Under The Tent Party Rentals LLC
Rental Contract
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$50.00 Minimum For All Pick-Up Orders
No "table/chair only" rentals less than $275 on Fri. & Sat. (From April-August)
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Reservations/Payment Policy
Under The Tent Party Rentals requires a 50% non-refundable deposit to reserve any equipment for your event. This deposit will be applied towards the final balance. The remaining balance must be paid in full 10 days prior to the event setup date, as determined by Under The Tent Party Rentals LLC. In the case of reservations made within 10 days of the event date, full payment is required at the time of booking. For reservations under $300, full payment is required at the time of booking.
Please note, failure to pay the final balance on time will result in the termination of your scheduled event and the loss of your 50% deposit. Final balances must be received by Under The Tent Party Rentals LLC no later than 5 pm EST on the start of the 8th day out from your setup day.
Please be aware that weather can be unpredictable, and unfortunately, we cannot offer refunds due to weather cancellations. Inclement weather is a risk that comes with having an outdoor event. However, we will do our best to work with you and offer alternative options if your event is cancelled by us due to inclement weather.
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Set Up Date Change
Please ensure that you mark the location for your tent layout at least two days before the scheduled delivery date. In certain circumstances, such as unfavorable weather or other uncontrollable factors, we may need to deliver your rentals earlier than anticipated. Having your tent location marked in advance will assist us, even if you are not present at the time of delivery.
Just to clarify, your booking start date is simply an indication of when your event is scheduled to begin. It's important to note that this date is not a guarantee for us to set up your rentals. We always try our best to set up all events the day before, but occasionally, we may need to set up a day or two in advance. However, we do offer a premium service for an additional cost that ensures your rentals are set up on the date and time of your choosing.
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Hanging Decorations On Tents, Chairs and Tables
Tape, glue, pins, nails, or staples shall not be used to hang items or decorations on our tent material or any other rental items. Any plans to hang decorations using our rentals have to be approved by Under The Tent Party Rentals management. Any evidence of these items used on our tent will result in a $250 charge per occurrence.
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Rental Condition
We are committed to maintaining the newness and cleanliness of our rental inventory to the best of our abilities. It is important to note that our rentals have been used multiple times and, as a result, may not be in perfect condition. Reasonable expectations regarding the quality of rented equipment are necessary. We are dedicated to upholding the highest standards for our inventory and will continue our efforts to ensure its optimal condition for every event.
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Animal Droppings / Yard Trash
Please ensure that the rental area for your tent is free of animal droppings and trash. We may charge $25 for each animal dropping we have to pick up and dispose of to set up our tents and equipment.
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Clean Return Of Rentals
Please ensure that all rentals are returned in the same condition they were received. This includes being clean and stored properly. Chairs should be neatly stacked on the dollies that were provided during delivery. Failure to return the rentals in a clean and proper manner may result in the loss of your security deposit.
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Pick Ups / Drop Off Hours
Customers who wish to pick up and return their items must first obtain approval from our staff. Our staff will set up a specific time window for each customer to pick up and drop off their items. It is important to return the items within this time window, as failure to do so will result in a 100% rebooking fee per day until the issue is resolved with Under The Party Rentals LLC management. If the items are not returned even after the deadline, Under The Tent Party Rentals LLC reserves the right to charge the full price for the unreturned items.
Delivery, Acceptance, and Return of Equipment
Under The Tent Party Rentals will install equipment within our work schedule in consideration of your event start time. Under The Tent Party Rentals will provide a tentative delivery time the week before and/or the week of your event and the schedule adjustments may be made at the discretion of the Under The Tent Party Rentals management team. Tents will not be set up or taken down in adverse weather conditions i.e. heavy rain, hail, lightning, snow, high winds, etc.
