T&A Tent and Party Rentals

Rental Agreement — Terms & Conditions

1. Reservation & Deposit

1.1 Reservation Deposit

A minimum 25% non-refundable down payment is required to secure a reservation. A reservation is not considered confirmed until the required down payment has been received and the Lessor has accepted the reservation.

1.2 Non-Refundable Deposit

The initial 25% down payment is a reservation deposit and is non-refundable except where this Agreement specifically provides otherwise. The deposit compensates the Lessor for reserving equipment, scheduling labor and delivery capacity, administrative work, and declining other reservations for the same equipment and rental period.

1.3 Rescheduling

The Lessor may allow the Customer to apply the reservation deposit toward a rescheduled event, subject to equipment availability and written approval. A rescheduled rental may be subject to current pricing, additional delivery charges, labor charges, or other price adjustments.

1.4 Pandemic, Quarantine, or Government Restrictions

Cancellation resulting from shelter-in-place orders, quarantine restrictions, communicable-disease concerns, public-health restrictions, or similar events does not automatically entitle the Customer to a refund of the reservation deposit. The Lessor may permit the reservation deposit to be transferred to another available date.

1.5 Order Changes

Any additions, removals, quantity changes, location changes, or other modifications must be approved by the Lessor. Additional equipment is subject to availability and additional charges. No requested change is effective until confirmed by the Lessor.

2. Payment

2.1 Final Payment

Unless otherwise agreed in writing, the remaining balance is due immediately following completion of the agreed delivery and setup and before the equipment is placed into use.

2.2 Additional Charges

The Customer is responsible for additional charges incurred under this Agreement, including charges resulting from:

• Additional labor;
• Stairs or unusually difficult access;
• Customer-requested delivery or pickup times;
• Venue-required late-night pickup;
• Additional equipment;
• Cleaning;
• Damage or loss;
• Missing equipment;
• Unscheduled setup or breakdown services;
• Customer-caused delays; or
• Other services requested or required after the original quote.

Additional charges discovered after the rental may be invoiced separately.

2.3 Returned or Disputed Payments

The Customer remains responsible for all amounts legitimately owed under this Agreement if a payment is returned, reversed, declined, or charged back. Reasonable collection costs permitted by law may be added to unpaid balances.

3. Cancellations

3.1 Cancellation More Than Six Months Before Event

If the Customer cancels more than six months before the scheduled event, the 25% reservation deposit remains non-refundable. Any amounts paid in excess of the required reservation deposit will be refunded.

3.2 Cancellation Within Six Months

If the Customer cancels within six months of the scheduled event, payments made toward the reservation are non-refundable unless otherwise specifically stated in this Agreement or agreed to in writing by the Lessor.

3.3 Cancellation by Lessor

If the Lessor cancels the entire rental for reasons within the Lessor's control and is unable to provide the agreed equipment or a mutually acceptable substitute, the Customer will receive a refund of amounts paid for the canceled rental.

3.4 Weather Cancellation Before Delivery

If a reservation is canceled specifically because of inclement weather before equipment has been delivered or setup has begun, the Customer may receive a refund of amounts paid in excess of the 25% non-refundable reservation deposit. Weather cancellations made within 14 days of the event remain subject to this provision unless otherwise agreed in writing.

3.5 Weather After Delivery or Setup

Once equipment has been delivered or setup has begun, the rental is considered performed for cancellation purposes. No refund is due solely because weather conditions prevent, shorten, interrupt, or reduce use of the equipment after delivery or setup.

3.6 Unsafe Weather

The Lessor reserves the right to delay, alter, discontinue, refuse, or remove a tent installation or other equipment when the Lessor reasonably believes conditions create an immediate safety risk.

Safety-related decisions do not authorize the Customer or guests to modify, relocate, dismantle, remove stakes from, remove anchoring from, or otherwise alter the equipment.

4. Delivery & Site Access

4.1 Delivery Schedule

Delivery times are generally arranged during the week preceding the event. Delivery may occur approximately 1–5 days before the event, depending upon event size, equipment type, scheduling, weather, and delivery route. The specific delivery day and delivery sequence are at the Lessor's discretion unless a specific arrangement has been confirmed in writing.

