Making a Reservation
The terms & conditions for making a reservation are as follows:
We require your contact information, a valid credit card number on file, a non-refundable reservation fee, and a signed rental contract. The reservation fee is equal to 50% of your order total or the cost of your tent and is applied towards your final balance. Your order will not be considered ‘reserved’ until a reservation fee and signed contract are received.
Payments
Payments can be made in any of the following ways: credit card, cash or check. We take payments in person, over the phone, by email, or by mail. You may pay the final balance on your account at any point before your event; however, we must receive Final Payment 10 days in advance of delivery date. There is a 3% processing fee for credit cards.
Additions/Subtractions to order
All additions and subtractions in numbers must be received 30 days prior to your delivery date. Any reductions or cancellations (does not apply to tents-they are non cancellable) made within the 10 day window before your event are non refundable. Any increases in your numbers are subject to item availability and must be made prior to delivery or pick-up to avoid additional delivery charges. You may make changes by phone, email or in person.
Cancellation Policy
If an event is cancelled, the deposit is forfeited. Under certain circumstances, the deposit can be applied to a future event. Tents can not be canceled due to demand and availability.
Delivery
Delivery rates are based on zip code. Deliveries are made to an area that is directly accessible to our trucks. Area must be ready for delivery. Crew is not responsible for clearing delivery/installation area of debris, furniture or waste. Charges will result if delivery is impeded by distance or obstacles not previously disclosed. Elite Tents & Events must be made aware in advance if crews will have issues getting a 17′-24′ box truck or truck with trailer to your delivery are. Elite Tents & Events WILL NOT be liable for landscape/tree issues that arise if we are not properly informed.
After Hours or Same Day drop-off/ pick-up are available upon request. Call for pricing. If delivery or pick-up is delayed by the customer, an additional fee will be incurred.
Pick-up
Unless specified otherwise, Pick-up will occur at the same place as delivery. Tables and chairs must be folded and stacked neatly. If your order is not ready for pick-up when Elite Tents and Events arrives, a fee for break down will be charged. A half day rental fee and a delivery fee will apply if we can’t pick up items on the scheduled pick up date.
Installation
Installation of tents, side-panels, basic lighting, dance floors, and staging are incorporated in the rental price. If you would like to contract our staff to set the tables and chairs for your event, please request a quote. We do not offer set up of table settings, linens, or other general decor items.
Check to Make Sure Your Order is Complete
We do our best to make sure your order is complete. If you discover any missing or damaged items upon receipt, please contact us immediately so that we can make arrangements to replace the items if desired. If it is after office hours please call us and you can speak with our after-hours message service. We will contact you as soon as possible. We CANNOT accept disputes after an event is over.
Return of Linens and Catering Items
On return, linens must be dry to prevent mildew, free of any wax, food or confetti and placed in the nylon bags provided. Do not place damp linens in plastic bags.
All dishware, flatware, glassware, chafing dishes, serving utensils must be scraped/rinsed clean before we pick. There will be aCleaning Deposit charged to every job with food service items on it. To be refunded in part or in whole upon inspection when items are picked up/customer returned. Missing items will be brought to your attention to locate. Broken items are to be returned if protection plan is in place. Items not found or returned will be deducted from cleaning deposit or charged to card on file. All items shall be returned in containers provided at delivery.
To avoid extra charges, we recommend that you count your order before returning it to ensure all items and packaging are accounted for. Elite Tents and Events also counts every order when it is returned to our warehouse.
Unused Equipment
Rental items are charged for time out, not for use. Every item that leaves our building is treated the same way upon return, used or not. No refunds are given for items that were not used during your event.
Late Customer Returns
Late returns will be charge a half-day rental rate for each day. If you are not able to return your rentals on time, please inform Elite Tents and Events so that we are able to make a note on your account. If we require the items for another order, we will make arrangements to pick the items up ourselves, at the cost of a one-way pick-up fee, charged to the credit card on file.
Equipment
Equipment must be clear of all decor and debris or a removal fee of at least $200 may be applied. Under no circumstance can streamers or crepe paper be used on any Elite equipment.
Protection Plan
Responsibility for rental items remains with the customer from delivery/customer pick-up to return. A non-refundable damage waiver of 10% is placed on all rental orders and can be removed if requested prior to delivery or customer pick up. This protects you from unforeseen costs of repairing accidental damage to equipment. This does not cover loss or damage due to theft, misuse, abuse or unsecured items. All damaged items must be returned to be covered under the protection plan. If the protection plan is declined, client is responsible for replacement (replacement value) or repair costs incurred, plus any lost rental days until repaired/replaced.
Missing and Damaged Items
If you have missing and/or damaged items upon return, you will be informed as soon as possible. In the event missing items cannot be found, or if we are unable to contact you or the person responsible within 48 hours of your specified return date, replacement fees will be automatically charged to the credit card on file. If any items can be located and returned within one week of your specified return date, we will refund the full amount.
Repair fees for damaged items must be paid upon receipt of an invoice. Any items considered un-rentable by Elite Tents and Events standards will be charged at full replacement value. The customer is responsible for the goods from the time of customer pick-up/delivery until the items are returned to Elite Tents and Events. Be sure that all equipment is secure and protected from the weather while it is in your possession. We do charge for soiled, broken, damaged or missing items, including packaging materials. There will be an extra cleaning charge for any equipment with hard to remove stains. The protection plan only covers items that are returned, so if something is damaged, make sure to return the item.
Tents: (READ CAREFULLY IF YOU HAVE RESERVED A TENT)
Due to limited availability, TENT RESERVATIONS ARE NON-CANCELLABLE. Additionally, it is understood that NOTHING can be attached to, or go under the tent that has not been authorized by – or – provided by Elite Tents and Events.
Please be aware that there may be a permit required (depending on jurisdiction). It is the customer’s responsibility to determine and, if necessary, obtain the required permit. Additionally, it is the customer’s responsibility to ensure that there are no utility lines on private property when the customer has identified the tent placement. Elite Tents and Events are NOT RESPONSIBLE for hitting any lines on private property when the customer has identified the tent placement.
Placement (Tents & Inflatables)
Client is responsible for marking tent & inflatable placement and notifying staff of what to look for. This will help make the delivery process go smoothly. Please do this at least 1 day prior to delivery. If nothing is marked, the crew will exercise their best judgement for placement. There is a charge for moving a tent once installed.
Have the area cleared of pet debris, lawn furniture, sticks, etc. before we arrive. Crew will not install tent over pet debris/sticks nor will they be responsible to remove the pet debris/sticks.
Cooking
Cooking is not allowed under our tents without the consent of Elite Tents and Events. Damage from cooking is not covered under the Protection Plan.
Inflatables
Inflatables will be delivered and picked up on the day of the event unless other arrangements have been discussed. Client must have an extension cord run to the Inflatable location in addition to clearing the area (see Placement above).
Rain (Inflatables Only)
Inflatables rentals can be re-scheduled if it is raining the morning of the event, we will be happy to apply the deposit to a new date – subject to availability. There is no cancellation for a FORECAST of possible rain due to the uncertainty of the local weather patterns. Deposits are forfeited if you cancel and do not reschedule.
HOLD HARMLESS AGREEMENT:
Elite Tents and Events shall be held harmless for property damage, personal injury or other damages/losses claimed to have been caused by or arising out of the use of equipment, delivery of equipment, instructions (if any) provided to you or arising out of Elite Tents and Events negligence.
Delivery times may vary from what is listed on the contract due to the unforeseen situations that may arise on earlier deliveries and/ or weather.
We appreciate your understanding.
