Making Reservations: Quotes and proposals do not guarantee the availability of rental equipment. New Clients: Equipment will be reserved only upon receipt of a signed “Tent Rental Contract” and a 50% deposit. Final payment is due the day of installation. Any add-on equipment the day of the event will be billed. Credit Line Clients: To guarantee your reservation, a signed “Tent Rental Contract” is required. If the order is more than $10,000 a 50% deposit is required. Final payment is due on net 30 - day terms.
Cancellations (Non-Refundable 50% deposit): When you reserve a tent & any accessory, we immediately remove them from our available inventory and schedule a crew for set up. Therefore, any cancellation received within fourteen days of the installation date will be charged 50% of the total rental order.
Time and Charges: In most situations Olympus Tents and Events will charge from the time equipment is picked up or delivered until equipment is returned, including Saturdays, Sundays, and Holidays. Customers who elect to have equipment delivered and removed by Olympus Tents and Events will be given an estimated delivery time, and estimated time of removal. These estimated times are not binding upon Olympus Tents and Events. Any rental that requires the removal of rental equipment after 5 PM on any given day will be subject to an “overtime charge” of at least $195.00 dollars that will be in addition to the regular delivery and removal fees. Likewise, delivery and/or removal of equipment by Olympus Tents and Events on any Sunday will incur a minimum $195.00 dollar charge.
Delivery fee for Non-Tent items: Delivery fee includes both CURBSIDE DROP OFF and pickup. This fee DOES NOT include the moving or carrying of equipment up or down stairs, steep inclines, across rough terrain, or more than 50 feet from our truck, or trailer. If necessary, ‘Special Service’ arrangements can be made in advance for a nominal fee.
Delivery Fee for Tents: Includes tent installation set up and take down. Within 100 feet from our truck or trailer. Additional charges will apply if delivery path includes up or down stairs, or steep inclines, or further than 100 feet from the truck or trailer.
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. Therefore, it is our strict policy that all installations and takedowns are done by our experienced crews. All prices quoted will include these services. Stakes are the best way to secure a tent for our terrain. We use a 1”x 42” iron stake at every tent leg. The approval to stake is the responsibility of the client. When we stake in asphalt, we fill the holes with ready-mix asphalt immediately after the stakes are removed. There will be minimal damage to the asphalt which the client accepts as part of this agreement.
Cement Block Installation: When staking is not an option, we can secure tents with cement blocks at each leg. This option is not guaranteed in severe weather. There are fees for cement block installation.
Preparation for Installation and Takedown: The first step our crews take installing a tent is to spread the tent flat on the installation site. Please have the installation site completely clear of obstructions before we arrive at the jobsite (this includes overhead obstructions such as tree branches, zip lines, hanging lights). In like manner, the tent must be totally empty before we can take it down. Fees will be applied if these policies are not met.
Weather: 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. Evacuation of tents to avoid possible injury is recommended when severe weather threatens the area where the tents are erected. People must leave the tents and not seek shelter in tents during such conditions. 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 tents. Client agrees that in the event of a predicted or actual storm or excessive winds, Olympus Tents and Events may dismantle any equipment that has been previously installed to ensure safety of all involved.
Permits: It is the responsibility of the renter to check with your local Special Events Department, Building Permits, and or Fire Departments prior to the installation date to confirm and adhere to their requirement(s) for permits. We will assist you in any way possible, but these clearances do remain the responsibility of the renter.
Damages & Damage Waiver: Olympus Tents and Events endeavors to protect your property during the delivery, installation and removal process. Client agrees to release Olympus Tents and Events of any liability for any damage resulting from non-negligence to any property due to delivery, installation and removal of equipment on your property, including but not limited to ruts in grass, scratches on the installed surface, and weather-related damages. Client also understands that tents are temporary structures and may leak during heavy rain.
Rental Protection: By accepting the damage waiver payment Olympus Tents and Events. waives any claim against customer for direct physical damage to the equipment from any external cause except as follows: Any loss or damage due to theft, vandalism, malicious mischief, misuse or abuse; Any loss or damage resulting from overload or exceeding the rated capacity of equipment; Any loss or damage resulting from customer dragging products; Any loss, damage, or cleaning required due to melted wax from the use of candles; Any loss, damage, or required cleaning resulting from water exposure caused by sprinkling systems; Any loss or damage caused by infidelity of customer, customer’s employees, or persons to whom the equipment was entrusted; Or, Any use of equipment in violation of the law or any terms of this agreement.
Indemnification & Defense: To the fullest extent permitted by law, each party agrees to defend, indemnify, and hold harmless the other party, including its trustees, officers, members, directors, employees, servants and agents, against loss, damages, claims, suits, liabilities, judgments, costs and expenses (without limitation, all reasonable attorneys’ fees and expenses) that may accrue against the indemnified party, including its trustees, officers, members, directors, employees, servants and agents which is proximately caused by the negligence or willful misconduct or any breach of representation or warranty by the indemnifying party. This provision shall survive the termination of this Agreement.