4.2 Requested Delivery Times

Specific delivery dates or times may be requested but are not guaranteed unless confirmed by the Lessor. Additional charges may apply to:

• Time-restricted venues;
• Narrow delivery windows;
• Same-day delivery;
• After-hours delivery;
• Weekend or holiday delivery; or
• Other special scheduling requirements.

4.3 Prohibited Delivery Locations

If the Customer misrepresents or fails to disclose that the rental is being held at a prohibited location, the Lessor may cancel the order.

4.4 Property Owner Permission

The Customer represents that they have permission from the property owner or authorized venue representative for the delivery, installation, staking, anchoring, and use of all rented equipment.

4.5 Vehicle Access

Delivery is performed using pickup trucks, trailers, and other commercial equipment. The Customer must provide adequate and reasonably safe access to the installation and pickup area.

The Lessor is not required to drive across lawns, landscaping, soft ground, steep grades, unstable surfaces, or any area the Lessor reasonably determines may be unsafe or may damage the vehicle, trailer, property, or equipment. Additional carrying or labor charges may apply if equipment must be moved an unusual distance from the delivery vehicle.

4.6 Overhead Hazards

The Customer must disclose before delivery any overhead obstacles or hazards, including:

• Utility lines;
• Low-hanging wires;
• Tree limbs;
• Arches;
• Building overhangs;
• Signs;
• Decorative structures;
• Irrigation equipment; or
• Other obstructions.

The Lessor is not responsible for damage resulting from an undisclosed obstruction or unsafe/non-compliant structure except to the extent caused by the Lessor's negligence or wrongful conduct.

4.7 Stairs and Difficult Access

The Customer must notify the Lessor in advance if equipment must be transported:

• Up or down stairs;
• Through elevators;
• Through narrow hallways or doorways;
• Across long distances;
• Across steep terrain; or
• Through any unusually difficult access route.

Failure to provide advance notice may result in additional labor charges or refusal to complete delivery where conditions cannot be safely accommodated.

4.8 Site Preparation

The installation and delivery area must be completely accessible and ready before the Lessor arrives. The Customer is responsible for removing:

• Vehicles;
• Furniture;
• Debris;
• Animal waste;
• Tree branches;
• Decorations;
• Landscaping obstacles;
• Toys;
• Other equipment; and
• Any other obstruction interfering with installation.

The Lessor's employees are not responsible for moving Customer property or preparing the site. If site conditions cause more than 10 minutes of avoidable delay, additional labor will be charged at $10 for each additional 10-minute period.

4.9 Customer Representative

The Customer or an authorized adult representative should be available when reasonably necessary to provide access, confirm placement, and answer site-related questions. If no representative is available, the Lessor may use reasonable judgment regarding placement or may postpone installation if authorization or access is required.

5. Tents, Installation & Safety

5.1 Tent Placement

Final tent placement is subject to the Lessor's approval based upon site conditions, underground and overhead hazards, anchoring requirements, equipment clearances, and safety considerations. A Customer-requested location may be refused if the Lessor determines it cannot be safely or properly installed.

5.2 Stakes and Anchoring

Tent installation may require stakes or other anchoring systems to penetrate the ground. Customers shall not remove, relocate, loosen, cover, modify, or tamper with stakes, ropes, ratchets, ballast, poles, or other anchoring equipment.

5.3 Severe Weather

The Customer is responsible for monitoring weather conditions during the event and for directing guests to a safe permanent structure when threatening or severe weather occurs.

The tent should be evacuated during hazardous conditions including severe thunderstorms, high winds, tornado warnings, lightning, or other conditions that may make continued occupancy unsafe.

5.4 Alterations

No rented equipment may be altered without permission from the Lessor. The following are prohibited unless specifically approved:

• Staples;
• Nails;
• Screws;
• Tacks;
• Pins;
• Adhesive hooks;
• Tape on tents;
• Drilling;
• Cutting;
• Painting; or
• Any permanent or damaging attachment.

Tape may be used only on the underside of tables unless otherwise approved. Damage resulting from decorations or unauthorized attachment methods will be charged to the Customer.

