Under The Tent Party Rentals LLC

 

                                                                                     Rental Contract

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$50.00 Min For All Pick-Up Orders

Pick-Up/Returns by pre approved appointments only

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                                                           UNDER THE TENT PARTY RENTALS LLC — POLICY AGREEMENT

1. Booking & Payment Terms

• Reservations & Deposits: A 50% non-refundable booking fee is required to reserve any equipment for your event. This fee secures your date and inventory and will be applied directly toward your final balance.

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• Final Balance Deadline: The remaining balance must be paid in full no later than 5:00 PM EST on the 15th day prior to your scheduled setup date.

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• Short-Notice & Small Bookings: For reservations made within 15 days of the event date, or for total orders under $400, full payment is required at the time of booking.

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• Late Payments: If the final balance is not received by the 15-day deadline, a $50 late fee will be applied to the account. Failure to clear the balance and late fee within 48 hours of the original deadline will result in the cancellation of your event and the forfeiture of your deposit.

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2. Customer Pickup, Loading, & Mandatory Security Deposit

• Mandatory Security Deposit: To ensure equipment protection and timely returns, all self-pickup orders require a security deposit before any rental items can be released. For total orders under $250, a flat $50.00 deposit is required. For orders exceeding $250, a deposit equal to 25% of the total booking value is required via a temporary credit card pre-authorization hold.

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• Tailgate Drop-off Boundary: For the physical safety of our clients and staff, customers are strictly prohibited from entering our warehouse, storage structures, or loading dock interiors. Our staff will bring all rented inventory directly to the tailgate, trunk opening, or trailer edge of the customer's vehicle.

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• Customer Loading Liability: The customer assumes 100% full physical responsibility for lifting, packing, stacking, and securing all rental items inside or onto their vehicle. Under the Tent Party Rentals LLC accepts zero liability for personal injuries, muscle strains, or property damage sustained by the customer or the customer's representatives during the loading or unloading process.

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• Vehicle Liability Waiver: Under the Tent Party Rentals LLC will not be held responsible for any cosmetic or structural damage to the customer's vehicle—including but not limited to body scratches, paint chips, dented truck beds, torn interiors, or broken glass—sustained during the loading, transport, or unloading processes. To ensure this boundary, our staff is strictly prohibited from touching, lifting items into, or entering any customer vehicle. The customer assumes 100% liability for any damage their vehicle incurs while loading or transporting our property.

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• Required Tie-Downs & Right to Refuse Release: Protective pads, blankets, and heavy-duty, commercial-grade tie-down straps (ratchet straps) are strictly required. Before a vehicle is permitted to exit our premises, our staff will perform a mandatory visual safety check of the load. If our staff determines that the rental equipment is insufficiently secured or poses a highway transit hazard, we reserve the absolute right to withhold the equipment until the customer provides proper securing mechanisms.

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• Late Return & Damage Deductions: Items must be returned within your approved time window, clean, and completely undamaged. Failure to do so will result in an immediate capture of the held deposit to cover our 100% daily rental overdue penalty fee (equal to the full daily rental rate of the equipment per day late) or equipment cleaning/repair fees. If a late penalty or replacement cost exceeds the held deposit amount, the customer's primary credit card on file will be automatically billed for the remaining balance.

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3. Delivery, Setup Date Changes, & Timing Flexibility

• Tent Layout Marking: Please ensure that you mark the location for your tent layout at least two (2) days before the scheduled delivery date. Having your tent location marked in advance assists our crew, even if you are not present at the time of delivery.

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• Delivery Windows: Under the Tent Party Rentals will install equipment within our logistical work schedule in consideration of your event start time. We will provide a tentative delivery window the week of your event. Schedule adjustments may be made at the sole discretion of our management team.

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• Advanced Setups: Your booking start date indicates when your event is scheduled to begin, not a strict guarantee of our setup time. We make every effort to set up events the day before, but occasionally, we may need to deliver and set up 1 to 2 days in advance due to scheduling or weather.

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• Premium Service: We offer a premium guaranteed-time service for an additional cost that ensures your rentals are set up on the specific date and time of your choosing.

