Rental Policies
Prices
All prices listed are for a 1-3 day rental period. We do not charge a "per day" rate. If your event runs beyond three days, we'll be happy to quote you an extended rate.
Reservation Deposits
Without a signed rental contract, rental reservation agreement and 50% deposit, the quote or reservation for any equipment may be terminated without notice at the option of Pacific Party Canopies. A credit card must be on file, even when paying by cash or check, for incidentals. The final payment is due 14 days before your event.
Greater than 60 days; any amounts paid are fully refundable (Excludes tenting, tent related accessories, restroom trailers, special order items are not eligible for cancellations, changes or refunds whatsoever and subject to 100% cancellation fee)
- 30-59 days; 75% of the 50% rental reservation deposit is refundable
- 15-29 days; 50% of the 50% rental reservation deposit is refundable
- 14 days are fewer; No portion of the rental reservation deposit is refundable AND 50% RENTAL AGREEMENT BALANCE IS DUE AND PAYABLE.
Revisions:
Standard item revisions are due (14) days prior to the reservation date, any reduction will incur applicable restocking fee per item according to cancellation policy. You may add items, based on availability. Pacific Party Canopies will continue to accept additions to the renter’s order (subject to availability) until 48 hours prior to the event date. See our cancellation policy for more information.
Peak Season for Last Minute Orders (June - September)
During seasons of peak demand, our teams are working ‘around the clock’ to meet our customers’ rental needs. For that reason, PPC imposes a taxable Expedited Order Fee for orders placed within five days or less of the customer pickup or PPC delivery date according to the following schedule:
- 0-1 days prior: fee equal to 20% of subtotal
- 2-3 days prior: fee equal to 15% of subtotal
- 4-5 days prior: fee equal to 10% of subtotal
Additional Insured:
Additional insured request $300 per annual year fee.
Splitting Prepackaged Items:
Many items from our linen and tabletop collections come ‘prepackaged’ in established quantities. For example, napkins, china, and flatware cannot be split
Site Inspections:
When you’re thinking about renting a tent but are unsure of the tent size that best meets your needs or suits your space, a Pacific Party Canopies Event Rental Consultant can perform a site inspection for you. The site visit charge is based on time and distance, with fees starting at $100.00.
When you reserve a tent with Pacific Party Canopies, the site inspection fee will be applied to the delivery portion of your order. If you forgo the tent or choose another provider, THE SITE VISIT FEE WILL NOT BE REFUNDED.
Tent Permitting:
Each local jurisdiction may have event and tent permitting requirements within the city limits. There are fees for permits that may be needed, and they typically request a 4-week lead time for all applications. A Pacific Party Canopies Event Rental Consultant can perform permitting for you starting at $250 + permit fees.
Set-up
Set-up is included on all tent/canopy, flooring and booth rentals. Tables, chairs and other equipment will be stacked neatly at a mutually convenient location on delivery. Equipment should be re-stacked to avoid additional labor fees. We'd be happy to set-up tables and chairs for you at a reasonable labor fee, provided we have adequate advance notice. Please call us for a quote.
Pickup responsibility when I return my rentals?
Tables and chairs should be folded and stacked as they were delivered. China, flatware and glassware should be scraped free of food particles and repacked in their original containers. All other items should be boxed and/or crated in the containers you received the items in. If our crew is retrieving the items from your event location, all items should be returned to the point of delivery ready for pickup. Minimum fee of $300 will be charged if rentals need to be disassembled, stacked or repackaged when our crew arrives to pick up the items. A charge will apply for all items, including boxes and crates that are missing or damaged.
Additional Access Fees Will Apply If the Following Conditions are Present
- We are asked to transport items more than 50’ from the truck to the drop location.
- We are asked to transport items up more than 3 stairs or up steep hills or grades.
- We are asked to use a shared, small or difficult-to-access elevator. If any of these circumstances exist at a delivery site, the renter shall be charged $35 per team member for a 15 to 30 minutes delay and $45 per team member for a 31 to 60 minutes delay. Please be respectful of our team’s time and do not ask them to perform services that are not included on the rental agreement. This will also include installation delays, such as other vendors in the way.
