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Quotes and proposals do not guarantee availability of rental equipment. Equipment and items will be reserved only upon receipt of a valid credit card, a signed rental contract and a 50% NON-REFUNDABLE deposit (cash, check or credit card). All reserved equipment is subject to 50% cancellation fee up to 10 days before event. Equipment cancelled less than ten days from event will be charged full rental price. In order to properly service all of our customers we require that all rental equipment be provided by the Vermont Tent Company.
For security against damaged items, a non-refundable damage waiver of 8% will be added to all Event Division orders.
Client must provide the Vermont Tent Company with a final count 10 days prior to event at which time a final invoice with balance due will be provided. Full payment is due 7 days prior to event. No orders will be scheduled for delivery until full payment is received. An order is considered complete 2 days prior to scheduled delivery. A $25 surcharge will be added to your account each time a completed order is changed.
Please be sure your site is ready (i.e. lawns mowed, vehicles out of the way, etc.) before crew arrives. Client will inform the Vermont Tent Company of the existence of any underground utilities (i.e. phone or gas lines, septic system, etc.), or conditions that may interfere with the ability to stake and/or anchor equipment. Client assumes all responsibility for all damage to underground equipment in absence of such notice.
We provide 24-hour on call service to our clients. Additional charges may apply for this service.
Client may retain the services of a Vermont Tent Company employee during an event. Additional charges apply for this service.
Delivery service is available on all orders regardless of size. All fees are based on tailgate delivery and charged by geographic location. Additional delivery charges will occur for 2nd floor or higher delivery locations, excessive distance for loading and unloading trucks, specific delivery and pickup times, and after-hours delivery and pickup. Delivery fees quoted may change after site inspection. All items will be delivered and picked up at a designated location. The client should be available to count all items upon delivery and pickup, otherwise, the counts will be considered accurate.
Orders are typically delivered 1-3 days in advance of your event while pickups occur 1-2 days following your event. You may request AM (8-12) or PM (12-4) delivery or pickup service.
Responsibility for 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 the weather.
CLEANUP / PREPARATION FOR PICKUP
All floral arrangements, trash, and decorations of any kind should be removed from tent before scheduled pickup time. All chairs and tables should be stacked as delivered. All dishes, glassware and cooking equipment, should be returned to proper rack or container and assembled at a single location for pickup. Dishes, glasses, and flatware must be well rinsed and food and particle-free. Stoves, ovens, and grills must be returned clean. 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 are permanently stained will be billed at replacement 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. The Vermont Tent Company 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 VTC staff member during the event. The VTC 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 Vermont Tent Company may dismantle any equipment that has been previously installed to ensure safety of all involved. ADDITIONAL CHARGES
*Building and fire permits are required by the State of Vermont. The Vermont Tent Company will file for all permits and provide necessary equipment (fire extinguishers, exit signs). There will be an additional fee for this service. Additional charges may 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 and bagged as delivered for pickup
(e) Food service items are not rinsed food-free
(f) All additional equipment (stoves, grills, ovens, etc.) is left dirty
(g) Customer requires pickups before or after normal business hours
(h) Site requires custom tent installations (i.e. on asphalt, decks, immovable obstructions, etc)