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About Rental Policies
When most of our clients first call us, they have never rented a tent or other special event equipment and many have never rented anything. They’re not familiar with how rentals work and they’re especially befuddled by the rental of large, expensive tents. We hope the following will give you valuable information about our policies and the industry standards; if you have additional questions regarding these or any other aspect of special event equipment rental, please call us…we’re here to help!
Quotes and Proposals do not guarantee availability of rental equipment. Equipment will be reserved only upon receipt of a signed rental contract and a 50% non-refundable deposit. Final payment is due on or before the day of installation.
Cancellations (Non-Refundable 50% deposit)
When you reserve a tent and any accessories, we immediately remove them from our inventory and we plan the installation. This equipment and time are committed to you and your event only! Therefore, any cancellation received within 14 days of the installation date will be charged 50% of the total rental order.
Additions made before noon on the day before delivery are welcome, subject to availability. If an order is canceled, your reservation fee will not be refunded.
Delivery and Pick-up Times & Fees
We usually schedule transport 4 to 5 days before the event and we will contact the designated onsite person to make the arrangements you requested. Please note we seldom have the ability to provide delivery or pickup at a specific hour. Our policy is to provide the best service to all and on occasion, special circumstances will require additional time at a site. Therefore, we promise morning or afternoon delivery or pickup.
Transportation fees are determined by delivery type, order size and zip code. Standard pricing includes delivery and pickup via level portage not over 50 feet from our truck(s). If access to the installation site is more difficult, additional labor charges will be assessed after our site inspection.
A signed acceptance and acknowledgement of our equipment at the time of delivery is preferred. However, if the client or your representative will not be available at installation, written notice of acceptance must be given to Classic Tents & Events. In addition, we will often need to instruct the on site person as to the use of certain equipment. When we pickup our equipment, we will need your representative to sign for our pickup in case there are missing or damaged items. Please note that the replacement cost of missing and/or damaged items will be billed to the client.
Tables and Chairs Delivery and Pick-up
Tables and chairs are typically delivered neatly stacked and must be re-stacked at pickup unless otherwise arranged with us. The standard delivery fee includes placing the stacked equipment within 50 level feet of our truck(s). Additional services including further transport, setup or breakdown with re-stacking are available for an additional, site-specific fee.
Linens are usually delivered in boxes with cloth bags on top or below the linens. To return the linens, they should be shaken free of food and returned to the point of delivery in the provided bags. Be sure to locate all linens and count them carefully.
Note: Because candle wax can ruin linens, it is best to have spill protection between the candles and the table covers.
Please do not place linens in plastic bags for pick up; this may lead to mildew which can destroy the material. Use the provided cloth bags or none at all.
Damaged and Missing Items
Once we deliver the rental item(s), these items becomes the client’s responsibility. Please understand that we must charge for the repair or replacement of the lost and/or damaged items. Clients may opt to secure insurance coverage from their insurance agents.
Damage Waiver Fee Option
We provide you the opportunity to insure for any damages to our equipment while it is in your possession. For the payment of the Damage Waiver Fee (15% of the total rental order), all damages to tents, walls, flooring, tables, chairs, etc. will be covered and repairs and/or replacements will be our responsibility. However, please note this Waiver does NOT cover missing items or vandalism or items we secure on your behalf unless the subrental company offers this same damage waiver fee option.
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 tents to avoid possible injury is recommended when severe weather threatens the area where the tents are erected. People must leave the tents during such conditions. In the event of a predicted or actual storm or excessive winds, we may dismantle any equipment that has been previously installed to ensure safety of all involved.
Installation of a tent must be done correctly for the protection of the users, the tent, and ultimately the success of your event. Therefore, it is our strict policy that all installations and takedowns are done by our experienced crews. All prices quoted will include these services.
Preparation for Installation and Takedown
For a traditional tent, the first step our crews take installing a tent is to spread it flat on the ground in the area where it will be erected. It is important that the client has cleared the area of obstructions before we arrive onsite. Post-event, the tent must be totally empty before we can take it down. If our crew has to clear the site before setup or take down, additional labor fees will be applied due to the additional time and delay.
Call Before You Dig
It is the responsibility of the client to advise us where the utilities lines are located. Always call “Call Before You Dig” at 800-282-7411 before you allow staking. One easy phone call starts the free process of marking your underground utility lines. When you call this number from anywhere in the country, your call will be routed to your local One Call Center. Local One Call Center operators will ask you for the location of your digging job and route your call to affected utility companies. Your utility companies will then send a professional locator to your location to mark your lines within a few days. Get more information by clicking this link, http://www.gaupc.com.
Erecting a tent on an asphalt surface is a routine operation though additional time and labor are required post-event to for repair the asphalt. To secure the tent, we drive iron stakes approximately 3 feet long and 1 inch in diameter through the surface on which the tent is placed. Post-event, we fill approximately 90% of each hole with sand and the remainder with ready-mix asphalt immediately to minimize damage to the asphalt. This repair requires an additional fee per stake. Liquid sealant application can be applied to the patches for an additional fee per stake.
When a tent is installed on a concrete surface, there are two options: we drill approximate 1” holes for the stake which we power drive through the concrete or we drill holes through the concrete and screw in eye-bolts. Guide ropes to the eye-bolts anchor the tent. When we take down the tent, we remove the eye-bolts and leave shields to fill the holes. Each hole requires a separate charge for this service.
Concrete or Sand Ballast Installation
While we offer this service, it is not recommended. We use primarily water and/or sand-filled barrels or concrete ballasts to secure tents in special situations. In the case of severe weather, these ballast installations cannot be used.
It is the responsibility of the client to check with your Building Permit and Fire Departments several weeks prior to the installation date to confirm the requirement of permits. Obtaining these clearances remain the responsibility of the renter.
Tent pricing is based on installation over a flat, grassy surface that is accessible to our trucks during our normal installation schedule. Some installations may require additional fees based on a variety of site-specific factors.