5.5 Sidewalls

Tent sidewalls may not be removed from the tent or installation. If adjustable sidewalls are provided, the Lessor may demonstrate proper operation. The Customer must not alter or remove any component necessary for proper anchoring or structural stability.

5.6 Open Flame, Cooking, Heating & Smoking

Unless specifically approved by the Lessor and permitted by applicable fire and safety requirements:

• No open flames are permitted inside or immediately adjacent to tents;
• No grilling or cooking equipment may be operated beneath tents;
• No unauthorized heaters may be used beneath tents;
• No fireworks, sparklers, fire pits, or similar ignition sources may be placed beneath or immediately adjacent to tents; and
• Smoking and vaping are prohibited inside tents and around combustible rental materials.

Generators, cooking equipment, heaters, and other heat-producing equipment must be positioned and operated in accordance with manufacturer instructions and applicable safety requirements.

5.7 Customer Misuse

The Lessor may require immediate discontinuation of any unsafe or improper use of rental equipment. The Customer is responsible for ensuring that guests, vendors, contractors, and other persons at the event do not misuse, relocate, overload, climb on, modify, or damage rented equipment.

6. Underground Utilities & Private Facilities

6.1 MISS DIG 811

Where tent stakes, anchors, or other installation methods penetrate the ground, required underground utility locating procedures must be completed before installation.

The Lessor will make required MISS DIG 811 notifications when the Lessor is acting as the excavator responsible for the staking or ground penetration. Installation may not begin until the applicable legal start time has been reached and required utility responses have been received.

6.2 Public vs. Private Utilities

The Customer understands that MISS DIG 811 does not necessarily locate privately owned or privately installed facilities. The Customer must identify and clearly mark all private underground facilities not covered by the public utility locating process, including where applicable:

• Private electrical lines;
• Irrigation or sprinkler systems;
• Septic systems and drain fields;
• Propane or fuel lines;
• Invisible/electric pet fences;
• Private water lines;
• Landscape lighting;
• Pool or spa lines;
• Private telecommunications wiring; and
• Any other privately installed underground facility.

The Customer should arrange for a private utility locator when the location of private facilities is unknown.

6.3 Unmarked Private Facilities

The Lessor is not responsible for damage to an underground private facility that was not properly identified or disclosed to the Lessor, except to the extent caused by the Lessor's negligence or wrongful conduct.

6.4 Installation Restrictions

The Lessor may move, modify, or refuse an installation if utility markings or other conditions prevent the equipment from being safely installed at the requested location.

7. Permits & Venue Requirements

Unless specifically included in the rental order, the Customer is responsible for determining and obtaining any permits, approvals, inspections, venue permissions, fire-safety approvals, or other authorization required for the event or use of the property.

The Customer must notify the Lessor in advance of any venue rule affecting:

• Delivery;
• Pickup;
• Tent installation;
• Staking;
• Fire extinguishers;
• Emergency exits;
• Sidewalls;
• Lighting;
• Heating;
• Electrical equipment;
• Occupancy; or
• Installation times.

Additional costs resulting from venue requirements not disclosed before the reservation may be charged to the Customer.

8. Tables, Chairs & Other Equipment

8.1 Setup and Breakdown

Setup and breakdown of tables and chairs are not included unless specifically listed in the rental order or arranged in advance. Additional charges apply if the Lessor is asked or required to provide unplanned setup or breakdown services.

8.2 Placement

Unless setup service has been purchased, tables and chairs may be placed in a designated protected location, including beneath a tent when appropriate.

8.3 Condition at Pickup

Equipment must be returned to approximately the same organized location and condition in which it was delivered. Tables and chairs must be free of decorations, excessive debris, food, tape, and other Customer property before pickup.

9. Pickup

9.1 Pickup Schedule

Pickup may occur approximately 1–5 days following the event unless another arrangement has been made. Equipment must remain accessible until pickup is completed.

9.2 Venue-Required Pickup

Venues requiring immediate, same-night, or late-night pickup may incur additional charges based upon:

• Order size;
• Labor required;
• Travel;
• Pickup time; and
• Scheduling requirements.