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4. Site Prep, Property Protection, & Space Restraints

• Site Cleanliness: The tent installation site must be fully prepared before our arrival, including proper lawn mowing, tree trimming, road/pathway clearance, and the removal of pet and animal feces.

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• Animal Droppings Policy: If our crew must pick up and dispose of animal droppings or yard trash in order to safely complete the setup, a $150 flat service charge will be assessed for site cleanup.

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• Power Line Safety: For safety and compliance, we do not place tents within twenty (20) feet of any underground or above-ground power lines.

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• Heavy Equipment: Please be aware that when flooring and tents are installed, it is considered a construction site. Certain larger inventory items require heavy machinery (including trucks, semi-trailers, or forklifts) to be safely operated on-site.

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• Ground Damage Waiver: All ground, lawn, and landscaping impact—including dirt displacement, grass tracking, sod depression, dying grass, and plant damage due to rental items, heavy equipment, flooring installation, or setup labor—is not the responsibility of Under the Tent Party Rentals. The client will be completely responsible for any replacement grass, sod, or seed required. To protect the grounds, any preventive measures must be implemented by the client prior to setup and disclosed to our team.

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5. Underground Utilities & SC811 Compliance

• Public Utility Marking: To securely anchor our tents, we utilize heavy anchoring stakes that are 36 to 40 inches long. To avoid underground hazards, we will contact SC811 approximately one week before your event.

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• Property Access: It is the customer's sole responsibility to ensure that all utility companies have clear, unobstructed access to the property for line marking. Failure to ensure property access will result in the immediate cancellation of your event, and no refund will be given.

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• Private Utility Exemption: SC811 will not mark private utilities, such as lawn sprinkler systems, invisible dog fences, septic fields, solar line feeds, or non-public utility lines. Locating these private utilities is the exclusive responsibility of the homeowner or contracting party. Under the Tent Party Rentals LLC will not be held liable for any damage to private utilities that we were not made aware of or that were not located through professional services by the customer.

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6. Equipment Care, Restrictions, & Inventory Condition

• Hanging Decorations: 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 must be approved by Under the Tent Party Rentals management. Any evidence of these items used on our tents or equipment will result in an automatic $250 charge per occurrence.

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• Cooking Under Tents: Under the Tent Party Rentals strictly prohibits cooking using grills, pellet smokers, barbecue pits, or any open-flame cooking equipment under any of its tents. Warming, serving, and preparing food are allowed under the tent. Customers who cause grease or flame damage will be entirely responsible for the replacement value of the equipment and shipping.

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• Trash Cans: We deliver clean trash cans to our customers. Please ensure all rented trash cans are completely cleaned out and placed back 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 Integrity: Under the Tent Party Rentals, is providing a sound structure, frame, or pole tension tent system. Under no circumstances should the structure or fabric of the tent be compromised by drilling holes, tearing or cutting fabric, loosening tent ratchets/tie-downs, or moving the tent without prior written consent from management.

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• Multiple Requests to Move Tents: An authorized representative must be present during the initial placement of the tent. Once anchored, tents will not be moved. If a tent is moved at the customer's request after initial installation, an additional labor charge will be assessed equal to 100% of the original contracted Tent Rental/Installation price.

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• Rental Condition Expectations: Our rentals are used multiple times across different events and, as a result, may show minor, reasonable signs of wear. Reasonable expectations regarding the quality of rented equipment are necessary.

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7. Post-Setup Inspection & Acceptance of Equipment

• Client Inspection: After the equipment setup is complete, it is the client's responsibility to immediately inspect the equipment for any defects. If the client finds any defect, they must notify Under the Tent Party Rentals in writing at that exact time. Otherwise, the client will be considered to have accepted the equipment in its received, operational condition.

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8. Tent Permits, Flooring, & Dance Floors

• Permit Responsibility: The client is responsible for securing the proper tent permits required by local municipalities or counties for the event 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 prior to setup.