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Call 811 Before Your Event
To securely anchor our tents, we use stakes that are 36-40 inches long. To avoid any underground hazards, we urge our customers to call 811 and have them come out to mark underground utilities. In case any customer fails to do so, there is a risk of us hitting something we weren't aware of. Therefore, the customer is solely responsible for any damage caused to underground objects, and we are not liable for any such incidents.
Bad Weather Set up/removal
Under The Tent Party Rentals reserves the right to determine whether weather conditions are suitable for tent setup and removal. In certain situations, tent installation may be delayed due to imminent weather that poses a significant risk to the product.
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Site prep of event location
Property of tent installation must be prepared before the arrival of Under The Tent Party Rentals; including lawn preparation, tree trimming, pets, animal feces removal, and road clearance to the construction site.
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Stacked Folding Chair Policy
Please ensure that if Under The Tent Party Rentals provides you with chairs stacked on a rolling dolly, you restack the chairs on the same dolly in the same way when returning them. Failure to do so will result in a service fee of $50 per dolly stacked.
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Completion Of Setup
After the equipment setup is complete, it is the client's responsibility to inspect the equipment for any defects. If the client finds any defect, they must notify Under The Tent Party Rentals in writing within the same time. Otherwise, the client will be considered to have accepted the equipment in its received condition. The client is also responsible for returning the equipment in good condition without any damage. If any equipment is lost, damaged or stolen, the client must pay for it based on the equipment's value at the time of loss.
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Multiple Requests to Move Tents By Customer
Please ensure that the Client or an authorized representative of the client is present to authorize the placement of the tent. Once set up, tents will not be moved unless our team deems it necessary. If a tent is moved, additional labor charges will be assessed, which will be equal to 100% of the contracted Tent Rental/Installation price agreement.
Please note that we do not set up or remove tents in adverse weather conditions, and we also do not place them within 20 feet of underground or above-ground power lines.
Please be aware that some tents, such as structure tents, large frame tents, or pole tents 40’ wide or greater, may require heavy equipment such as semi-trailers or forklifts to construct. When flooring and tents are installed, it is considered a construction site, and on some occasions, heavy equipment may be used, such as forklifts.
Please note that all damage, including dirt, grass, sod, grounds, and plant life due to rental equipment, heavy equipment, and/or labor for the requirement of setup and teardown is not the responsibility of Under The Tent Party Rentals. To protect grounds from damage due to construction, preventive measures must be taken by the client before setup and disclosed to Under The Tent Party Rentals.
Rental Removals / Pick-ups
Under The Tent Party Rentals agrees to remove or pick up all rental items in a timely manner. However, tents will not be set up or taken down in adverse weather conditions such as heavy rain, hail, lightning, snow, high winds, etc. It is at the discretion of Under The Tent Party Rentals to determine if weather conditions are ideal for set up and removal.
Additionally, Under The Tent Party Rentals reserves the right to remove or pick up any rental items before the contracted removal date, but only after the conclusion of your event.
Tent Permits
Client is responsible for securing the proper tent permits for the site. Under The Tent Party Rentals will supply clients with all fire retardant certificates and tent specifications required to obtain the proper permit(s). Once a tent permit is obtained a copy must be presented to Under The Tent Party Rentals to keep on file. Under The Tent Party Rentals will secure your tent permit for this event.
Tent Flooring
If you require tent flooring for your event, it must be installed by Under The Tent Party Rentals. Please note that there is an additional fee for long-distance manual hauling of the flooring to the event site (see cartage). It is important to keep in mind that flooring will not be installed or removed in adverse weather conditions, such as heavy rain, hail, lightning, snow, or high winds. Under The Tent Party Rentals reserves the right to determine whether weather conditions are suitable for set up and removal.
It is important to note that Under The Tent Party Rentals will not be held responsible for any damage done to the grass or lawn area, or underground utility/sprinkler lines under the flooring. The client will be responsible for any replacement grass, sod, or seed required. Please keep in mind that when flooring and tents are installed, it is considered a construction site, and on some occasions, heavy equipment, such as forklifts, may be used.
