Peterborough Tent and Event Rentals
Peterborough Tent and Event Rental Waiver
FINAL NUMBERS AND PAYMENT
Client must provide Peterborough Tent and Event Rentals with final numbers no later then 30 days (*1 Please not below) prior to event at which time final payment is due. If your numbers have changed please provide us with those final changes ( we do understand that numbers do change, so we do allow a one time change of your original booked quantity of items at a maximum of 15% drop in numbers without penalty, any numbers below the 15% drop in original number/quantity will result in a lost of deposit on those items, or a restocking fee whichever number is higher) If your numbers are going to drastically change please let us know 90 days prior to your invoice date (*2 please note below) to avoid any additional charges. After we have confirmed your final numbers your final invoice will be updated and final payment is due. Full payment is due no later then 30 days prior to your event. No changes can be made after this time. (*1 note weddings or events that were pushed off to the next year from 2020 to 2021/2022 are required to have a minimum of 50% of your total rentals paid no later then 90 days prior to your event) (*2 this does not apply to wedding or events that were moved from 2020 to 2021)
(*3 note, Due to covid-19 still being an issue we have no problem moving your event to 2022 with out any penalties as long as we have a minimum of 60 days notice, if you have already moved from 2020 we will require a minimum of 90 days notice, also we will require that any wedding or event that moves from 2021 to 2022 are required to bring their initial non-refundable deposit to 50% deposit, so another 20% deposit to bring your total payments to 50% of your total rentals)
SITE AND DELIVERY LOCATION
Typically Tents are set up Tuesdays, Wednesdays and/or Thursdays (weather pending) and standard deliveries (no tents) or done in the mornings or evening, Most deliveries are determined one week prior the client’s event(s) and determined with weather conditions in mind, as tent set ups will only be done with proper and safe conditions. Peterborough Tent requires a 3 day Window to set up any tent(s) now in certain cases we can try to set a specific time, but you must understand that if this is the day of or the day before your event and unsafe conditions arise or bad weather rolls in your tent will NOT be set up and no refund will be credited back. (this is the reason why we ask for a 3-day window for set up.)
Please be sure your site is ready and accessible (i.e. lawns mowed, vehicles out of the way, etc.) before our delivery staff arrive. Clients will be responsible locates to be preform not later then one week prior to your event or will need to have the property present day of delivery and inform Peterborough Tent and Event Rentals of the existence of any underground utilities (ie: phone or gas, septic system, artesian well, etc.) Please understand that tents must be staked/anchored down a for safe secure tent. Stakes and/or anchor equipment range from 24” spikes to 42” spikes. If locates are not done prior to the delivery date of your tent the client assumes all responsibility for all damage to underground services.
DELIVERY AND PICK-UP
A delivery/pick-up charge is added to all orders. All delivery/pick-up fees are based on time of year, location, and accessibility. All deliveries and pick-ups must have access for our truck and trailers. If the delivery driver feels that they can not access the delivery/pick up location with the safety of our staff and equipment in mind, our driver will determine a safe and adequate drop off location. (if this happens, this could result in additional charges).
Additional delivery/pick up charges will occur if there is excessive distance for loading and unloading rental items to our trucks and trailers as well as items that are not properly packed up (ie: chairs stacked, dishes in proper crates, etc). Delivery fees quoted may change after delivery, if a site inspection was not completed and any of the above conditions occur. All items will be delivered and picked up at a designated location. The client should always count all items upon delivery and if the numbers are not correct then Peterborough tent and Event Rentals will need to know immediately (so we can correct it) otherwise the counts will be considered accurate. Please be sure all equipment is secure when not in use and well protected from weather.
TENT and RENTAL ITEMS PICK-UP
The tent and rentals items must be ready for pick up no later then 11:00 am the day after your event, Please keep in mind that if it is raining or bad weather Peterborough Tent and Event Rentals requires a dry day for the tent to be set up or taken down, for this reason we require a 3 day window for delivery and take down. In most cases if we do have rain or windy conditions our staff will still come and pick up any or all the other rentals.
