Rental AgreemenT
Deposits & Reservations
In order to secure a reservation, a 25% non refundable deposit must be made. Reservations are only secured with a deposit and are non existent without one. By placing a deposit the customer agrees to our Rental Agreement terms. The Rental Agreement must be signed within 72 hours of securing reservation and must be given to us before we deliver any rental items. Reservations will be cancelled if the Rental Agreement is not signed and given to us within 72 hours of emailed deposit receipt. We will not deliver items without a signed rental agreement. You can view the Rental Agreement on our website. We will email you a .pdf Rental Agreement with your deposit receipt. Docusign option is also available for your convenience.
Last Minute Reservations
Any reservation made less than 72 hours before an event is an additional $200
Additional Rental Days
Additional rental days are only available upon our decision and only if our rental schedule allows for them and if items are available. Additional rental days: Tents: $300 per tent/per day, Chairs $1 per chair/per day, Tables $4 per table/per day. Other items vary.
Tables & Chairs
Set-up and break-down of tables and chairs is not included unless agreed upon in advance.
The set-up fee is $4 per table/$1 per chair. A diagram of where the tables and chairs will be set
up must be completed and approved by you before the day we set up. If we do not have a
diagram we will not set up the tables and chairs. The break-down fee is $4 per table/$1 per
chair.
If you are setting up and breaking down tables and chairs yourself please fold them and have them neatly organized the same way they were delivered. If they are not folded and organized for pick-up, there will be a charge of $4 per table and $1 per chair.
LOBSTER BAKES & CLAMBAKES: We require waterproof tablecloths for all clambakes and lobster bakes and require chairs to be rinsed off with plain water by customer before pick up. A cleaning fee (starting at $250) will be applied to any coagulated butter that is on tables and chairs.
Tents
Please have the location of the tent marked prior to delivery. You can use tape, sticks,
stakes, etc., to help us with time efficiency. For safety purposes we cannot put pole tents on
driveways or hard surfaces under any circumstances (only grass). Make sure there is an
adequate perimeter around the tent (6 feet or more) to sink stakes. Tents must be able to be
anchored to stakes that are sunk 4 feet into the ground. We do not use weights for our tents.
Set-up and break-down costs of tent are including in the tent price.
The renter should never, under any circumstance, take down a tent, undo ropes and ratchets,
or remove stakes.
If the renter requests sidewalls to be installed and left rolled up, then the customer is
responsible for clipping the sidewalls correctly and staking the sidewalls into the ground
properly with the stakes and directions that we provide when the sidewalls are lowered. Any
misuse or improper clipping and staking of sidewalls that results in harm to someone or
damage to our equipment is the responsibly of the renter.
Grounds
Renter must be positive of where the underground utilities, sewer, sprinklers, septic, leach fields, drainage systems, etc. are located before we set up any tents. We reserve the right to deny tent set-up if above said utilities are unknown or unmarked upon our arrival. We reserve the right to cancel any reservation if above said utility locations are unknown. CUSTOMER IS RESPONSIBLE for calling DIG SAFE to mark unknown underground utilities and for securing proper PERMITS & PERMISSIONS from town. Customer is responsible for any damage that occurs to property or underground utilities that occur under their direction and agreement of tent placement.
TENT LOCATION MUST BE MARKED BEFORE WE ARRIVE
The area where the tent is to be staged should be mowed and cleared of all debris prior to
delivery (including tree trimming and animal feces). If there are obstacles or if the area needs
to be cleared upon arrival or if we are unable to park immediately and have to wait for customer cars/anything to be moved, a fee of $50 will be charged for every WTR employee on site for every 10 minutes we have to wait.
The person renting the tent is responsible for marking all underground utilities (telephone,
water, sewer, gas, etc.) and sprinkler systems. If the locations are unknown, a pole tent
cannot be erected for safety and liability purposes. The person renting the tent is liable for
any damages that may occur by marking underground systems incorrectly and/or by giving verbal consent of tent placement that results in damage to underground utilities, sprinkler systems, septic, etc. Dial 811 for Dig Safe System Inc. for help in locating your utilities (ME, MA, NH, VT, RI). This must be done before we set-up tents.
We reserve the right to cancel any reservation or part of a reservation due to unsafe or
unclean areas deemed unfit for proper use, or for any other situation that the company may
deem to be dangerous or which may jeopardize anyone's safety. We reserve the right to
check on our equipment on your property after it is set up.