After Hours Pick-up or Delivery
Rental rates are based on delivery and pick-up during normal business hours. During our peak season, we extend our normal hours to accommodate a higher volume of rentals. Should you require delivery and/or pick-up outside of our normal hours, overtime rates will apply. Please call for a quote.
Cleaning Deposits
A cleaning deposit of 25% is required on selected food and beverage service items. The deposit is fully refundable if the unit is returned to us in the same condition in which we delivered it.
Deck Installation
Installing a canopy or tent on a deck or sensitive surface can present challenges otherwise not present on a ground level installation. We take extra steps to protect your decking and ensure a safe installation. Generally, the additional fee for a deck installation is $.20 per square foot of tent space. Inspection of the site is usually required before an exact charge can be determined.
Delivery
Delivery is typically scheduled a day or two before your event with pick-up a day or two after the event. Because we don't charge by the day, we can offer some flexibility to make the delivery convenient for you and for us. Please specify your preferred delivery day when you place your order. We can usually accommodate an a.m. or p.m. preference. Should you require delivery and/or pick up at a specific time or within a less than 4-hour window, additional fees may apply.
Delivery or mileage fees will be applied based on distance and drive time from our warehouse. All rental rates and mileage fees assume delivery will be during normal business hours. A signature is required on all deliveries. Please call us for a specific mileage rate to your area. After hours delivery/pickup fees will apply to service provided outside of normal business hours.
A “RELOCATION” fee (equal to 50% of the installed items (Tent, Stage, Dance Floor, Pipe & Drape, or items with added set up) rental will apply if the onsite contact did not make him/herself available, or if we’re asked to move an item once it has been placed in accordance with the diagram or instructions provided. Once we’ve completed our work and left the site, PPC WILL NOT RETURN TO THE SITE TO MOVE A TENT, STAGE, DANCE FLOOR, OR PIPE & DRAPE, unless our delivery schedule allows. If this circumstance occurs, and we agree to the relocation, a 150% DELIVERY CHARGE AND A $45.00 PER HOUR PER TEAM MEMBER RELOCATION FEE WILL BE ASSESSED AND COLLECTED, VIA CREDIT CARD, IN ADVANCE.)
Will call customer Pickup & Return;
Most orders, and most (but not all) rental items can be picked up at Pacific Party Canopies 455 Pease RD, Burlington. Renters picking up their rental item(s) may do so between the hours of 9:00 AM and 2:00 PM, Monday through Friday on the date specified on the Rental Contract. Pacific Party Canopy is closed Saturday, Sunday and on major holidays for pick up and return. Weekend rentals must be returned to Pacific Party Canopies on Monday (following the renter’s event), or as specified in the Rental Contract.
Renters must ensure that their vehicle is appropriate for transporting the rented item (s). Renters must bring necessary pads, blankets, tie-downs, and other items needed to protect their vehicle (from damage) and to ensure against damage to the rented item (s). Pacific Party Canopies will have the ability to sell you straps for you to tie down your equipment if you don’t bring any with you. These will be automatically charged on the credit card on file.
PLEASE BE ADVISED THAT PACIFIC PARTY CANOPY CUSTOMERS ARE RESPONSIBLE FOR LOADING, SECURING, and TRANSPORTING THEIR RENTAL ITEMS. STAFF IS NOT REQUIRED TO PROVIDE LOADING OR UNLOADING ASSISTANCE.
You must ensure that all items on the order are accounted for. Your signature on the rental agreement is your acceptance of Pacific Party Canopies's terms and conditions, including responsibility for returning the rented items on time and in their “as rented” condition.
Our 15% Damage waivers covers breakage and damage to our equipment while it is in your care. This is a 15% service charge that will be automatically added to your will call order.
Extended Legs
Standard leg height for a frame style tent is 8'. If it's necessary to extend the height of a tent to accommodate a stage or piece of heavy equipment for example, the additional fee will be $.10 per foot of extended height per square foot of tent.
