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Contract Information The following is the contractual language agreed upon when signing a contract with Weddings, Tents & Events. We make this information available, to be as transparent as possible when working with our clients. Please read this information and if questions arise, please don't hesitate to contact us prior to signing your contract for your event. We look forward to working with you and providing the best experience you will find in New England! This information is set forth in order to eliminate misunderstandings and help to ensure that your event will be a success. We ask that you review these points carefully and sign this document. We welcome any questions that may arise. We provide 24-hour call service to our clients. Our 24-hour emergency pager is 749-3258. Rental Coordinator
Your Event Coordinator is ______. To improve communications have only one individual handle all of the dealings with us. This person will help you plan your event and should process paper work, know the location for installation and handle any questions with regard to your event. Terms
To guarantee your reservation, we must receive a 25% non-refundable deposit and a signed "Policy Agreement." Final payment is due 21 days before scheduled delivery day. Client must provide Weddings, Tents & Events with a final count 10 days prior to event at which time a final invoice with balance due will be provided. We will accommodate additions to your contract until 8 days before your event at 2pm. Any changes to your contract within the week of your event are subject to a $25.00 labor fee. Damage Waiver
An 8% damage waiver is charged on all Event Rentals. This fee relieves the renter of liability for accidental damage to rented items. Excluded from the waiver are any losses or damages due to theft, burglary, mysterious disappearance, mildewed, stained, burned, or torn linens, intentional damage, misuse, abuse or failure to care for rental items as one would their own property. Examples of damage waiver coverage would be accidental damage such as chips, cracks, broken china, crystal, barware, and physical damage to tables or chairs. All damaged/broken items must be returned. Missing items are not covered. Damage waiver fee is non-refundable. Rain Plans
Tents held for rain contingency will be paid in full three weeks prior to your event. If the tent is cancelled before the trucks are packed, you will be refunded 50%. If the tent is cancelled after the truck has been packed you will be refunded 25% of the cost. Delivery
We will strive to accommodate client delivery request; however, delays and changes in the schedule are sometimes unavoidable. We try to communicate any scheduling changes as they occur. Weddings, Tents & Events will remedy any missing items brought to our attention the day of delivery. Any missing items after that time will incur a second delivery charge. Any deliveries made on Saturday or Sunday will automatically incur a double delivery. All items will be delivered and picked up at a designated location. The client must be available to count all items upon delivery and pickup; otherwise, WEDDINGS, TENTS & EVENTS counts will be considered accurate. Client initials_______
Tables and Chairs
Our standard delivery service does not include set-up or take-down of tables and chairs. This can be arranged at an additional cost. Tables and chairs should be knocked-down and stacked for pick-up.
Delivery Charge
Our standard Delivery and Pickup charge is dependant upon your location, Monday through Friday, scheduled 9AM-5PM. Call for delivery pricing for your area. Delivery and pick-up is to ground level and easily accessible yards. There is an additional charge for upstairs, downstairs, long distance hauling and for deliveries outside of our normal delivery area. If the client or venue has delivery restrictions, the following charges will apply:
" Same Day Delivery, Saturday or Sunday, and/or After Hours Delivery/Pick-up will be double delivery charge
" Specified Time Delivery - 1.5 times delivery charge
" Items delivered to different areas of the same venue - 1.5 times delivery charge
" Items that must be separated during the packing of the order will be considered a separate order and delivery Tent Installation
Installation of a tent must be done correctly for the protection of the users, the tent, and ultimately, the success of your event. Our crews install and take down tents Monday through Friday, between the hours of 9AM and 5PM. If your tent must be installed or taken down outside these time zones, there will be an additional overtime labor charge. Prices vary for each situation.
Client will call 'DIG SAFE' no less than 2 weeks before the event to ensure that there are no underground utilities in the area. Client agrees to inform Weddings, Tents & Events in writing or fax at least 14 days prior to event, of the existence and location of any underground utilities (i.e. phone lines, cable lines, sprinkler systems, water lines, gas lines, electric lines, septic system, etc.), or conditions that may interfere with the ability to stake and/or anchor equipment. Client will assume responsibility for all damages to underground utilities in absence of notice or incorrect location of utilities. WEDDINGS, TENTS & EVENTS WILL NOT BE LIABLE FOR ANY DAMAGES OR INJURY AT EVENT. Preparation for Installation and Takedown
The first step our crews take installing a tent is to spread it flat on the ground where it is to go up. Please have the area completely clear of obstructions before we arrive at the job-site. In like manner, the tent must be totally empty before we can take it down. Fees are applied if crews must remove trash or clean tents before removal. Clean up & Preparation for pick-up
All floral arrangements, trash, and decorations of any kind should be removed from tent or other rental equipment before scheduled pickup time. There will be an additional charge for any items that have to be removed. All chairs and tables should be stacked in designated location as delivered. Special containers are provided for china, silver, glassware, etc., to insure that you receive your items sterilized, undamaged, sparkling and "table ready". Our delivery personnel are instructed to neatly stack all items in a mutually convenient place on delivery. All items should be cleaned, especially items used for food, which should be rinsed food-free and repacked in the same containers as delivered. Linens should be food and particle free and shaken out before being placed in containers. DO NOT PLACE LINENS IN PLASTIC BAGS. Additional charges will be made for missing containers. Tables, chairs and boxes are not weather proof, please do not expose them to rain or harsh weather or a damage fee may be incurred. Missing or damaged items and cleaning charges
Items not returned within 5 days after event are considered missing. Missing or damaged items will have the replacement charges deducted from your deposit. A detailed invoice of these items will be provided to client.
Propane
Calculated at $1.25 per lb. after the event.
Taxes
We are required to collect 6% VT sales tax on all rentals including delivery charges. Appropriate taxes will be collected on all rentals installed unless the renter is a non-profit tax-exempt organization or a direct-pay corporation. We are required to secure from the renter, the proper Sales Tax Exempt Certificate or a Direct Payment Exempt Certificate. Permits
Weddings, Tents & Events is required to obtain a tent permit for ay tent over 1200 sq. ft. that is set-up on a public site. The State of Vermont also requires that fire extinguishers and exit signs be on site per state regulations. SUMMARY:
RESPONSIBILITY OF THE 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 weather. All collection fees, attorney fees, court costs, or any expense involved in the collections of rental charges will be the client's responsibility. Be sure all equipment is returned according to these TERMS & CONDITIONS. The client is solely responsible for any additional charges incurred as a result of failure to meet these conditions. I HAVE READ AND AGREE TO THE ABOVE TERMS & CONDITIONS AND ACKNOWLEDGE RECEIPT. THIS CONTRACT IS VALID FOR ALL RENTALS PURCHASED BY THIS CLIENT, AND SUPERCEDES ALL PRIOR CONTRACTS.
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