper handling, or failure to follow the costume care instructions.

Where a costume is lost, stolen, not returned, or damaged beyond reasonable repair, the renter may be responsible for its reasonable replacement cost, subject to applicable law.

Each rental costume has an established replacement valuation based on materials, specialized construction, professional labour, and associated replacement expenses. The applicable valuation will be disclosed to the renter in writing before the rental reservation is confirmed.

The replacement valuation is not the rental price, a purchase price, or an automatic penalty. Any amount claimed will reflect the circumstances of the loss or damage and the reasonable cost of repair or replacement.

The renter must not attempt repairs, alterations, or replacement of damaged costume components without prior written authorization from Tidewater Dancewear.

Tidewater Dancewear reserves the right to assess damage upon return and provide an itemized explanation of any repair or replacement charges.

​

​

8.1 Shipping & Returns

International Customs & Import Charges

For international rentals, the renter is responsible for all applicable import duties, taxes, tariffs, brokerage fees, and customs clearance charges.

The renter must not authorize these charges to be billed to Tidewater Dancewear. If Tidewater Dancewear subsequently receives or pays such charges, the renter agrees to reimburse the actual documented amount, including charges invoiced after delivery or completion of the rental, subject to applicable law.

The renter is responsible for returning the costume by the agreed return date.

Return shipping must use an approved carrier with tracking.

 

8.2 Rental Returns & Extensions

Late returns may affect future productions and other clients qued to rent the costume after your contract is expired. All rental costumes must be returned by the agreed return date. Standard seasonal rentals conclude on June 30 unless otherwise agreed in writing.

Tidewater Dancewear will normally send a courtesy reminder approximately four weeks before the scheduled return date, allowing the renter time to arrange return shipping or request an extension.

Requests for extensions must be submitted before the return date and are subject to approval by Tidewater Dancewear. Any additional rental charges or revised return dates will be communicated and agreed upon in writing.

The renter remains responsible for returning the costume by the agreed deadline, regardless of whether a reminder has been received.

If a costume is not returned by the agreed date and no extension has been approved, Tidewater Dancewear may contact the renter to arrange its return and pursue reasonable recovery costs or other remedies permitted under this Agreement and applicable law.

All costumes must be returned using the shipping and packaging instructions provided by Tidewater Dancewear.

​

9. Ownership

All costumes remain the exclusive property of Tidewater Dancewear at all times.

Rental does not transfer ownership or reproduction rights.

​

10. Photography & Marketing

The renter may photograph the costume for normal performance and promotional purposes.

Tidewater Dancewear retains all design rights and may continue to use photographs of the costume for portfolio, website, rental catalogue, and marketing purposes.

Photographs of dancers will be cleared with the dancer and, where applicable, their parent or legal guardian before use on Tidewater Dancewear's website, social media, or promotional materials.

11. Limitation of Liability

Tidewater Dancewear is not responsible for performance cancellations, casting changes, scheduling changes, production decisions, or other circumstances outside its reasonable control that affect the renter's intended use of a costume.

The renter is responsible for ensuring that the costume is suitable for the dancer's intended performance, including proper fit, safe movement, and compliance with applicable studio or production requirements.

To the extent permitted by applicable law, Tidewater Dancewear shall not be liable for indirect or consequential financial losses arising from the rental or use of a costume.

Nothing in this Agreement excludes or limits liability that cannot lawfully be excluded or restricted, including rights and remedies available under applicable consumer protection legislation.

​

12. Acceptance

By completing and submitting the Rental Agreement below, the renter confirms that:

• They have read and understood these Rental Terms & Conditions.

• They accept responsibility for the costume while it is in their care.

• They agree to comply with all policies outlined above.

• The information provided in the Rental Agreement is accurate and complete.

​