The terms governing the rental, delivery, setup, operation, and return of all Coolex Rentals mobile refrigeration and freezer trailer equipment.
Last updated: May 2026
These Terms & Conditions Rental Agreement (“Agreement”) govern the rental, delivery, setup, operation, and return of all mobile refrigeration and freezer trailer equipment provided by Coolex Rentals (“Company”). This Agreement applies to all customers, businesses, organizations, contractors, event operators, and individuals renting equipment from Coolex Rentals (“Renter”).
By requesting a quote, placing a reservation, signing an invoice or rental agreement, submitting payment, accepting delivery, or utilizing any equipment supplied by Coolex Rentals, the Renter acknowledges that they have read, understood, and agreed to comply with the terms outlined herein.
The purpose of this Agreement is to establish clear operational expectations, define responsibilities between both parties, and ensure the safe and proper use of rental equipment throughout the duration of the rental period.
The rental term begins on the date and time the equipment is delivered or made available to the Renter and continues until the equipment is returned to, or retrieved by, Coolex Rentals at the conclusion of the agreed rental period.
Rental durations may include short-term, weekly, monthly, seasonal, or long-term agreements, depending on the customer’s operational needs. Any extension of the rental period must be approved by Coolex Rentals in advance and may be subject to additional charges based on equipment availability and current rental rates.
The Renter agrees to make the equipment fully accessible and available for pickup at the scheduled date and time. Delays caused by inaccessible locations, blocked access points, customer scheduling conflicts, or inability to retrieve the equipment may result in additional rental fees, labor charges, or transportation costs.
All rental rates, transportation fees, fuel surcharges, deposits, taxes, and ancillary charges will be outlined in the customer’s estimate, invoice, or rental agreement prior to delivery whenever reasonably possible.
Coolex Rentals reserves the right to require partial or full payment in advance depending on the rental duration, equipment type, seasonal demand, or customer account history. Deposits collected may be applied toward unpaid balances, damages, cleaning costs, late fees, or other outstanding charges associated with the rental.
Invoices not paid within the agreed payment terms may accrue late fees or interest charges permitted under applicable law. In the event collection efforts become necessary, the Renter agrees to be responsible for reasonable collection costs, attorney fees, and associated administrative expenses incurred by Coolex Rentals.
Returned payments, declined credit card transactions, chargebacks, or insufficient funds may also result in additional processing or administrative fees.
Coolex Rentals provides delivery, positioning, setup, and removal services for all rental equipment unless otherwise specified in writing. The Renter is responsible for ensuring that the delivery site is safe, accessible, and suitable for the size and weight of the trailer equipment being delivered.
Suitable placement conditions include stable and level ground, sufficient clearance for towing and maneuvering, and unobstructed access for delivery vehicles. Coolex Rentals shall not be responsible for property damage resulting from unstable surfaces, soft ground conditions, concealed underground utilities, inadequate clearance, or unsafe site conditions not disclosed prior to delivery.
If delivery personnel determine that the requested placement area presents a safety risk or could potentially damage equipment, vehicles, or surrounding property, Coolex Rentals reserves the right to refuse placement or relocate the trailer to a safer location at its sole discretion.
Additional charges may apply for difficult deliveries, multiple placement attempts, ferry transportation, remote locations, after-hours scheduling, extended setup times, or relocation requests made after delivery has been completed.
Mobile refrigeration and freezer trailers require an adequate and properly configured power source in order to maintain safe operating temperatures and perform as intended. Unless otherwise agreed in writing, the Renter is solely responsible for providing electrical service that meets the equipment’s voltage, amperage, and operational requirements.
The Renter acknowledges that improper electrical connections, overloaded circuits, power interruptions, generator malfunctions, voltage inconsistencies, or unauthorized modifications to the power supply may result in refrigeration failure, equipment malfunction, compressor damage, or unsafe operating conditions.
Coolex Rentals shall not be liable for any damages, spoilage, business interruption, inventory loss, or operational downtime resulting from inadequate electrical supply, power outages, tripped breakers, disconnected power cords, generator failure, or customer-supplied electrical deficiencies.
The Renter is encouraged to verify all electrical requirements in advance of delivery and consult with a qualified electrician if necessary. See our Power & Electrical Requirements page for full details.
