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Notes on Renting

Notes on Renting

Notes on Renting

This information is provided to communicate our policies. We ask that you review these points carefully and please do not hesitate to contact us with any questions.  We provide a 24-hour call service to our clients.  Our 24-hour emergency number is 802-793-5596.

Equipment and items will be reserved only upon receipt of a 50% non-refundable deposit, a signed credit card authorization form and "Policy Agreement."  Trucks will not be packed until this is completed. It is understood that item are leased to you by Avalon's Weddings, Tents and Events to be used by the client (you) at the disignated address for the stated period of time and for the sole purposes for which the said equipment was manufactured and intended. Should you wish to extend the retal time, it must be done with the agreement of Avalon's Weddings, Tents and Events Owner. Final payment is due 15 business days before scheduled delivery day.  Client must provide Avalon's Weddings, Tents & Events with a final count 15 business days prior to event at which time a final invoice with balance due will be provided.  Any changes to your contract within the week of your event are subject to a $25.00 labor fee.

Damage Waiver, Missing Items and Cleaning Charges
An 8% damage waiver is charged on all Table Top Items.  All damaged or broken items must be returned in the provided container. *Please discuss this with your caterer and/or site manager as they will be the ones handling your items.   Missing items are not covered under the damage waiver and will be billed after the event.  Damage waiver fee is non-refundable. 
Items not returned within 5 days after event are considered missing. A detailed invoice of these items will be provided to client and payment is required within 10 days of invoice. The client agres to pay for any missing items, collection fees, attorney fees, court costs, or any expense involved in the collection of replacement fees. Anything not returned within 15 days and missing items have remained unpaid for, will be considered stolen and reported to the Police.



Delivery dates are set at the beginning of the delivery week and done at the convenience of Avalon's Weddings, Tents and Events. Delays and changes in the delivery schedule are sometimes unavoidable. We try to communicate any scheduling changes as they occur.

Avalon's Weddings, Tents & Events will remedy any missing items brought to our attention the day of delivery.  Any missing items after that time will incur a second delivery charge. 

All items will be delivered and picked up at a designated location. The client is responsible to count in items on the day of delivery and notify Avalon's Weddings, Tents and Events of any discrepancies otherwise, AVALON'S WEDDINGS, TENTS & EVENTS counts will be considered accurate.   

Delivery Charge
Our standard Delivery and Pickup charge is dependant upon your location, Monday through Friday, scheduled 9AM-5PM.  Delivery and pick-up is to ground level and easily accessible yards.  If the client or venue has delivery restrictions, the following charges will apply:
  • Same Day Delivery, Saturday or Sunday, and/or After Hours Delivery/Pick-up will be double delivery charge
  • Specified Time Delivery – 1.5 times delivery charge
  • Items delivered to different areas of the same venue – 1.5 times delivery charge
  • Items that must be separated during the packing of the order will be considered a separate order and delivery
  • Stairs or a carried distance of over 100 feet from delivery truck.
  • Quoted delivery fees are subject to change after site inspection.

Tables and Chairs
Our standard delivery service does not include set-up or take-down of tables and chairs. This can be arranged at an additional cost. Tables and chairs should be stacked and ready for pick-up. Tables, chairs and boxes are not weather proof, please do not expose them to rain or harsh weather or a damage fee may be incurred.

Private Sites
Client will need to call 'DIG SAFE' (800-DIG SAFE) no less than 1 month before the event to ensure that there are no underground utilities in the area.  Client agrees to inform AVALON'S WEDDINGS, Tents & Events in writing or fax at least 14 days prior to event, of the existence and location of any underground utilities (i.e. phone lines, cable lines, sprinkler systems, water lines, gas lines, electric lines, septic system, etc.), or conditions that may interfere with the ability to stake and/or anchor equipment. Client will assume responsibility for all damages to underground utilities in absence of notice or incorrect location of utilities. AVALON'S WEDDINGS, TENTS & EVENTS WILL NOT BE LIABLE FOR ANY DAMAGES OR INJURY AT EVENT.

Public Sites
Avalon's Weddings, Tents & Events is required by Vermont State Law to obtain a tent permit for a tent over 1200 sq. ft. that is set-up on a public site.  The State of Vermont also requires that fire extinguishers and exit signs be on all public and private sites. Customer shall obtain any licenses or consent need for use of site, prior to delivery.

Preparation for Set-up and Takedown
Please have the area completely clear of obstructions, clean and ready before we arrive at the job-site.
All floral arrangements, trash, and decorations of any kind should be removed from tent or other rental equipment before scheduled pickup time. There will be an additional charge for any items that have to be removed. Our delivery personnel are instructed to neatly stack all items in a mutually convenient place upon delivery. All dish, glass and flatware items should be rinsed clean of food and repacked in the same containers as delivered. Linens should be food and particle free and shaken out before being placed in containers.  DO NOT PLACE LINENS IN PLASTIC BAGS.  Additional charges will be made for missing containers. 



Rain Plans

Tents held for rain contingency will be paid in full three weeks prior to your event.  If the tent is cancelled before the trucks are packed (three days prior to your delivery day), you will be refunded 50%.  If the tent is cancelled after the truck has been packed you will be refunded 25% of the cost.

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 tents to avoid possible injury is recommended when severe weather threatens the area where the tent is erected. People must leave the tents and not seek shelter in tents during such conditions. Because it may be difficult to determine if the weather is severe enough to necessitate evacuation, it is best to err on the side of caution. In other words, if in doubt, evacuate. Avalon's Weddings, Tents & Events will make the services of one of its staff available on site during the event for an additional charge to assist with weather assessment and evacuation if necessary. If client declines those services client understands that it is clients responsibility to be aware of changing weather conditions and to exercise its best judgment with regard to the evacuation of the tents. Client should become thoroughly familiar with evacuation procedures whether or not they decide to retain the services of a AWTE staff member during the event. AWTE emergency support telephone number is also available provide assistance to clients. Client agrees that in the event of a predicted or actual storm or excessive winds, the Avalon's Weddings, Tents & Events staff may dismantle any equipment that has been previously installed to ensure safety of all involved.

Calculated at $1.25 per lb used.

Avalon's Weddings, Tents and Events identification, including trademarks, service marks and trade names may appear on the rented equipment and good and should not be removed for any reason.

Main Office and Showroom:
1453 Chelsea, Rd
Williamstown, VT 05679
Toll Free - (800) 896-8939
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