9.3 Chair Stacking

Chairs must be properly stacked on the provided dollies before pickup unless setup/breakdown service has been purchased. Improperly stacked chairs will incur a $0.25 per-chair handling fee.

• Non-padded folding chairs: no more than 10 chairs high.
• White padded folding chairs: no more than 25 chairs high.

9.4 Equipment Accessibility

The Customer may not lock away, relocate, obstruct, or otherwise prevent access to rented equipment at the agreed pickup location. Additional trip, labor, or rental charges may apply if the Lessor cannot retrieve equipment because of Customer-controlled access issues.

10. Linens

10.1 Linen Security Deposit

Linen rentals require a 25% refundable linen security deposit, separate from the non-refundable reservation deposit.

10.2 Return Condition

All linens must be returned:

• Accounted for;
• Reasonably free of debris;
• Free of prohibited substances;
• Dry; and
• In the return containers or manner instructed by the Lessor.

10.3 Damage

Charges may apply for missing linens or linens damaged by conditions including:

• Wax;
• Permanent stains;
• Mold or mildew;
• Burns;
• Tears;
• Cuts;
• Paint;
• Permanent marker; or
• Other damage beyond ordinary laundering.

The refundable linen security deposit may be applied toward cleaning, repair, replacement, or missing-item charges. Any remaining refundable amount will be returned following inspection.

11. Inspection & Equipment Condition

The Customer must inspect rental equipment within a reasonable time following delivery and notify the Lessor promptly of any visible shortage, defect, malfunction, or damage.

If equipment becomes unsafe or malfunctions during the rental period, use of the affected item must immediately stop and the Lessor must be notified. The Customer must not attempt unauthorized repairs.

The Lessor will make reasonable efforts to repair or replace defective equipment when practicable. Normal wear from ordinary, authorized use is not considered Customer damage.

12. Ownership & Location of Equipment

All rented equipment remains the sole property of the Lessor. The Customer receives only the temporary right to possess and use the equipment during the agreed rental period.

Rental equipment may not be:

• Sold;
• Loaned;
• Subleased;
• Pledged;
• Abandoned;
• Removed from the delivery location; or
• Transferred to another person or property

without prior written permission from the Lessor.

13. Damage, Loss & Theft

The Customer is responsible for rented equipment from the time it is delivered until it is retrieved by or returned to the Lessor.

The Customer is responsible for damage, theft, disappearance, vandalism, unauthorized alteration, or excessive wear occurring during that period, except for ordinary wear or damage caused by the Lessor.

Repairable equipment may be charged at the reasonable cost of:

• Parts;
• Labor;
• Cleaning;
• Shipping; and
• Repair.

Equipment that is lost, stolen, destroyed, or damaged beyond economical repair may be charged at reasonable replacement cost. Payment of a damage or replacement charge does not automatically transfer ownership of damaged equipment to the Customer.

14. Security of Rental Equipment

The Customer must take reasonable precautions to protect rental equipment from:

• Theft;
• Vandalism;
• Unauthorized use;
• Animals;
• Fire;
• Standing water;
• Sprinklers;
• Vehicle traffic;
• Severe weather; and
• Other reasonably foreseeable hazards.

Equipment left outdoors overnight remains the Customer's responsibility unless otherwise agreed in writing.

15. Rental Period & Late Return

The rental period is the period shown on the applicable order, invoice, or reservation.

Retention, concealment, relocation, or continued use of rental equipment beyond the approved rental period without authorization constitutes a breach of this Agreement.

Any extension must be approved by the Lessor. Additional rental charges may apply for unauthorized or requested extensions.

16. Equipment Substitutions

Equipment availability may occasionally change because of damage, late returns, supply issues, or circumstances outside the Lessor's reasonable control.

When necessary, the Lessor may substitute equipment of reasonably comparable type, function, capacity, and value. The Lessor will make reasonable efforts to notify the Customer of any material substitution.

17. Warranty Disclaimer

Nothing in this provision eliminates any warranty or right that applicable law does not permit the parties to waive.

18. Liability

18.1 Proper Use

The Customer is responsible for using rental equipment only for its intended purpose and in accordance with instructions provided by the Lessor or manufacturer.

