POLICIES, TERMS & CONDITIONS | Vending Concepts | United States

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Vending Concepts
3853 E Loop 820 South
Fort Worth
TX 76119
United States


Vending Concepts

6110 Milwee Street, Suite N


TX 77092

United States

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Policies, Terms & Conditions


Terms & Conditions 

This website is owned and operated by Vending Concepts LLC. These Terms set forth the terms and conditions under which you may use our website and services as offered by us. This website offers visitors vending machines, parts, services and support. By accessing or using the website of our service, you agree that you have read, understood, and agree to be bound by these Terms.


When buying an item, you agree that: (i) you are responsible for reading the full item listing before making a commitment to buy it: (ii) you enter into a legally binding contract to purchase an item when you commit to buy an item and you complete the check-out payment process.


Vending Concepts can not be responsible for shipping delays. We can't control the weather or the speed and or accuracy of the shipping companies. We do commit to shipping the machine by the agreed upon date. We do our best to beat or meet all promised dates. Sometimes parts can be on backorder in which case we will communicate with you to keep you abreast of any delays but that is a rarity. Guaranteed transit can be purchased for an additional cost. Please call or inquire online for more information.


Vending Concepts can not be held responsible for shipping damages. The machines are covered by insurance and a claim will be processed on the buyer's behalf. The buyer must inspect the shipment upon arrival and mark the Bill of Lading if any damages occurred in transit. We will work with the buyer to rectify the issue in a speedy manner but if this occurs it is not grounds for canceling the order. Failure to notate on the Bill of Lading may result in a rejected claim through the shipper. However, Vending Concepts will work with the buyer and the shipper to rectify any issues that arise. See Shipping Policies for complete explanation all shipping related disclaimers and information.


Vending Concepts is strategically located in the center of the country in Houston and Fort Worth, Texas. We service the entire country from the heart of the country and as such can offer free shipping on any vending machine in excess of $1,195.00! The free shipping is only to a commercial address with a forklift or loading dock to the lower 48 states. Remote, and limited access areas are subject to additional shipping charges, which must be collected prior to shipment. See our shipping policy for more information.


The prices we charge for using our services / for our products are listed on the website. We reserve the right to change our prices for products displayed at any time and to correct pricing errors that may inadvertently occur. Additional information about pricing and sales tax is available on the payment page.


We may, without prior notice, change the services; stop providing the services or any features of the services we offer; or create limits for the services. We may permanently or temporarily terminate or suspend access to the services without notice and liability for any reason, or for no reason.  


The Service and all materials therein or transferred thereby, including, without limitation, software, images, text, graphics, logos, patents, trademarks, service marks, copyrights, photographs, audio, videos, music and all Intellectual Property Rights related thereto, are the exclusive property of Vending Concepts LLC. Except as explicitly provided herein, nothing in these Terms shall be deemed to create a license in or under any such Intellectual Property Rights, and you agree not to sell, license, rent, modify, distribute, copy, reproduce, transmit, publicly display, publicly perform, publish, adapt, edit or create derivative works thereof.  


You agree to indemnify and hold Vending Concepts LLC harmless from any demands, loss, liability, claims or expenses (including attorneys’ fees), made against them by any third party due to, or arising out of, or in connection with your use of the website or any of the services offered on the website.


To the maximum extent permitted by applicable law, in no event shall Vending Concepts LLC, be liable for any indirect, punitive, incidental, special, consequential or exemplary damages, including without limitation, damages for loss of profits, goodwill, use, data or other intangible losses, arising out of or relating to the use of, or inability to use, the service.


To the maximum extent permitted by applicable law, Vending Concepts LLC, assumes no liability or responsibility for any (i) errors, mistakes, or inaccuracies of content; (ii) personal injury or property damage, of any nature whatsoever, resulting from your access to or use of our service; and (iii) any unauthorized access to or use of our secure servers and/or any and all personal information stored therein.


We reserve the right to modify these terms from time to time at our sole discretion. Therefore, you should review this page periodically. When we change the Terms in a material manner, we will notify you that material changes have been made to the Terms. Your continued use of the Website or our service after any such change constitutes your acceptance of the new Terms. If you do not agree to any of these terms or any future version of the Terms, do not use or access (or continue to access) the website or the service.


You agree to receive from time to time promotional messages and materials from us, by mail, email or any other contact form you may provide us with (including your phone number for calls or text messages). If you don't want to receive such promotional materials or notices – please notify us at any time.


These Terms, the rights and remedies provided hereunder, and any and all claims and disputes related hereto and/or to the services, shall be governed by, construed under and enforced in all respects solely and exclusively in accordance with the internal substantive laws of the United States, Texas, without respect to its conflict of laws principles. Any and all such claims and disputes shall be brought in, and you hereby consent to them being decided exclusively by a court of competent jurisdiction located in Fort Worth. The application of the United Nations Convention of Contracts for the International Sale of Goods is hereby expressly excluded.