Labor
Installation and removal is included in the rental rate on all canopies. Additional labor fees may apply for time involved to perform any work that is not part of our standard service. Labor is charged at $60 per man-hour.
Staking
Staking to a depth of approximately 3' is required on most tent installations. Pacific Party Canopies assumes no responsibility for underground utilities such as power and water. Please call the underground location center at 1-800-424-5555 to locate utilities at your site.
Prices subject to change without notice.
CAD Layouts;
CAD Layouts (computer-assisted design layouts) are wonderful tools that can help you visualize your event space and plan your layout. A CAD helps ensure that everything needed will fit comfortably in the space provided. We’d be happy to make them for your tented event.
If you have a custom space there is often a significant time requirement and care that goes into creating and revising CADs, we do charge for this optional service.
Our fee is $125 non-refundable for the first CAD layout prepared and a $75 fee for each substantive CAD revision (plus sales tax).
Additionally, if we have not prepared a CAD at your venue before, it is your responsibility to ensure that the site diagram provided is accurate and to scale before we begin. All CAD invoices must be paid in full before work begins.
Terms and Conditions
- DEPOSIT REFUND POLICY. Greater than 60 days; any amounts paid are fully refundable (Excludes tenting, tent related accessories, restroom trailers, special order items are not eligible for cancellations, changes or refunds whatsoever and subject to 100% cancellation fee)
30-59 days; 75% of the 50% rental reservation deposit is refundable
15-29 days; 50% of the 50% rental reservation deposit is refundable
14 days are fewer; No portion of the rental reservation deposit is refundable AND 50% RENTAL AGREEMENT BALANCE IS DUE AND PAYABLE. - INSPECTION. Renter acknowledges that he has had an opportunity to personally inspect the equipment and finds it suitable for his needs and in good condition and that he understands its proper use. Renter further acknowledges his duty to notify Dealer of any defects.
- WARRANTIES. There is no warranty that the equipment is suited for Renter's intended use or that it is free from defects
- RELEASE AND INDEMNITY. Renter assumes all risks inherent in the operation and use of the rental equipment by Renter and anyone else. Renter assumes the entire responsibility for the defense of and agrees to pay indemnity and hold Dealer, its shareholders, directors, officers, and successors (collectively "Dealer") harmless from, and hereby fully discharges and releases Dealer from any and all claims for damages to property or for bodily injury (including death), or loss of time or inconvenience, or consequential damages (including but not limited to lost revenue or profits) resulting from the use, operation or possession of the rented equipment, whether or not it be claimed or found that such damage or injury resulted in whole or in part from the negligence of Dealer from the defective condition of the rented equipment or from any other cause.
- PROHIBITED USES. Use of the equipment in the following circumstances is prohibited and constitutes a breach of this contract: a) use for illegal purpose or in an illegal manner, b) use when the equipment is unsafe or in disrepair, c) improper, unintended use or misuse, d) use by anyone other than Renter or his employees without Dealer's written permission, e) use at any location other than the address furnished Dealer without Dealer's written permission.
- ASSIGNMENTS, SUBLEASES AND LOANS OF EQUIPMENT. Dealer may assign his rights under this contract without Renter's consent but will remain bound by all obligations herein. Renter may not sublease or loan the equipment without Dealer's written permission. Any purported assignment by Renter is void.
- TIME OF RETURN. Renter's right to possession terminates on the expiration of the rental period and retention of possession after this date constitutes a material breach of this contract. Any extension must be mutually agreed upon in writing.
- LATE RETURN. Renter agrees to return the rented goods during Dealer's regular store hours, upon expiration of the rental period. Renter agrees that if the rented goods are held beyond the expiration of the rental period as designated in the contract, the daily rate shall be the agreed contractual rate for the entire period, notwithstanding any lesser periodic rate.
- DIRTY, DAMAGED OR LOST EQUIPMENT. Renter agrees to pay for any damage to or loss of the goods, as an insurer, regardless of cause, except reasonable wear and tear, while the goods are out of the possession of the Dealer. Renter also agrees to pay a reasonable cleaning charge for equipment returned dirty. Accrued rental charges cannot be applied against the purchase or cost of repair of damaged, lost or stolen goods. Equipment lost, stolen or damaged beyond repair will be paid for at replacement cost plus freight. The cost of repairs will be borne by the Renter, whether performed by the Dealer or, at Dealer's option, by others.