Delivery
Delivery days will be 1-3 says prior to even, depending on the size and type of event. An
estimated set up day can be given in advance, but the definite set up day can only be arranged
the weekend before. If the destination of delivery items are located more than 100 feet from
where our delivery vehicle is able to park, a cartage fee of $50 for every additional 100 feet will
be charged. Customer Requests: Specific/Firm Delivery Day *$100 (*fee depends on location, size of event, and time). Specific/Firm Delivery Time *$250 (*fee depends on location, size of event, and time)
Pick Up
Pick up days are usually Sundays or Mondays. If your venue requires that your items be
picked up the night of your event, there will be an after hours pick-up fee. Customer Requests: Specific/Firm Delivery Day *$100 (*fee depends on location, size of event, and time). Specific/Firm Delivery Time *$250 (*fee depends on location, size of event, and time)
After Hours & Holiday Delivery Pick Up
Delivery or pick up between 6:01pm- 8:59pm: $200
Pick up between 9:00pm- 10:59pm: $350
Holiday Delivery or Pick Up (Including: New Years, Memorial Day, 4th of July, Labor Day, Thanksgiving and Christmas): $300
Permits
It is responsibility of the renter for securing any permits needed in order to legally erect a tent
and hold a gathering on the premises where the event is to be held. Any fees/tickets/fines/lawsuits are the sole responsibility of the renting customer if any shall arise from not having proper permits and permissions from state/county/town/venue in which the event is held. Any fees/tickets/fines/lawsuits are the sole responsibility of the renting customer if any shall arise from not having proper permits and permissions from homeowner/property owner/venue of the property at which the event is held.
Inclement Weather
Tent wills not be set up or taken down during adverse weather conditions; heavy rain, snowfall,
fast winds, lightening storms, etc. We will do our best to work around these circumstances.
White's Tent Rentals reserves the right to cancel any reservation or part of a reservation due to
inclement weather. Customers are advised to take shelter other than underneath the tent when high winds, lightening, thunder, heavy rain, or any inclement weather arises. White’s Tent Rentals reserves the right to take down any tents and protect any of our inventory at any time in the event that inclement weather threatens damage to our products or to the property/home of which the items are located. We reserve the right to check on our equipment on your property after it is set up.
Use of Adhesives, Fire, Missing Items, and Damage
Nails, tacks, pins, or staples are prohibited to be used to secure anything to our equipment.
Tape is only to be used on the bottoms of tables and should never be used on the tent vinyl.
With the exception of candles, fires and grills are prohibited from being underneath tents.
Fire should never be near ropes and ratchets and needs to be more than 25’ from the tent. A cleaning fee for any soot, tiki torches ash, fire ash, etc. is $250.
Any rental items that are missing or damaged due to the renters negligence or misuse will
result in a charge to fix or replace the missing or damaged items. This includes damage from misuse, stains (food, makeup, paint, etc.), fire damage, damage from ash/soot/tiki torches, hanging heavy items on poles/ropes/ratchet straps/sidewalls/tent top, damage from tape/staples, damage from paint/decorations, etc.. Damage Fee depends on item/items damaged.
Use of Power
White's Tent Rentals will provide extensions chord for use with tent lighting. It is the renters responsibly to supply their own power source. We reserve the right to use your power
source for any power equipment needed to set up your rental items.
Photo Release
This agreement allow White’s Tent Rentals to use any photos taken onsite after installation on White’s Tent Rentals website and/or advertising materials, etc.
Cancellation Policy
All cancellations are subject to the 25% non-refundable deposit.
Any amount paid over the initial 25% deposit will be fully refunded if cancellation is before 90
days of event.
If cancelling within 90 days of event, a total charge of 50% will be imposed to accommodate
any revenue loss.
If cancelling within 30 days of event, a total charge of 100% will be imposed to
accommodate any revenue lost.
Adding items can be made up to 14 days prior to event. There is no credit for unused items or items that are removed from order within 30 days of event. Items added within 14 days (if items are available) is an additional *$200 (*fee may vary depending on what items are added)
Cancellations must be in writing and must be emailed to contactus@whitestentrentals.com.
Ownership
All ownership of rental equipment belongs solely to White's Tent Rentals and not the person
who rents the equipment or items. The renter agrees to use our equipment following the
guidelines in this rental agreement. The rental agreement must be printed and signed and
handed to us upon delivery, emailed to contactus@whitestentrentals.com.
By signing this contract, you agree to all above terms and conditions of this agreement and no variation or modification of this agreement.