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Rental Terms And Conditions

RESERVING EQUIPMENT : Equipment and items will be reserved only upon receipt of a valid credit card, signed copy of TERMS AND CONDITIONS and a 50% non-refundable deposit (cash, check or credit card) on all tenting. Quotes and proposals do not guarantee availability of rental equipment. Cancellations for all equipment, excluding tents and linens, made less than 24 hours in advance are liable for a 50% charge. Tents and tent accessories cancelled less than 14 days before the event are subject to full charge. There are no refunds on any “unused” equipment.  

DAMAGE : Once customer takes possession of equipment, they are completely responsible for it whether damaged, lost or stolen. Customer should consult their insurance agent regarding their coverage of lost/damaged rental equipment. Belmont Party Rentals to reserve the right to upgrade rental equipment on the rare occasion that equipment is not available.

LINENS: Customer assumes responsibilty for all damages and stains to linens. Wax and mildew will cause permanent damage and the customer is responsible for the full replacement of the damage. Due to laundering, dye batch variations, and material differences (poly vs cotton), Belmont is not responsible for minor color differences amongst linens.PAYMENT: Client must provide Belmont Party Rentals with final counts at least 5 days prior to your delivery date, at which time a final invoice with balance due will be provided. Full payment is due prior or on delivery date. An order is considered complete three days before scheduled delivery. Belmont Party Rentals will still deliver rentals on a case by case basis but full payment is expected. Past due invoices are subject to collections if not paid.   

SITE PREPARATION: Please be sure your site is ready (i.e. lawns mowed vehicles out of the way, etc.) before crew arrives. Client will inform Belmont Party Rentals in advance of any underground sprinkler system or conditions that may interfere with the ability to stake and/or anchor equipment/tents. Location of underground utility/phone lines is the responsibility of homeowner. Client assumes responsibility for any damage to underground equipment in absence of such notice. We assume no responsibility for damage to buried lines such as dog fences, gas lines, underground electrical lines, outdoor lighting, septic system and sprinkler systems. The tent manufacturer highly recommends that all tents be installed and staked down. Customer requests for any other type of installation/anchoring require the customer to accept liability for any damage or any or all property.   

DELIVERY/PICKUP SERVICE: Delivery service is available on all orders that meet our minimum rental order policy, which changes between the busy season and slow season. All fees are based on tailgate delivery and charged by geographical location. Additional delivery charges will occur for second floor or higher delivery locations, basement delivery locations, excessive distance for loading/unloading trucks, specific delivery and pickup times and afterhours delivery and pickup. Delivery fees quoted may change after site inspection. All items will be delivered and picked up at a designated location. The client should be available to count all items upon delivery and pickup. Otherwise our counts will be considered accurate. Orders are typically delivered 1-3 days in advance of your event while pickups occur 1-2 days following your event. Responsibility for 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 the weather. Rental equipment left exposed to inclement weather will be accessed additional rental fees or replacement costs.   

CLEANUP/PREPARATION FOR PICKUP: All trash, decorations, floral arrangements of any kind should be removed from tent before scheduled pickup time. All chairs and tables should be stacked & bagged the same as when delivered. All dishes, glassware and cooking equipment should be returned to proper rack or container and assembled at a single location for pickup. Dishes, glasses, flatware and food service equipment (grills, chafers, etc.) must be scraped, being food/particle free. Otherwise, an additional charge for cleaning will be applied to the final price. Linens needs to be put into laundry bags/boxes provided. Linens that are returned with burns, holes, tears, or are permanently stained will be billed at replacement cost.   

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 involving strong winds and lightning, in which the tents will not provide protection and may even be damaged or blown over. Evacuation of tents to avoid possible injury is recommended when severe weather threatens the area where tent is erected. People must leave tents and not seek shelter in tents during such conditions. It is the client’s responsibility to be aware of changing weather conditions and to exercise its best judgment with regard to evacuation of tents.   

INDEMNIFICATION AND DEFENSE: Client agrees that if legal proceedings are brought against Belmont Party Rentals for compensation for personal injuries or property damage arising out of an event, client will indemnify Belmont Party Rentals and its employees against any judgments which may be rendered against them except for judgments on claims which arise out of negligence, gross negligence or willful acts or omissions of Belmont Party Rentals, its agents, servants or employees.   

ADDITIONAL CHARGES: Fire and building permits for all tents are the responsibility of the client. Belmont Party Rentals can file for all permits and provide necessary equipment (fire extinguishers, exit signs). There will be an additional fee for this service. Additional charges may apply if: a) The site is not ready or accessible when the crew arrives; b) The tent and rented equipment is not ready for pre-arranged pickup; c) Delivery and/or pickup is from location other than ground level (upstairs or downstairs); d) All chairs and tables are not stacked and bagged as delivered for pickup; e) Food service items are not cleaned and food-free; f) All additional equipment (stoves, grills, etc.) is left dirty; g) Customer requires pickups before or after normal business hours; h) Site requires custom tent installations (i.e. on asphalt, decks, immoveable objects, etc.) Be sure all equipment is returned according to these TERMS and CONDITIONS. The client is solely responsible for any additional charges incurred as a result of failure to meet these conditions. All collection fees, attorney’s fees, court costs, or any expense involved in the collection of rental charges will be client’s responsibility. By signing the invoice or estimate the customer authorizes Belmont Party Rentals to charge the customer’s card for additions/revisions/or any other conditions outlined in this agreement. 

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