• Tent Flooring Logistics: If your event requires tent flooring, it must be completely installed and dismantled by Under the Tent Party Rentals. An additional manual labor fee will apply for long-distance manual hauling of flooring materials from our trucks to the event site (see contract cartage rates). The customer is responsible for selecting a level area with suitable structural ground support. Our crew will try our best to install according to the customer's wishes, but we may have to make layout recommendations to move locations based on site conditions.

• Dance Floors Outside the Tent: If you rent a dance floor to be placed outside of a tent protection zone, it is your responsibility to protect the floor from rain. You will be provided with a waterproof covering and weights to hold it down when not in use. Failing to keep the floor properly protected will make the client responsible for paying the full replacement cost of the flooring, plus shipping.

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9. Rental Period & Scope of Liability

• Liability Window: The Client assumes all risk, responsibility, and liability for the use, operation, and security of all rented equipment—including tents, tables, chairs, dance floors, staging, trash cans, dollies, and accessories—and for any personal injuries or property damage arising therefrom.

• Coverage Window: The Client’s liability begins immediately upon delivery/unloading of the equipment by Under the Tent Party Rentals and does not terminate until all equipment is completely reloaded onto Under the Tent Party Rentals’ vehicles. This includes the entire period before, during, and after the event (including overnight periods prior to pickup).

• Items Under the Tent at Pickup: Only items rented from Under the Tent Party Rentals LLC are allowed to be placed under the tents at the time of pickup. We are not responsible for moving customers' personal items, catering setups, or other outside vendor equipment. If our crew must move non-rented items to access our equipment, a service fee will be added to your account balance. 

10. Loss, Damage, Theft, and Vandalism

• Client Responsibility: The Client is responsible for any loss, damage, theft, or vandalism to the equipment while on the premises.

• Billing Rates: Damage or loss shall be billed to the Client based on the full replacement value of the equipment at the time of loss, plus any shipping/expediting fees and a "Loss of Use" fee equal to the standard rental rate of that equipment for every day it is out of service.

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11. Weather Conditions & Client Negligence

• Acts of God Exemption: While the Client is not liable for structural damage to tents caused solely by severe, unpredictable Acts of God (e.g., tornadoes, lightning strikes), the Client remains strictly liable for damage to any equipment (including water damage to tables, chairs, and dance floors) caused by failing to secure the site, leaving equipment exposed to ordinary rain, or failing to follow Under the Tent Party Rentals’ emergency weather procedures. Tents are temporary structures and are not guaranteed to be completely waterproof or windproof; evacuation is mandatory during high winds or severe storms.

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12. Post-Event Breakdown, Cleanliness, and Restacking

• Site Clearance: Prior to your scheduled pickup date, all tents, dance floors, tables, and chairs must be completely cleared of client decorations, tape, staples, trash, and debris.

• Chair & Table Restacking: All chairs must be folded and neatly restacked onto the specific rolling dollies provided at delivery. Tables must be folded and stacked as directed. If equipment is not clean, properly broken down, or if chairs are not restacked on their dollies at the time of pickup, a minimum $150.00 breakdown and labor fee will be automatically charged to the Client or deducted from the security deposit.

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13. Rental Removals & Post-Event Pickups

• Under the Tent Party Rentals LLC agrees to remove or pick up all rental items in a timely, professional manner following the conclusion of the rental agreement window. Teardown schedules are determined exclusively by our management team based on logistics and routing.

• The customer must ensure our crew has unobstructed property access during the breakdown window. Just as with installation, teardowns will not occur during active adverse weather conditions (heavy rain, hail, lightning, snow, high winds) and may be delayed to protect the safety of our crew and inventory. 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 official conclusion of your event function.

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14. Outside Rental Vendors & Third-Party Equipment

• Prioritization of Setup: Under the Tent Party Rentals LLC, must have complete, unobstructed access to the installation site. No third-party rental companies (including outside tables, chairs, staging, mobile bars, or decor vendors) are permitted to drop off or install equipment within the tent footprint until our tent structure setup is completely finished, anchored, and accepted.