All equipment rented from Coolex Rentals is intended exclusively for lawful temporary cold storage purposes. The Renter agrees to operate the equipment responsibly and in accordance with all applicable local, state, and federal laws, health regulations, and safety standards.
The following activities are strictly prohibited:
The Renter assumes full responsibility for maintaining sanitary conditions within the trailer throughout the rental period. Excessive dirt, spills, biological waste, odors, pest contamination, or unsanitary conditions may result in additional cleaning or restoration charges.
The Renter acknowledges that all equipment is inspected and considered operational at the time of delivery. The Renter accepts responsibility for safeguarding the equipment throughout the rental period until it is returned to or retrieved by Coolex Rentals.
The Renter shall be financially responsible for any damage beyond ordinary wear and tear, including but not limited to:
If the equipment is stolen, destroyed, or damaged beyond reasonable repair during the rental period, the Renter may be responsible for repair costs, replacement value, loss-of-use damages, transportation expenses, and related administrative costs.
Although Coolex Rentals maintains and services all refrigeration equipment on a routine basis, refrigeration systems remain mechanical equipment subject to variables beyond the Company’s control, including environmental conditions, power supply interruptions, loading practices, and customer operation.
Accordingly, the Renter remains solely responsible for:
Coolex Rentals does not guarantee uninterrupted operation under every possible condition and shall not be liable for food spoilage, inventory loss, pharmaceutical degradation, event interruption, business losses, or any consequential damages resulting from refrigeration performance issues, environmental conditions, operator error, or power-related failures.
Customers storing highly sensitive inventory are encouraged to independently monitor trailer temperatures using supplemental alarm or monitoring systems.
In the event the Renter experiences operational concerns or suspected equipment malfunction, Coolex Rentals must be notified immediately so that troubleshooting or service can begin as quickly as possible.
Coolex Rentals will make commercially reasonable efforts to diagnose issues remotely, dispatch service personnel, or provide replacement equipment when available. However, emergency response times may vary depending on geographic location, weather conditions, technician availability, traffic conditions, seasonal demand, and inventory availability.
Temporary service interruptions or delays shall not automatically constitute grounds for cancellation, refund, or liability unless otherwise determined by Coolex Rentals in writing.
Because equipment inventory is reserved specifically for customer use, cancellations may impact scheduling availability and operational logistics. Reservations canceled after scheduling, dispatch preparation, route coordination, or equipment allocation may be subject to cancellation charges.
Same-day cancellations, refused deliveries, or last-minute scheduling modifications may incur transportation fees, labor charges, or administrative costs associated with the reserved equipment and delivery schedule.
Coolex Rentals reserves the right to refuse, suspend, or terminate rentals in situations involving nonpayment, unsafe conditions, misuse of equipment, abusive conduct, or circumstances beyond the Company’s reasonable operational control.
Under no circumstances shall Coolex Rentals, its owners, employees, affiliates, contractors, or representatives be liable for indirect, incidental, special, punitive, or consequential damages arising out of or related to the rental or use of equipment.
This limitation includes, but is not limited to:
The Renter acknowledges and accepts that temporary refrigeration equipment, like all mechanical systems, may experience unexpected failures despite routine inspection and maintenance procedures.
The Renter agrees to indemnify, defend, and hold harmless Coolex Rentals and its representatives from any claims, liabilities, damages, lawsuits, fines, penalties, or expenses arising from the possession, placement, operation, transportation, or use of rental equipment during the rental period.
This obligation includes claims involving property damage, bodily injury, food contamination, regulatory violations, customer negligence, employee actions, or unauthorized equipment use by third parties.
This Agreement shall be governed and interpreted in accordance with the laws of the State of Ohio, without regard to conflict-of-law principles.
Any legal action or dispute arising from this Agreement shall be brought exclusively within the appropriate courts located in the State of Ohio, and both parties consent to such jurisdiction and venue.
This Agreement represents the complete understanding between Coolex Rentals and the Renter regarding equipment rentals and supersedes any prior verbal discussions or representations unless otherwise agreed to in writing.
By signing a rental agreement, submitting payment, accepting delivery, or utilizing rental equipment provided by Coolex Rentals, the Renter acknowledges that they have fully read, understood, and agreed to all terms and conditions outlined herein.
Coolex Rentals
Phone: (440) 909-COOL
Email: info@coolexrentals.com
Call or request a quote online — we respond in about an hour during business hours.