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Everything Entertainment's Rental Policies

The following is to help you fully understand our rental policies. If you have additional questions or need us to further clarify anything at all, please feel free to give us a call at 718-556-3430.

Reservations, Cancellations, and Final Payment

Equipment will be reserved exclusively for you once we receive a signed agreement and a fifty-percent (50%) deposit. Since the equipment is being held just for you and unavailable for anyone else to rent, your deposit is non-refundable if you cancel. Final payment is required on or before the day of delivery via certified funds. Credit cards are gladly accepted at least three business days prior to delivery. Checks are accepted at least ten business days prior to delivery.

Last Minute Accommodations

Additional rental equipment from our extensive inventory may be added to your event before noon on the day of delivery and is subject to availability.

Delivery and Pickup Times

To determine a convenient time for your delivery, we will do our best to work with you. Typically, deliveries are done a day or two before your actual event. We schedule transport of our equipment about five days prior to your actual delivery date and schedule the loading of our trucks based the most efficient truck route. As a result, last minute changes to delivery times are rarely possible. If you anticipate needing a change in your delivery time, please alert us at least five days prior to your event. We will try our best to accommodate you. Looking to provide the best service to you and all of our customers, we will try to provide you with a specific hour for pickup or delivery. We generally designate either morning or afternoon delivery or pickup. Sometimes special circumstances require additional time at another delivery location, therefore, we request your understanding in these rare instances. If delivery or pick-up during normal business hours is not possible, non-standard delivery hours is usually available at an additional charge.

Delivery and Pickup Fees

Transportation fees are determined by delivery type, order size and zip code. Standard delivery pricing includes delivery and pickup via level portage not over 50 feet from our vehicle(s). If access to the delivery / installation site is more difficult because the area being traveled is not level (hills, stairs, obstacles, etc), we recommend you inform us at the time of your reservation so we can keep to our schedule for all our clients. If additional time or labor to transport our rentals is required, additional labor charges will be assessed.

Damages \ Missing Items

Everything Entertainment does its best to protect your property during the delivery, installation, and removal process. We approach every job carefully, respecting your property, and operating in a professional and courteous manner. Please be aware that Everything Entertainment does not assume liability for any damage such as ruts in grass, scratches or cracks on the installed surface, and high wind related damages, etc. Once we deliver the rental item(s), these become your responsibility. When our equipment is delivered a signed acknowledgement of the equipment is our preference. We often need to provide instructions as to the use of certain equipment, so having someone designated by you at delivery is important. If no one is available to do this, written notice of acceptance should be given to our company. We request your representative is on site when we pick up equipment too, in case there are missing or damaged items. You will be billed for replacement costs for those items.

Damage Waiver Fee Option

We provide you the opportunity to cover damages to our equipment while it is in your possession through a Damage Waiver- a non-refundable option (12% of the total rental order.) It covers accidental damage from normal usage of our rental items. The Damage Waiver does not cover loss or negligence. Sometimes our clients opt to secure event insurance coverage from their insurance agents, and have us added as an additional insured and loss payee.

Tables and Chairs

Tables and chairs are typically delivered neatly stacked and must be re-stacked at pickup. Stacked equipment within 50 feet of our truck(s), and easily accessible because on level ground, is covered by the standard delivery fee you are charged. Site-specific fees are available for additional services such as further transport beyond the 50 feet or set up\ breakdown of tables, set up\ re-stacking of chairs by our crew.

Linens

Once finished using the linens, please put them in the boxes we delivered them in after shaking them free of excess food. Do not place linen into plastic bags because this may lead to mildew. If you can’t find the boxes provided just return them in a cardboard box. Be sure to count the linens to ensure you are returning the amount rented. Incidentally, candle wax can ruin the linens. It is best to put spill protection between the candles and linens to avoid any damage fees.

Tent Installation

Installation of a tent must be done correctly for the protection of the location, your guests, 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.

Weather

Our tents have been evaluated for proper strength during difficult weather conditions and installed following local ordinances.
Tents, however, are temporary structures designed to provide limited protection from weather conditions, primarily sun and rain. There may be situations, particularly those 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 highly 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. It is best to evacuate when in doubt. It is your responsibility to be aware of changing weather conditions.
You must be aware that if a predicted or actual storm or excessive winds occur, Everything Entertainment reserves the right to dismantle any tents or equipment, at any point, to help ensure safety of all involved.