When we receive a valid warranty claim for a product purchased from us, we will either repair the relevant defect or replace the product. We will pay for shipment of repaired or replaced products to the customer and the customer will be responsible for return shipment of the product to us.  

Shipping Policy

Vending Concepts ships vending machines only to the lower 48 states unless otherwise agreed upon. We will assist buyers if they want to ship abroad but we will not make such arrangements. All such requests should be directed to our sales team to start the process.


Our vending machines are prepped for shipping, strapped to a pallet (where applicable), wrapped in protective cardboard-like shipping wrap and shrunk wrapped. We put a sign on the machine saying fragile and instructions that say, "truck from this side" to greatly reduce the possibility of shipping damages. With that said, it is the buyer's responsibility to inspect the machines purchased for shipping damages "BEFORE" signing for the freight. If there is any damage to the machines purchased that is visible, it MUST be clearly documented in writing on the paperwork the delivery company requires to be signed and we need a copy sent to us promptly so we can initiate a claim. Vending Concepts is on your side and will assist in the claim process but again,  it is the buyer's full responsibility to document the damages to the machines they purchased. If the buyer signs the documents the buyer is saying the machines were delivered in satisfactory condition without any visible damages. In that case, we will not be able to address a legitimate claim if the buyer signs the shipping companies paperwork without fully documenting visible shipping damages. It will be the buyer's loss in such cases if there is shipping damage and the buyer or the buyer's agent signs the paperwork from the trucking company without fully documenting visible shipping damages.


The standard options for different shipping requirements of vending machines are as follows:


Commercial addresses without a lift gate: (no lift gate needed at a commercial address with a forklift or loading dock) Delivered onto customers loading dock or to a commercial address whereas the buyer unloads the freight with a fork truck


Commercial address with lift gate needed: Curbside delivery to storefront, driveway or shipping and receiving area but the driver will NOT bring freight into the building.


Limited access delivery is curbside delivery and one that the driver will NOT bring the freight into the building or residence but comes with a lift gate to bring the freight to ground level. A limited access location is an area where pickup or delivery is restricted or limited. A helpful way to describe what a carrier will consider a Limited Access or Non-Commercial location is to consider the location from the driver’s perspective. For example, if the driver has to go out of their normal route area, cannot pull up to a loading dock and load or unload within 10-15 minutes, the location will be considered either Limited Access or Non-Commercial and additional fees will apply. This typically means gated areas a driver must check into, commercial establishments not open to the walk-in public, or destinations where an employee is not available to assist with loading or unloading. Below is a list of specific destinations considered Limited Access. Since some locations are at the discretion of the carrier, this is not an all-inclusive list, but instead includes the most common places where additional charges will apply:

  • Amusement park

  • Apartment

  • Camps/Park/Resort

  • Churches

  • Colleges

  • Construction sites

  • Farm/Ranch

  • Fairs

  • Golf/Country Club

  • Hotel

  • Individual/Mini Storage Units

  • Military Bases

  • Mine Sites

  • Motel

  • Mosques

  • Nursing Home

  • Prisons

  • Schools

  • Synagogues

  • Temples

  • Universities 


Remote access shipments must be quoted and are only where the freight companies charge a great premium because they are far away from normal freight paths and in such cases, the additional charge will vary and can be quoted prior to purchase. 


Other shipping options are available as needed and must be quoted on an as-requested basis as prices will always vary depending on many variables, including but not limited to fuel costs and time of year.


White Glove Services

Inside Delivery

Expedited Shipping

Guaranteed Delivery

Warranty Policy & Machine Condition Details

Vending Concepts Warranty Information varies depending on the condition of the purchase. All vending machines that are sold by vending concepts will include phone support for the specific machines purchased from Vending Concepts.


To use our phone support service the customer must call during regular business hours "while being in front of the machine". The customer must have their invoice number available and the name by which they purchased the machine to give to our customer service rep and tell us the model of the machine they are seeking support for prior to being connected to our service department. Vending Concepts will only support what we sell. If you didn't purchase the machine from us we offer paid phone support for most vending machines. Call for details.


Brand New Machines - warranty varies depending on the manufacturer and specific model of machine.