Please note that any damage, including but not limited to dirt, grass, sod, grounds, and plant life due to rental equipment, heavy equipment, and/or labor for the requirement of setup and teardown is not the responsibility of Under The Tent Party Rentals. If the client wishes to protect the grounds from damage due to construction, preventive measures must be taken by the client prior to setup, and disclosed to Under The Tent Party Rentals.
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Items Under the tent at pickup.
Please note that only items rented from Under The Tent Party Rentals LLC at the time of pickup are allowed to be placed under the tents. We are responsible for removing our rentals during pickup, but we are not responsible for moving customers' personal items or other equipment that does not belong to us. In case we have to move such items, a fee of $75 may be added to the previous booking payment.
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Cooking Under Tents
Under The Tent Party Rentals strictly prohibits cooking using grills, pellet smokers, barbeque pits, or any open flame cooking equipment under any of its tents. However, warming, serving, and preparing food are allowed under any tent. Customers who do not adhere to this policy and cause any damage will be entirely responsible for the replacement value of the equipment and shipping.
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Trash Cans
We deliver our customers clean trash cans. Please have trash cans clean and placed under the tent prior to pickup. Failure to do so will result in a $25 cleaning and labor fee per trash can.
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Tent Structure
Under The Tent Party Rentals is providing a sound structure, frame, or pole tension tent system. Absolutely under no circumstances should the structure or fabric of the tent be compromised by drilling holes, hanging heavy items in excess of 20 pounds from structure, tearing or cutting of fabric, loosening of tent ratchets/ tie-downs, moving the tent without prior written consent from Under The Tent Party Rentals. Please refer to the Risk of Loss section below.
Risk of Loss
Client assumes all risk and liability for the use and operation of the tent and for personal injuries and property damage arising therefrom including any loss or damage to the tent or to premises the tent is located due to theft or vandalism. Damage to the tent shall be based on the replacement value of the equipment at time of loss. Risk of loss does not include Act of God; heavy rain, hail, lightning, snow, high winds, tornadoes, etc… Client is responsible for marking grounds in preparation for 18” – 60” stakes to secure tents. This includes marking all underground lines: telephone, water, sewer, gas, cable, electrical etc. You may call 811 (PUPS). Client is responsible for trimming of all trees that may cause damage to the tents prior to the construction date. Under The Tent Party Rentals will not be held liable to damage to underground cables, pipes or conduits unless the client provides Under The Tent Party Rentals prior to the installation of equipment, a written plan accurately showing the location of all underground items.
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Cancellation
Please note the following terms and conditions for booking with Under The Tent Party Rentals:
- All initial booking deposits of 50% are non-refundable, except if agreed to by Under The Tent Party Rentals management.
- Final balances are due within 10 days of your setup date.
- Any funds added after the initial 50% deposit are subject to the tiered cancellation structure as stated below.
- Cancellation within 1-14 days before your setup date will result in a 100% loss of your total booking paid up balance.
- Cancellation within 15-30 days before your setup date will result in a loss of 75% of your paid-up booking.
- Weather cancellations are not valid reasons for a refund as inclement weather is a risk you take when having an outdoor event.
- In the rare case of the death of hosts or party members, Under The Tent Party Rentals will work on resolutions on a case-by-case basis.
We hope this clarifies our policies for you. Please let us know if you have any questions or concerns.
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Dancefloor Outside Of The Tent
If you would like to rent a dancefloor and have it placed outside of the tent, please note that it is your responsibility to ensure that the floor is protected from rain. To do so, you will need to cover the floor with a waterproof covering and use weights to hold it down when not in use. In case you don't have the waterproof coverings or weights, you can rent them from us.
Please note that if you fail to keep the floor properly protected, any damage caused will be your responsibility. This means that you will be required to pay the full replacement cost of the flooring and shipping.
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Conclusion
By signing this contract, you agree to all above terms and conditions of this agreement.
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