A valid credit card is required on all contracts. Equipment will not be reserved without the return of this signed agreement. All equipment and items on individual contracts sent out will not be confirmed until we also receive a signed copy with a 30% non-refundable deposit for each order placed. Any item cancelled off of a confirmed order will be charged a 50% cancellation fee for that item. Items cancelled less than 10 days before the event will be charged the full rental price.
IMPORTANT: No order is confirmed and reserved for you until ALL of these requirements have been met. The computer will delete all orders automatically if the due date of payment goes by and you will have to re-order depending on availability.
Final Payment and Counts:
A final count must be provided to us 10 days prior to your event. At this time a final invoice with a balance due will be provided. Full payment and any security deposits are due 7 days prior to your event. No order is scheduled for delivery until full payment is received. A $25.00 surcharge will be added each time there is a change to your order after the Monday of the week of your order.
Tent Site Preparation & Information:
Please be sure the tent site is ready for installation, (i.e. lawn mowed, vehicles moved, etc.) before our tent crew is scheduled to arrive. The client is considered the excavator on this project. “Excavator means any person proposing to make, making or contracting for an excavation (driving stakes into the ground).” The client or excavator must call Dig Safe at 811 one to two weeks in advance, but no more than 30 days before the earliest possible delivery day. It is very simple and they will give you a FREE inspection to locate all underground utilities. Client assumes all responsibility to underground equipment damage (i.e. phone, sprinkler systems, septic systems, electrical, etc.) if it is not clearly marked or if Dig Safe is not called.
On Site Service:
Client may retain the services of a One Stop Event Rentals employee during an event. Additional charges apply for this service. Availability is on a first come, first serve basis.
Delivery fees quoted to areas are per truck. It is understood that delivery costs are estimates only until we load. Large orders will normally have a 2nd charge put on for a second truck. If we are able to get all rental items and all workers to the site in one truck, we will reduce to one truck. If an additional truck is needed it will increase the delivery charge. The credit or charge will be made when closing the contract. They are based on tailgate delivery only. Additional delivery charges will occur for 2nd floor or higher deliveries, excessive distance for loading and unloading trucks (including having to unload into smaller trucks to reach the site), extra trucks and after hours or weekends. Orders are delivered on Wednesday, Thursdays, or Fridays and pickup Monday or Tuesday. We do our best to accommodate delivery requests; however it is sometimes not possible, so delays and changes are sometimes unavoidable. Detailed written directions are needed for all orders. All items will be delivered and picked up at a designated location. The client should be available to count all items upon delivery, otherwise the counts will be considered accurate. Responsibility for equipment remains with the client from the time of delivery to the time of pickup. Please be sure all equipment is secured when not in use and protected from the weather. Any service calls needed, caused by the elements, shall be borne by the client.
Cleanup/Preparation for pickup:
Tent(s) should have all decorations, such as flowers, greenery, balloons, etc., taken down and removed from the area. Also all trash and any items that are not part of the pick up should be removed from the tent. All tables need to be knocked down and legs folded. All chairs need to be knocked down and bagged or stacked as they were delivered. All dishes, glassware, and flatware should be rinsed free of any food and sorted back into their proper racks before assembling them at a single location for pickup. Dishes, glasses, and flatware must be completely rinsed free. Stoves, ovens, pots, and grills must be returned clean. Linens need to be shaken free of any food and wrapped up into each other if no linen bags were provided. Do not put them into plastic bags of any kind, as this creates mold. Linens that are returned with burns, holes, tears or permanent stains will be billed at replacement cost. Candles should not be used with linens unless all precautions are used to keep wax off the linen. There are fees for wax removal. Any equipment that is not placed in the pickup area and gets left behind is the customer’s responsibility to return within 48 hours. If we have to go back for these items, another delivery fee will be charged and an overtime rate per delivery person could be charged.
Client understands that tents are temporary structures designed to provide limited protection from weather conditions, primarily sun and rain; however there may be situations, particularly those involving strong winds and lightning, in which the tents will not provide protection and may even be damaged or blown over. Evacuation of the tents to avoid possible injury is recommended when severe weather threatens the area where the tent is erected. If in doubt about the severity of the weather, tents should be evacuated. Client agrees that in the event of a predicted or actual storm or excessive winds, One Stop Event Rentals may dismantle any equipment that has been previously installed to ensure safety to all involved.
- The site is not ready or accessible when the crew arrives.
- Rented equipment is not knocked down, bagged, stacked, rinsed, sorted or in one spot for pickup.
- Delivery or pickup is not ground level or we are not able to drive directly to the location.
- Tables and chairs are not stacked and bagged as delivered for pickup.
- Food service items are not rinsed free of food
- Any additional equipment (stoves, grills, pots etc.) left dirty
- Deliveries or pickups after hours.
- Site requires custom tent installation (decks, over objects, drilling of holes, weight, etc.).
- More than one truck is required
The client is solely responsible for any additional charges incurred as a result of failure to meet these terms and conditions. All collection fees, attorney fees, court cost and/or expense involved in the collections of rental charges will be the client’s responsibility. You must read and agree to the above Terms & Conditions and acknowledge receipt of the same for all contracts and items rented in 2018.
Permits and Precautions:
Building and fire permits may be required to install tents. Client is responsible to check with the city or town and acquire any necessary permits. We will provide flame retardant paperwork on any of our tents if needed. This should be done at the time of reservation to give sufficient time to process any paperwork. If permits are required and have not been acquired we may not be able to set up tents. Dig Safe should be called one to two weeks in advance, but no more than 30 days before delivery date at 888-DIG-SAFE for a free inspection. Client assumes all responsibility to any underground damage.