Terms & Conditions

Delivery & Setup

Our professional team handles all delivery, setup, and takedown to ensure your event runs smoothly.

• Setup Location: Tents must be set up on grass. We cannot set up on concrete, asphalt, or other hard surfaces.
• Access Requirements: The setup area must be accessible for our delivery vehicle and crew. Please ensure gates are unlocked and pathways are clear.
• Underground Utilities: Renters must call 811 to mark all underground utilities (water, gas, electric, sewer lines) before our arrival. We are not responsible for damage to unmarked utilities.
• Property Condition: We take care to minimize impact on your property, but minor ground impressions from stakes and equipment may occur.
• Delivery Window: Delivery and setup times will be confirmed prior to your event date. Please allow flexibility for scheduling.
• Weather Delays: Severe weather may affect delivery schedules. We will communicate promptly if delays occur.

Important Note: Once tents are installed, they must remain in place for the duration of your rental period. Do not attempt to move or dismantle equipment yourself.

Deposits & Cancellations

Deposit Policy Summary: 50% deposit required | Non-refundable after booking confirmation | Secures your event date and equipment

Payment Terms

To ensure a smooth rental experience, please note the following payment requirements:

• Initial Deposit: 50% deposit required at booking to secure your reservation.
• Final Payment: The remaining balance is due 5 days prior to your event date.
• Payment Methods: We accept cash, checks, Venmo, Zelle, and major credit cards.
• Late Payment: Equipment will not be delivered if final payment has not been received 5 days before the event.
• Additional Charges: Any additional items or services requested after booking will be invoiced separately.

Permits & Permissions

It is the renter's responsibility to ensure all necessary permits and permissions are obtained:

• Property Permission: You must have permission from the property owner to install temporary structures and equipment.
• HOA/Community Rules: If your event is in a neighborhood with an HOA, verify that tent rentals and events are permitted.
• Local Permits: Some municipalities require permits for temporary structures. Check with your local government.
• Venue Requirements: If renting at a public park or venue, obtain all required permits and provide us with any site-specific requirements.
• Utility Marking: Call 811 at least 48 hours before your event to mark underground utilities (gas, water, electric, sewer).

Responsibility for Damages

Renters are responsible for the care and proper use of all rental equipment during the rental period.

Important: You are financially responsible for any damage, loss, or theft of rental equipment during your rental period. We recommend informing your guests to treat all items with care.

Renter Expectations

To ensure a successful rental experience, we ask that renters adhere to the following guidelines:

• Site Preparation: Ensure the setup area is clear, accessible, and free of obstacles before our arrival.
• Underground Utilities: Call 811 to mark utilities at least 48 hours prior to delivery.
• Access: Gates, driveways, and pathways must be clear for our delivery vehicle and equipment.
• Tent Safety: Do not attempt to move or dismantle tents. They must remain in place for the entire rental period.
• Equipment Care: Treat all rental items with care and use them for their intended purpose only.
• Cleanliness: Remove all food, debris, and trash from rental items before pickup. Excessive cleaning may result in additional fees.
• Weather Awareness: In case of severe weather (high winds, storms), secure loose items and notify us if any equipment is damaged.
• Communication: Inform us immediately of any issues, damages, or concerns during your rental period.
• Pickup Readiness: Ensure all rental items are ready for pickup at the scheduled time and location.

Limitation of Liability for Injuries

By renting equipment from Southern Tents and Events, you acknowledge and agree to the following:

• Assumption of Risk: You assume all risks associated with the use of rental equipment and the hosting of your event.
• Injuries & Accidents: Southern Tents and Events is not liable for any injuries, accidents, or incidents that occur during your event or while using our rental equipment.
• Guest Safety: It is your responsibility to ensure the safety of all guests, attendees, and participants at your event.
• Proper Use: Rental equipment must be used safely and as intended. Misuse or unsafe behavior is the responsibility of the renter.
• Supervision: You are responsible for supervising your event and ensuring guests follow safety guidelines.
• Medical Emergencies: Southern Tents and Events is not responsible for medical emergencies or injuries occurring at your event.
• Indemnification: You agree to indemnify and hold harmless Southern Tents and Events from any claims, damages, or liabilities arising from your event or use of our equipment.

Legal Notice: Southern Tents and Events provides rental equipment in good, safe condition. However, we are not responsible for injuries, accidents, or incidents that occur during your event. By signing the rental agreement, you accept full responsibility for the safety of your event and guests, and you release Southern Tents and Events from any liability for injuries or damages.

Event Insurance Recommendation: We strongly recommend obtaining event liability insurance for added protection and peace of mind. Many insurance providers offer affordable one-day event policies.

Questions About Our Terms?

We're here to help! Contact us with any questions or concerns about our rental terms and policies.