18.2 Customer-Controlled Conditions

The Customer is responsible for injury, loss, or property damage arising from:

• Misuse of equipment;
• Unauthorized relocation or modification;
• Customer-provided electrical systems;
• Customer-provided structures;
• Undisclosed site hazards;
• Improper use by guests or vendors; or
• Failure to follow safety instructions;

to the extent caused by those conditions.

18.3 Limitation of Damages

To the extent permitted by law, the Lessor will not be responsible for indirect, special, incidental, or consequential damages arising from loss of use, event interruption, lost revenue, or similar losses.

Nothing in this Agreement limits liability that cannot legally be excluded or limited.

19. Indemnification

To the extent permitted by law, the Customer agrees to indemnify and hold the Lessor harmless from third-party claims, damages, or expenses arising from the Customer's or Customer's guests', vendors', or contractors':

• Negligent acts;
• Misuse of rental equipment;
• Unauthorized modification or relocation of equipment; or
• Violation of this Agreement.

This provision does not require the Customer to indemnify the Lessor for claims caused by the Lessor's own negligence, gross negligence, or intentional misconduct where such indemnification would be prohibited by law.

20. Force Majeure

The Lessor will not be considered in breach for delays or inability to perform caused by circumstances beyond the Lessor's reasonable control, including:

• Severe weather;
• Natural disasters;
• Fire;
• Flood;
• Government restrictions;
• Road closures;
• Utility outages;
• Labor interruptions;
• Vehicle breakdowns that could not reasonably have been prevented;
• Supply interruptions;
• Civil emergencies; or
• Similar extraordinary events.

The Lessor will make reasonable efforts to provide the rental as agreed, reschedule performance, substitute appropriate equipment, or otherwise mitigate the disruption.

If the Lessor is ultimately unable to provide rented equipment because of such an event, amounts paid for equipment or services that were not provided will be handled in accordance with the applicable cancellation provisions of this Agreement.

21. Assignment

The Lessor may assign or transfer its rights under this Agreement as permitted by law. The Customer may not transfer the rental, assign this Agreement, sublease equipment, or permit another party to assume possession of the equipment without the Lessor's prior written consent.

22. Default

The Customer is considered in default if the Customer:

• Fails to make required payment;
• Refuses to return equipment;
• Removes equipment without authorization;
• Materially misrepresents the event location or site conditions;
• Intentionally damages equipment;
• Uses equipment in a dangerous or prohibited manner; or
• Materially violates another obligation under this Agreement.

Upon material default, the Lessor may discontinue service and recover its equipment to the extent permitted by law. The Customer remains responsible for legitimate unpaid charges, damage, loss, and other amounts due under this Agreement.

23. Entire Agreement & Changes

This Agreement, together with the applicable rental order, invoice, quote, and written modifications, constitutes the entire agreement between the parties concerning the rental.

Statements or promises not contained in these documents are not binding unless confirmed in writing by the Lessor. Any material modification to this Agreement must be agreed to in writing.

24. Severability

If any provision of this Agreement is determined to be invalid or unenforceable, that provision will be enforced to the maximum extent permitted by law, and the remaining provisions will remain in effect.

25. Waiver

Failure by either party to enforce a provision of this Agreement on one occasion does not waive that party's right to enforce the same or another provision later.

26. Governing Law

This Agreement will be governed by the laws of the State of Michigan, without regard to conflict-of-law principles.

Any legal proceeding concerning this Agreement shall be brought in a court of competent jurisdiction as permitted by applicable law.

27. Electronic Communications & Signatures

The parties may conduct this transaction electronically. To the extent permitted by law, electronic acceptance, electronic signatures, electronically stored records, and electronically transmitted copies of this Agreement may be treated as originals.

28. Agreement Acknowledgement

By signing or electronically accepting this Agreement, the Customer acknowledges that:

1. The Customer has read this Agreement;
2. The Customer understands its terms;
3. The Customer has had an opportunity to ask questions before accepting it;
4. The Customer agrees to the rental charges and applicable policies;
5. The Customer is authorized to approve the rental and installation at the applicable event location; and
6. The Customer agrees to be bound by these Terms and Conditions.

Thank you for choosing T&A Tent and Party Rentals.