Reconditioned Machines - 90 Days (parts only)

Location Ready - 30 Days (parts only)

As-Is - 30 Days (parts only)


Summary Explanation of Conditions


-Cosmetic condition: 9-10 (Excellent Condition)

-Painted and bodywork (when applicable)  

-Detail Cleaned

-Thoroughly tested and working

-Serviced money Systems


Location Ready

-Cosmetic condition: 6-8 (Good Condition)

-Normal visible wear and tear, minor scratches, nicks, dents, scuffs, dings, various cosmetic imperfections, etc

-Wiped down, not detail cleaned

-Thoroughly tested and working

-Serviced money systems


Checked and Working (As Is Condition)

-Cosmetic condition: 1-5

-As-is cosmetically, scratches, dent, cracks in drink graphic, etc. DOES NOT EFFECT FUNCTION OF THE MACHINE, PURELY COSMETIC DEFICIENCIES

-Not cleaned

-Thoroughly tested and working

-Serviced money systems


Detailed Explanation of Conditions


Reconditioned (90 Day Warranty- see warranty page for details)


What to expect:


When buying a reconditioned vending machine it is much like purchasing a certified pre-owned car (CPO). The machine is thoroughly tested and repaired in advance so it functions as designed. Parts are changed as needed to ensure this. The bill and coin acceptors are serviced and the control board is fully tested. Parts are not unnecessarily changed just like when purchasing a CPO vehicle the tires, for example, are not automatically replaced. They must be within a certain tolerance or they get replaced. We approach reconditioning vending machines much in the same manner. The cosmetic upgrades of the machine include thorough cleaning, working lighting, necessary bodywork, a fresh coat of exterior paint, reconditioned trim where applicable, tough front refacing on snack machines where applicable,a new sign for drink machines, higher requirements for all visual components of the machine which are replaced as needed and finally a very thorough visual inspection by a manager before shipping out the machine.


Location Ready Machine (30 Day Warranty - see warranty page for details)


The machine is thoroughly tested and repaired in advance so it functions as designed. Mechanical parts are changed as needed to ensure this.  The bill and coin acceptors are serviced and the control board is fully tested. Although this machine is not reconditioned it must work and function just as well as a reconditioned machine. However, cosmetically it is NOT a reconditioned machine and it will not look as good as one. You can expect minor dings, scuffs, scratches, nicks, minor cracks unless otherwise pointed out, fading in some cases as would be common in any used vending machine. For the fussiest and high-end locations, we recommend going with reconditioned. We fully clean the entire machine to remove dirt and grim as best we can but not to the same standard as a reconditioned machine. However, this kind of machine can be put in most blue-collar locations without any issues.


Checked and Working (30 Day Warranty - see warranty for details)


The machine is thoroughly tested and repaired in advance so it functions as designed with the exception of lighting. Mechanical parts are changed as needed to ensure this.  The bill and coin acceptors are serviced and the control board is fully tested. We do not clean the machine at all. It is entirely up to the buyer to spend the time needed to make it ready for location.. Cosmetically it is "as is" and as such it may have cracks in the lexan (face of the machine or graphics), dents, severe sun fading, severe visible wear, scratches, nicks, dents, scuffs, dings, dirt, grim, etc., etc. We do NOT address any of these issues and as such it truly is being sold "as is" where is. However, mechanically it is working and warrantied as stated.

Return & Cancellation Policy

There are no returns or cancellations on special order or customer orders (i.e. custom graphics).

Cancellation of the order after 24 hours of it being placed is subject to a 25% restocking fee.


All other items are subject to a 25% restocking charge and shipping charges, even if it is included in the price of the machine there is a cost, and shipping charges to send the vending machine back to Vending Concepts will be the full responsibility of the buyer. The buyer is also responsible for properly securing the vending machine back on a pallet and wrapping it up to ensure safe shipping back to Vending Concepts. If the machine is sent back and not in the same condition it was in when it shipped from Vending Concepts the buyer will be responsible for all other charges to get the vending machine back in that condition but not to exceed the original cost of the machine.


There is a cost to free shipping to Vending Concepts. We have to pay full price for shipping (although free to the buyer) and when a buyer wants to return a machine the buyer becomes fully responsible for the complete amount of the shipping costs. Vending Concepts will provide an invoice from the trucking company for the shipping cost from Vending Concepts to the buyer. The buyer is solely responsible for those costs upon returning a machine. The buyer is also solely responsible for all the costs associated with sending the machine back and can elect to use their own shipping or Vending Concepts can assist with obtaining the best quote possible. The buyer will continue to be the owner of the machine until it is received in the :same condition" as was purchased by the buyer and a refund is issued for the machine purchase less shipping, restocking fees, and any deductions if any (due to returning it "not" in the same condition it was bought).


All returns must be accompanied by an (RMA) Return of Merchandise Authorization and can only be obtained within 7 days of receiving the machine. There will be no returns after 7 days of receiving the merchandise. To obtain an RMA, please contact our customer service during regular business hours. Monday through Friday 8 AM to 5 PM CST.