Rental Contract: Terms and Conditions
*Pricing are subject to change*
RESERVING 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, cheque or credit card). All reserved equipment is subject to 50% cancellation fee up to 10 days before the event. Equipment cancelled less than ten days from event will be charged full rental price.
DAMAGE WAIVER:
For security against damaged items, a non-refundable damage waiver of 8% will be added to all Event Division orders.
FINAL PAYMENT
Client must provide Absolute Tent and Event Services 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.
SITE PREPARATION:
Please be sure your site is ready (i.e. lawns mowed, vehicles out of the way, etc.) before crew arrives. Client will inform Absolute Tent and Event Services 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.
ON-CALL SERVICE:
We provide 24-hour on call service to our clients. Additional charges may apply for this service.
ON-SITE SERVICE:
Client may retain the services of an Absolute Tent and Event Services employee during an event. Additional charges apply for this service.
DELIVERY/PICKUP 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 in one place or as delivered.
All dishes, glassware and cooking equipment, should be removed from the tent.
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. Absolute Tent and Event Services 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 client’s 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 an Absolute Tent and Event Services staff member during the event. The Absolute Tent and Event Services emergency support telephone number is also available to provide assistance to clients.
Client agrees that in the event of a predicted or actual storm or excessive winds, Absolute Tent and Event Services may dismantle any equipment that has been previously installed to ensure safety of all involved.
INDEMNIFICATION AND DEFENSE:
Client agrees that if legal proceedings are brought against Absolute Tent and Event Services for compensation for personal injuries or property damage arising out of the event, Client will indemnify Absolute Tent and Event Services and its employees against any judgments which may be rendered against them except for judgments on claims which arise out of the negligence, gross negligence or willful acts or omissions of Absolute Tent and Event Services, its agents, servants or employees.
ADDITIONAL CHARGES:
Building and fire permits are required by the City of Toronto. Absolute Tent and Event Services 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 ( 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)
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 involved in the collection of rental charges will be client’s responsibility. I have read and agree to the above TERMS AND CONDITIONS and acknowledge receipt of same.