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The following is a guide to a successful, safe and efficient rental delivery. If at any point in time you have any questions or concerns about these items, please do not hesitate to call one of our event consultants.
BOOKING YOUR DATE, CLIENT RESPONSIBILITY AND CANCELATION POLICY
Rentals are subject to the availability of equipment and manpower. When EventRents accepts your deposit, we commit these resources to your event. Like a theatre ticket, your seat is booked for a specific date and EventRents does not have the ability to re-sell your ‘ticket’ without the time to do so.
Rental charges are for time out, not for time used. Client is responsible for loss or damage of rental equipment. Client is subject to additional rental charges, pick-up fees and/or replacement costs for equipment not returned at pick-up time.
Orders require a 50% deposit at time of booking. Order cancellation is subject to a cancellation fee of $50 and 10% of the order, plus any fees for site evaluation, CAD drawings, permits and other services rendered before cancellation. Quantities can not be reduced (i.e. no refunds) less than 5 days before delivery. No cash refunds will be made for order reductions between 7 and 14 days before delivery. Credits will be valid for one year from event date. Allow 4-6 weeks for any refund.
Failure to pay per this stated schedule relieves EventRents from further performance of the contract, and the contract closes completed and fully paid five days before the event.
It is your responsibility to check your invoice prior to delivery to make sure that any human error in order entry is corrected. We will pack and deliver the items listed on your invoice. EventRents is not responsible for items assumed to be rented which are not on the order.
The client is responsible for all weather related risk. This includes responsibility for rental fees, equipment damage, property damage and time delay. If a set-up must be completed during adverse weather conditions, such as wind or rain, and can not be rescheduled to another mutually acceptable time, the set-up delays will be billed at the standard rate per man-hour.
HOURS OF OPERATION, REVISIONS AND INVOICES
The office is open Monday through Friday 9:00-5:30 and Saturday 9:00-3:00 and is closed on Sunday.
The most recent invoice will have the highest number following the hyphen. (ex. for invoice #25576-8 he number 8 signifies that this is the 8th revision).
Final numbers and payment are due 5 days before delivery. At this time, your order is complete and released to the warehouse for packing. Any additional items rented will ship under a separate invoice and are subject to additional delivery charges.
DELIVERY AND RECEIPT OF YOUR EQUIPMENT
EventRents will make its best effort to deliver at requested delivery times, however delivery schedules are not guaranteed. We recommend that deliveries be scheduled at least one day before the event to reduce the risk that the time of delivery would affect the success of your event. Delivery schedules may vary several hours due to traffic, weather, workload and other circumstances beyond the control of the driver. Our standard delivery and pick up windows are mornings 8am-12pm and afternoons 1pm-4pm Monday thru Saturday.
- To minimize your time waiting for a delivery or pick-up, make sure that the phone number of the person meeting our driver is on the order. We will call prior to delivery if it is written on the invoice.
- Your delivery driver will set-up and test all electrical and propane equipment. You must provide readily accessible power outlets of sufficient capacity to safely operate all electrical equipment.
- Please ensure that all equipment is operating at check-in. If you are not satisfied with the condition of your equipment, notice to EventRents must be provided at that time.
- Count all items with the driver and sign the delivery invoice when you are sure everything has been delivered.
We can not accept quantity disputes after the event. If you do not arrange to have someone on site at the time of delivery, our driver will leave your rental items at a predetermined location. In this case, you agree to accept the order as complete and all delivered equipment in good working order, unless we received a time-dated fax or email prior to the event.
Due to Workers’ Compensation rules, EventRents will not move any non-rental items, including, but not limited to furniture, vehicles, plants, lights, etc.
Client assumes all risk of damage or injury during installation of rental items. This includes damage to hardwood, tile, stone flooring, patios, tennis courts, driveways, walkways, underground utilities. Crews are not equipped to deliver inside buildings and damage may occur to interior floors, walls and fixtures.
Deliveries are made to an area readily accessible to our trucks. Extra charges apply for difficult access, long carries, stair, elevator and sand deliveries, repeated delivery or pick-up attempts.
Deliveries and pick-ups outside business hours are available for an additional fee.
Specific time deliveries are available for an extra fee and have a 1-hour delivery window. We route all of our delivery and pick-ups around the specific time orders.
CARE OF RENTAL ITEMS
- USE: Items are to be used for their intended purposes with normal wear, and protected from the abuse of staff and guests.
- STORAGE: Store all equipment in an environment which will keep them protected from theft, vandalism, weather and sprinklers until pick-up.
- LINENS: Shake linen free of debris, food, confetti, etc… and place in a clear bag or box. Do not place linen in trash bags that could easily be mistaken for garbage.
- GLASSWARE: Empty glasses of all liquids and return to their original boxes.
- FLATWARE: Rinse flatware and pack in the shipping container. Oils and acids can cause damage to flatware. We recommend that you place used flatware in a bus tub filled with soapy water. Drain the water and place flatware in original container before pick-up.
- DISHES: Wipe or rinse clear of all food and stack in the shipping container.
- SCULLERY FEE: A cleaning fee will be charged if the procedures above are not followed.
DAMAGED EQUIPMENT & DAMAGE PROTECTION PLAN
EventRents bills for damaged equipment unless the Damage Protection Plan is purchased. Damage Protection Plan is a damage waiver, it is not insurance and does not cover loss or theft.
With the Damage Protection Plan, you will not be charged for damaged or broken equipment returned to EventRents. Thus includes glasses and chinaware, as we must ensure that it was not stolen.
Without a Damage Protection Plan the client pays full retail replacement cost on damaged items. This includes equipment damaged from wind, weather, fire, etc… The cost for missing and damaged items will be deducted from your deposit and/or charged to your credit card.
EQUIPMENT RETURN & MISSING ITEMS
All rental items must be ready for pick up at scheduled times and replaced into their original storage containers. If you do not have someone on-site at the time of pick-up, you agree to accept EventRents counts at the time of pick-up.
It is common to have missing equipment at an event due to the number of people handling the equipment, including your guests, caterer, site personnel, cleaning crews and other people working the event. Often, equipment is unattended overnight. For your own satisfaction, it is best for you to count-in the equipment with our driver at pick-up so that you can verify any missing equipment at that time.
If missing items are found after our scheduled pick up, you are responsible for returning those items to our warehouse in a timely manner to avoid additional rental charges. We can return and pick them up for an additional charge.
Late night and early morning pick-ups are available for an extra charge.
EQUIPMENT FAILURE
If your equipment fails after delivery check-in, we will replace the item during business hours if a replacement is available.
Before asking for a replacement item, troubleshoot your set-up. Commercial equipment draws a significant amount of electricity and certain items need a dedicated 15A line. Failure of electrical equipment is often due to inadequate power supply or sharing circuits that cause the power breaker to trip. Shield any equipment operating with propane from wind. Wind can affect the operation of the pilot and burners.
Replacement of inoperable equipment during working hours is free of charge. However, if asked to make a site visit, and we find the equipment to be operating, service charges will be billed.
THANK YOU
We appreciate your time and attention in these matters, and look forward to being able to provide you with good planning, quality service and quality merchandise, today and in the future.
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