You know those loss provention tags on items in stores...too bad you can't use those!

The only other thought I have is to attend the event and clean-up and make sure everything is returned OR get a deposit and (if I may dare) make sure the check is good (just incase).

I just hope all the stress will be for no reason and all will end well....here's hoping anyway!

We are looking at this very situation right now. We have just purchased a popcorn popper and a snowcone machine with the intent that it would belong to the PTO, but various student groups would also be allowed to use it for their fundraising activities. We would not charge them, but they would be responsible for the supplies (oil, popcorn, ice, etc) and for returning the equipment in tip-top shape. I think that a security deposit, regardless of who uses it, is a great idea. You probably shouldn't have waived that just because it was a school group on the school grounds. I would also have a written agreement that is signed by a PTO officer, a student group adult advisor, and a member of the student group (or whatever group "rents" it) with the guidelines very clear. This agreement should include: date of rental, date of return (say, 2 days after the event), receipt of deposit, return of deposit, and the conditions of return. This would be signed upon rental AND return and kept on file so there would be no arguments. I would also make a firm rule on loaning this equipment out and stick with it. I don't know about your things, but ours was very expensive, plus we're having to get it here from the States so it's not easily replaced. Since the event hasn't happened yet, you still have time to put this into place and cover yourself!! Good luck! :cool:

Our parent group owns a cotton candy and a popcorn machine and we have various organazaions such as Boy scouts and Girls Scouts who request use wich we used to do free in the past. In our standing rules we now require a refundable security deposit given back when the machine is returned, clean and in same order that it left.
Our school student council would like to use it to generate some funds wich we told them fine as long as machine is kept on school grounds and returned clean that we will not require a deposit. The parent that will run the machine we know will want to take the machine home and we have previously had problems in getting this parent to return items to the school as he feels that what is in the school shed since they have been parents so long at that school that these rules do not apply to them. We have changed the locks on the shed at the beginning of the school year and he no longer has a key (but is also no longer on the board) The event is next week and we are all dreading as we know what he will try to take the machine home and we will again have to call and it will take several calls to get it back. Since we have told the student council they do not have to pay a deposit and when this parent takes it home and if something happens will he be liable to replace the machine or the student council?