Terms & Conditions

Rental Company Representative: _______________________________
Date: ____________________

TENT RENTAL AGREEMENT

(with Rain Plan, Accessories, and Damage Fee Schedule)

This Tent Rental Agreement (“Agreement”) is made between:

Company: __________________________________ (“Rental Company”)
Address: __________________________________
Phone: __________________________________
Email: __________________________________

and

Client: __________________________________ (“Client”)
Address: __________________________________
Phone: __________________________________
Email: __________________________________

1. RENTAL ITEMS

The Rental Company agrees to rent the following equipment to the Client:

Tent

  • 40′ x 60′ Tent

Additional Items (check all that apply):

  • ☐ Sidewalls – Quantity: ______
  • ☐ Lighting – Type/Quantity: ____________________
  • ☐ Tables – Type/Quantity: ____________________
  • ☐ Chairs – Type/Quantity: ____________________
  • ☐ Heaters/Fans – Quantity: ______
  • ☐ Dance Floor – Size: ______
  • ☐ Other Accessories: ______________________________________

Setup Location: _______________________________________

2. RENTAL TERM

  • Event Date: __________________________________
  • Setup Date/Time: ______________________________
  • Takedown Date/Time: ___________________________

Client grants access for setup/takedown and understands delays due to locked gates, vehicles, or obstructions may result in additional fees.

3. PAYMENT TERMS

  • Rental Fee: $________________
  • Delivery & Setup Fee: $________________
  • Accessory Fees: $________________
  • Security/Damage Deposit: $________________

TOTAL DUE: $________________

Payment schedule:

  • Deposit due at booking: $________________
  • Balance due by: ________________________

4. CANCELLATION POLICY

  • 30+ days before event: Full refund minus ___% booking fee.
  • 15–29 days before event: ___% refund.
  • 14 days or less: No refund.

5. RAIN PLAN POLICY

Client acknowledges that weather may impact installation and event safety.

5.1 Rain Plan Options

Client must select one of the following (circle or initial):

  1. Install Tent Regardless of Weather (if safe to do so)
  2. Delay Installation until weather clears
  3. Move tent or equipment to an alternate location
  4. Cancel Setup Due to Unsafe Conditions (refunds subject to cancellation policy)

5.2 Unsafe/Severe Weather

The Rental Company may refuse installation or require evacuation of the tent if:

  • Wind exceeds safe operating limits
  • Lightning is present
  • Ground is too soft for secure staking
  • Site is flooded or unsafe

Rental Company is not responsible for event delays or cancellations due to weather-related safety decisions.

6. LIGHTING, TABLES, CHAIRS & ACCESSORIES

6.1 Lighting

  • All lighting provided will be tested at installation.
  • Client is responsible for providing adequate, safe electrical power unless otherwise arranged.
  • No additional lights or electrical devices may be added without approval.

6.2 Tables & Chairs

  • Items must remain under the tent or in a designated area.
  • Chairs/tables must not be left in mud or severe weather.
  • Items should be stacked or grouped for pickup unless takedown service was purchased.

6.3 Heaters, Fans, and Electric Equipment

  • Must remain at least 3 feet from tent fabric.
  • Must not be left running unattended.

6.4 Prohibited Uses

  • No taping, stapling, or attaching items to tent fabric or poles.
  • No climbing, swinging, or leaning heavy objects on tent frames.

7. CLIENT RESPONSIBILITIES

The Client agrees to:

  1. Ensure all underground utilities are clearly marked before installation.
  2. Provide a level, unobstructed surface for setup.
  3. Supervise guests and children near tent stakes, lines, and poles.
  4. Prevent open flames, smoking, fireworks, or heating devices inside the tent.
  5. Be responsible for lost, stolen, or damaged items.

8. DAMAGE, LIABILITY & INDEMNIFICATION

Client assumes full responsibility for all rented items from delivery to pickup.

The Rental Company is not liable for injuries or damages resulting from misuse, severe weather, or unsafe conditions not caused by the Rental Company’s negligence.

Client agrees to indemnify and hold the Rental Company harmless from any claims, except in cases of proven negligence.

9. DAMAGE FEE SCHEDULE

The following charges apply for damage, loss, or excessive cleaning:

Tent & Structure

  • Tent Fabric Tear/Puncture: $50–$500 per tear depending on size
  • Broken Tent Pole/Frame Piece: $150–$800
  • Destroyed Panel or Sidewall: $100–$300 each
  • Missing or Bent Stakes: $20–$40 each
  • Water Damage from Improper Use: $150 cleaning fee

Tables & Chairs

  • Broken Chair: $25–$75
  • Missing Chair: Replacement value ($____ per chair)
  • Broken Table: $50–$150
  • Missing Table: Replacement value ($____ per table)
  • Excessive Mud/Grease Cleanup: $25–$100

Lighting & Accessories

  • Damaged Light Strand: $40–$120
  • Broken Bulb: $2–$5 each
  • Destroyed Heater/Fan: Replacement value ($____)

Other

  • Excessive trash or debris under/around tent: $50–$150
  • Site not ready at arrival causing delays: $50 per 30 minutes

All charges will be deducted from the security deposit or billed directly to the Client.

10. GOVERNING LAW

This Agreement is governed by the laws of the State of _________________________.

11. SIGNATURES

Client Signature: _______________________________
Date: ____________________

Rental Company Representative: _______________________________
Date: ____________________

Shopping Cart