- PAYMENT. Renter shall pay all charges payable under this rental contract in advance provided, however, that the foregoing shall not limit the amount payable by Renter hereunder and all additional amounts hereunder shall be paid immediately as such costs or charges are incurred. Commercial accounts approved by Dealer may pay charges on an open account basis within terms specified by Dealer. Renter shall pay all reasonable costs of collection, court, attorney's fees and other expenses paid or incurred by Dealer in the collection of any charges due under this rental contract, or in retaking of the rental equipment or in other enforcements of the terms of this rental contract. Renter shall pay in addition to any other amounts payable hereunder a service charge on all past due accounts.
- COLLECTION COSTS. Renter agrees to pay all reasonable collection, attorneys and court fees and other expenses involved in the collection of the charges or enforcement of Dealer's rights under this contract.
- REPOSSESSION. Upon a failure to pay rent or other breach of this contract, Dealer may terminate this contract and take possession of and remove the goods from wherever they are, and Dealer and his agents shall not be liable for any claims for damage or trespassing, arising out of the removal of the goods.
- SEVERABILITY. The provisions of this contract shall be severable so that the invalidity, enforceability or waiver of any of the provisions shall not affect the remaining provisions.
14. REPLACEMENT OF MALFUNCTIONING EQUIPMENT. If the equipment becomes unsafe or in disrepair as a result of normal use, Renter agrees to discontinue use and notify Dealer who will replace the equipment with similar equipment in good working order, if available. Dealer is not responsible for any incidental or consequential damages caused by delays or otherwise.
Deposit Policy
A 50% reservation deposit is required at the time your reservation is made. Without a signed rental contract, rental reservation agreement and 50% deposit, the quote or reservation for any equipment may be terminated without notice at the option of Pacific Party Canopies. A credit card must be on file, even when paying by cash or check, for incidentals.
Greater than 60 days; any amounts paid are fully refundable (Excludes tenting, tent related accessories, restroom trailers, special order items are not eligible for cancellations, changes or refunds whatsoever and subject to 100% cancellation fee)
30-59 days; 75% of the 50% rental reservation deposit is refundable
15-29 days; 50% of the 50% rental reservation deposit is refundable
14 days are fewer; No portion of the rental reservation deposit is refundable AND 50% RENTAL AGREEMENT BALANCE IS DUE AND PAYABLE.
Because we don't charge "by the day," we offer quite a bit of flexibility in the delivery and pick-up of your equipment. Please specify your preferences at the time you confirm your order, and we'll try to schedule something that works for you as well as for us. By contrast, if you require "pin point" delivery/pick-up or a narrow window (less than 4 hours) for delivery or pick-up, additional fees may apply. A "will call" option is offered on most equipment. Please inquire.
Delivery fees include delivery and pick-up during normal business hours except as noted. Delivery outside of normal business hours will be subject to overtime rates. Delivery fees are considered to be "to the door." For sites where equipment must be packed more than 50 feet from the back of the truck and/or up or down stairs, elevators, steep slopes or other rough terrain, an access fee may apply.
Standard item revisions are due (14) days prior to the reservation date, any reduction will incur applicable restocking fee per item according to cancellation policy. You may add items, based on availability. Pacific Party Canopies will continue to accept additions to the renter’s order (subject to availability) until 48 hours prior to the event date. See our cancellation policy for more information.
"Last minute" changes (less than 5 days prior to delivery) will be accommodated if possible (additional fees apply).
Cleaning deposits are required on some items. Cleaning deposits will be refunded upon return of the order provided the item is clean to the specs provided with the item. Table and chair rental fees do not include set-up and breakdown of the same, except as noted. Please inquire about rates for us to provide this service.
By signing below you acknowledge that you accept and understand the deposit refund policy, the delivery and pick-up parameters and the terms of this contract. Please return a signed copy of this agreement with your deposit.
