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Notes on RentingThis 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 pager is 802-749-3258.
Rental Coordinator
Your Event Coordinator is Amy Weyer. This person will help you plan your event and should process paper work, know the location for installation and handle any questions with regard to your event.
Terms
Equipment and items will be reserved only upon receipt of a 25% non-refundable deposit, a signed credit card authorization form and "Policy Agreement." Trucks will not be packed until this is completed. Final payment is due 21 days before scheduled delivery day. Client must provide Weddings, Tents & Events with a final count 10 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 Tabletop 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.
Delivery
Delays and changes in the delivery schedule are sometimes unavoidable. We try to communicate any scheduling changes as they occur.
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 Weddings, Tents and Events of any discrepancies otherwise, WEDDINGS, TENTS & EVENTS counts will be considered accurate. Client initials_______
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 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. WEDDINGS, TENTS & EVENTS WILL NOT BE LIABLE FOR ANY DAMAGES OR INJURY AT EVENT.
Public Sites
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 site.
Preparation for Set-up and Takedown
Please have the area completely clear of obstructions 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 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.
Propane
Calculated at $1.00 per lb used.
SUMMARY:
RESPONSIBILITY OF THE 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 weather. All collection fees, attorney fees, court costs, or any expense involved in the collections of rental charges will be the client’s responsibility. Be sure all equipment is returned according to these TERMS & CONDITIONS. The client is solely responsible for any additional charges incurred as a result of failure to meet these conditions. I HAVE READ AND AGREE TO THE ABOVE TERMS & CONDITIONS AND ACKNOWLEDGE RECEIPT. THIS CONTRACT IS VALID FOR ALL RENTALS PURCHASED BY THIS CLIENT, AND SUPERCEDES ALL PRIOR CONTRACTS
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