Rain Plan Tents

News of approaching inclement weather makes our phones ring off the hook with people hoping to rent a tent to save their event from impending rain. You can avoid competing with others for this last minute need by contacting us a few months prior to your event. With a signed agreement and 50 percent non-refundable deposit, we can put aside a tent for you just in case it rains. Even if you end up not needing the rain plan tent(s) you have avoided the very real possibility that none would be available to you when needed.

Tent Pricing

Tent pricing is based on installation over a flat, grassy surface that is accessible to our trucks during our normal installation schedule. Some installations may require additional fees based on a variety of site-specific factors. We highly recommend a site visit is completed by us upon confirming your reservation.

Preparation for Installation and Takedown

The first step our crews take installing a tent is to spread out parts on the ground in the area where it will be erected. It is important that you have cleared the area of furniture and other obstructions (such as pool step railings, etc), plus an additional five-feet all around, before we arrive onsite. After your event, the tent must be totally empty before we can take it down. If you need our crew to clear the site before setup or takedown, we can usually handle that for you for an additional fee. If those arrangements, however, are not made prior to the event and we ultimately have to clear the area before or after an event, additional labor fees will be assessed for the additional time and delay. If those arrangements, however, are not made prior to the event and we ultimately have to clear and\or clean an area (for example remove the family pet’s waste) before or after an event, additional labor fees will be assessed for the additional time and delay.

You Must Know What is Underground

It is your responsibility to advise us where the utility lines and other underground items are located, such as sprinkler lines and wells, sewage lines, etc. You must always call “Dig Safe” at 811 before you allow staking on the property. One easy phone call starts the free process of marking most of your underground utility lines. When you call this number from anywhere in the United States, your call will be routed to your local One Call Center. Operators will ask you for the location of your event and route your call to affected utility companies. Your utility companies will then send a professional locator to your location to mark the known underground utilities. You must call 10 days in advance and advise them know we are penetrating the ground 42” deep.

Asphalt Installation

Erecting a tent on an asphalt surface is a routine operation, though additional time and labor are required post-event to for repair the asphalt. To secure the tent, we drive iron stakes approximately 42” deep and 1 inch in diameter through the surface on which the tent is placed. Post-event, we fill approximately 90% of each hole with sand and the remainder with ready-mix asphalt immediately to minimize damage to the asphalt. This repair requires an additional fee per stake. Liquid sealant application can also be applied for a fee. There will still be minimal damage to the asphalt.

Concrete Installation

When a tent is installed on a concrete surface we drill approximate 1” holes and screw in eye-bolts. Tethers are then tied to the eye-bolts to anchor the tent. When we take down the tent, we remove the eye-bolts and leave shields to fill the holes. There is an additional fee per hole.

Concrete Ballast Installation

We use primarily concrete ballasts to secure tents in special situations such as where we are unable to stake or drill. In the case of severe weather, these ballast installations are not recommended and we reserve the right to not setup or remove the equipment.

Water Ballast Installation

While we offer this service, it is not recommended. The quantity of water weights required to secure a tent is typically so great, clients choose not to use them. A 20x20 tent requires thirty-two 55 gallon water drums! In the case of severe weather, water ballast installations are not recommended and we reserve the right to not setup or remove the equipment.

Permits

It is your responsibility to check with your local Building Department, Fire Department, or other local entity which handles the permitting for your area prior to the installation date to confirm the requirement of permits (at least several weeks is recommended.) Obtaining these clearances remain the responsibility of you the renter. If you choose, we can handle this for you, for an additional fee. We know the intricacies of regulations required by various agencies responsible for tenting and event rental placement and installation. Our knowledge of these regulations, especially in New York City, distinguishes us from most other companies.

On Site Technician

Everything Entertainment offers an on-site technician during the event for an additional charge to assist with equipment usage. Handling items such as moving lights, opening or closing sidewalls, positioning fans, etc.

Creative Renderings

We can provide you with a clear and accurate visual of your event to help you visualize the finished product before your event happens. The electronic renderings, provided for a fee, will indicate the location of items such as chairs, tables, dance floor, food area, stage, etc. and give you a better understanding of the layout and look of your event.

24- Hour Emergency Service

A representative of Everything Entertainment is available 24 hours a day, 7 days a week, for emergencies. If you have an after-hours emergency, please reach out to us by calling 646-423-7369 and we will help you address your emergency.


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