CLEAN UP/PREPARATION FOR PICKUP
All floral arrangements, trash, decorations or any items that are not property of Peterborough Tent and Event rentals should be removed from tent before pick-up. Please note that any walls that were taken down/removed be put back up. All chairs and tables should be stacked as delivered.
ALL Dishes, glasses, and flatware must be well rinsed of food and particle-free. All dishes, glassware, flatware and catering rentals should be returned in their proper rack(s) and/or container(s) and placed at a single location for pickup (ie: knives, forks and spoons, Etc. were delivered in individual cutlery containers and should be shipped back into their own individual containers, (please separate them) Please make sure your caterers understand this, as this would definitely result in an additional cleaning charge. Linens should also be food and particle-free and be shaken out and put into laundry bags provided. Linens that are returned with burns, holes, tears, or permanent stains will be billed at replacement cost.
SEVERE WEATHER CONDITION
It is always a good idea to have an evacuation plan in case of severe weather arises. Clients must understand that tents are temporary structures designed to provide limited protection from weather conditions, usually from sun and/or rain. Please understand that we can not control the weather and that you need to monitor the weather. If you are unsure the “Weather Network radar is fairly accurate”. Cases involving extremely weather, please note, most tents do not provide protection and could be very dangerous. If these extreme conditions arise, Evacuate the tent(s) to a safe location to avoid possible injury. Tents and rentals can be replaced, but people can not, so please always play it safe.
It is the client’s responsibility to be aware of changing weather conditions and to exercise their best judgement to the evacuation of the tents.
ADDITIONAL CHARGES WILL APPLY IF
(a) The site is not ready or accessible when the crew arrives
(b) The tent and rented equipment is not ready for prearranged pickup
(c) Delivery or pickup is from any location other than ground level (upstairs or downstairs)
(d) All chairs and tables are not stacked as delivered and/or are excessively dirty
(e) Food service items are not rinsed food-free
(f) All catering items (ie: dishware, cutlery etc.) are not put back in the same containers they were delivered in and can not be stacked properly.
(g) Site requires custom tent installations (i.e. on asphalt, decks, permanent obstructions, water barrels, etc.)
(h) Any items are lost or damaged
(i) Peterborough Tent and Event Rentals delivery or pick-up staff have to wait around for client or have to comeback at another time.
(j) If any items are extremely dirty beyond normal conditions, for example walls being taken down and get wet and/or muddy, chairs being left in the mud or sand, Tent location change or asked being moved from the original location from the site visit.
(K) Tent or walls are damaged in any way( for example something being hung and using tape or other sticky items to hang, AT NO TIME if a client or vendor hangs a sign are they to use a Box cutter (utility knife) to cut zip ties or tape….
Building permits. Liquor permits or any applications if required are the responsibility of the client to obtain and assume all costs involved.
Be sure all equipment is returned according to these TERMS AND CONDITIONS. The client is solely responsible for any additional charges incurred as a result of failure to meet these conditions. All collection fees, attorney fees, court costs, or any expense involving the collection of rental charges will be the client’s responsibility.
I have read and agree to the above TERMS AND CONDITIONS and acknowledge receipt of same.
COVID-19 Additional information and only applies to 2020 bookings
**(updated of our policies for 2020 weddings and events due to the COVID-19 outbreak. As our policy is that all deposits and payments are none refundable and cancellation within 90 days or less of the event would result in full payment, but due to the COVID-19 crisis, we have added * Any event/wedding rentals that have their date and rentals reserved with a deposit are allowed to move their date to later this year or to postponed to the following year 2021 (assuming the date is open or available) and your deposit or any other payments will be forward to the date of that event up to Dec 31st 2021.
Client Signature___________________________ Date: ______________
Peterborough Tent and Event Rentals
2211 Settlers Line , Indian River, Ontario Canada K0l 2b0
© 2020 Peterborough Tent and Event Rentals. All Rights Reserved.