• Obstruction & Clearance Fees: Only items rented directly from Under the Tent Party Rentals LLC are allowed to be left under the tents at the time of our scheduled pickup window. All third-party equipment and personal belongings must be completely broken down and cleared out from under the tent prior to our arrival. Our crew will not dismantle, stack, or move equipment belonging to other rental vendors or outside parties. If our teardown or setup is delayed or obstructed by third-party inventory, a flat $150.00 logistical delay fee will be automatically assessed to the Client.

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15. Indoor Flooring and Dance Floor Addendum
This section is an express addendum to the general terms of Under the Tent Party Rentals LLC.

• Assumption of Risk: The Customer assumes all risks to property and flooring (including scratching, scuffing, indentation, or moisture damage) when ordering folding chairs or temporary dance floors for indoor use.

• Release of Liability for Negligence: THE CUSTOMER EXPLICITLY WAIVES, RELEASES, AND DISCHARGES UNDER THE TENT PARTY RENTALS LLC, ITS OWNERS, AND EMPLOYEES FROM ANY LIABILITY FOR PROPERTY DAMAGE OR PERSONAL INJURY (INCLUDING TRIPS AND FALLS) ARISING OUT OF THE DELIVERY, SETUP, USE, OR REMOVAL OF CHAIRS AND DANCE FLOORS, INCLUDING CLAIMS BASED ON NEGLIGENCE.

• Tampering & Relocation: If the Customer or their guests move, drag, or alter chairs or dance floor panels from their initial delivery placement, the Customer assumes 100% liability for all resulting damage or injury.

• Severability: If any part of this section or policy is found unenforceable by a Lexington County or South Carolina court, all other portions of the policy shall remain in full force and effect.​

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16. Safe Work Environment & Zero-Tolerance Policy

• Professional Conduct: Under the Tent Party Rentals LLC is committed to providing a safe, respectful, and professional working environment for our delivery, installation, and office crews. We maintain a strict zero-tolerance policy for customer hostility, verbal abuse, screaming, continuous profanity, threats, intimidation, or physical harassment directed at our employees, crew members, or management.

• Right to Terminate Mid-Work: If at any time before or during the equipment installation, event duration, or teardown process, the Client or the Client’s representatives engage in any of the prohibited behaviors listed above, Under the Tent Party Rentals LLC reserves the absolute right to immediately halt all operations, instruct our crew to pack up our vehicles, and exit the premises.

• Financial Forfeiture: If a setup or contract is terminated mid-work due to Client hostility or abuse, the event agreement is deemed canceled due to Client breach. The Client will immediately forfeit all payments made to date—including the 50% non-refundable booking fee and the final balance payment. No cash, credit card, or store credit refunds will be issued under any circumstances, and the Client remains fully liable for any damage caused to the equipment prior to our crew's departure.

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17. Cancellation, Refunds, & Hardship Policy

• Non-Refundable Deposit: All initial 50% booking fees are completely non-refundable.

• Short-Notice & Small Bookings: Orders under $500 or those made within 15 days of your delivery/setup date are eligible for a 50% refund only if cancelled.

• Refund Method: All approved refunds are issued directly back to the original payment method used at the time of booking. Please allow 5–10 business days for the credit to appear on your statement.

• Changes & Ordering Errors: Adjusting your item count affects your refund eligibility based on the following timeline:

  • 7–29 Days Before Delivery/Setup: 50% of the funds for removed items will be forfeited.

  • 6 Days or Fewer Before Delivery/Setup: 100% of the funds for removed items will be forfeited.

• Ordering Errors: Please review your order carefully. Corrections to accidental item choices or incorrect quantities must be made at least 30 days prior to your delivery/setup date. Order mistakes identified fewer than 30 days before the delivery/setup date do not qualify for refunds or exchanges.

• Weather-Related Cancellations: Under the Tent Party Rentals LLC does not issue cash or credit card refunds for cancellations caused by inclement weather. However, in the event of severe weather conditions, we will issue a store credit valid for up to 12 months from your original delivery/setup date.

• Extreme Hardship: In the sensitive event of a death within the party, Under the Tent Party Rentals will review resolutions on a case-by-case basis.

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Conclusion

By signing this contract, you agree to all the above terms and conditions of this agreement.

Client

 

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