Below is a summary of our Terms and Policies on rental equipment and supplies. If you have any questions, please feel free to contact us.
Quotes and proposals do not guarantee availability of rental equipment. Equipment will be reserved only upon receipt of a signed rental contract and payment of 30 percent non-refundable deposit. Final payment is due the day of installation. All major credit cards (American Express, Visa, Master Card or Discover) to act as security is required to be on file for each rental, however payment can be made in the form of cash, check, or credit card. We reserve the right to hold 50 percent of your order should you decide to cancel your order within one week of your schedule event.
We require payment of 30% of your contract total as a deposit at the time your reservation is made. This deposit is nonrefundable but good for up to a year due to cancellation or change in dates of your event. We reserve the right to hold 50% of your payment if you cancel within one week of your schedule event.
Delivery is available at a nominal fee in our regular delivery area between 8:30am-5:00pm. Special containers are provided for your china, silver, glassware, etc., to insure that you receive your items sanitized, undamaged, sparkling, and table-ready. Our delivery personnel are instructed to neatly stack all items in a mutually convenient place on delivery. Rates quoted are for ground floor deliveries to your door. Setup and takedown is available if arranged in advance with our office staff.
Setup & Breakdown
Setup & Breakdown service is available upon request. This service must be arranged for prior to the Delivery/Pickup. Please contact our staff for further information.
All china, silver, utensils, etc., should be re-packed in the same containers as delivered. Linens should be dried and returned in an open plastic bag. Our staff will take care of any cleaning of items. Tables and chairs should be broken down, stacked and ready for pickup. All items should be assembled in a single location, ready for pickup. Items not meeting these conditions are subject to additional fees.
Responsibility for the rented items remains with the customer from the time of possession to the time of return. Additional fees are charged for damage and loss, unless inclusionary upon selection of damage waiver on existing order.
Most prices quoted are for a one day or Friday-Monday rental period. If you desire to use the rental items for a longer period, please call our office for long- term rates.
In order to insure that your event is protected from rain, we will design a rain plan. Tents are typically placed on order at no charge unless needed at the time of your event. We will be prepared with tents, a scheduled crew and an on-site technician the day of your event. We ask that you follow up with us 36-48 hours before your event to declare the use of the rain plan.
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 those involving strong winds and lightning, in which the tents will not provide protection and may even be damaged. Evacuation of tents to avoid possible injury is strongly recommended when severe weather threatens the area where a tent or tents are erected. During such conditions people should evacuate tent or tents and seek shelter elsewhere immediately. It is best to evacuate when in doubt. Port City Rentals offers an on-sight technician during an event for an additional charge to assist with weather assessment and equipment maintenance. If Client declines this service, Client understands that it is Client’s responsibility to be aware of changing weather conditions and to exercise their best judgment with regard to the evacuation of tent. Client agrees that in the event of a predicted or actual storm or excessive winds, Port City Rentals may dismantle any equipment that has been installed to ensure safety of all involved.
Indemnification & Defense
By ordering or requesting any products or services, you, your organization (if any), and any interested party that should bring forth legal action agree under any circumstance to indemnify and hold harmless Port City Rentals and it’s employees of any and all claims. In the event that a Judgment is rendered in favor of the Plaintiff, Client agrees to remunerate Port City Rentals for any injuries to individuals or damages to property occurring in connection with a clients event. Furthermore, Client agrees by entering into a verbal or written contract to compensate Port City Rentals and any of it’s employees named in any such proceedings for all legal expenses, court costs and fines in full without dispute.
Damages & Damage Waiver
Port City Rentals does its best to protect your property during the delivery, installation and removal process. Client agrees to release Port City Rentals of any liability for any damage to any property due to delivery, installation and removal of equipment on your property. This includes but is not limited to ruts in grass, scratches or cracks on the installed surface, and high wind related damages. Client also understands that tents are temporary structures and may leak during heavy rain.
Preparation for Installation and Takedown
It is the client’s responsibility to have the area completely clear of obstructions before Port City Rentals arrives on job-site. In like manner, the tent must be completely empty except for additional Port City Rentals rented equipment before tent can be dismantled. Fees will be applied if these policies are not met. The tent crew must be notified of any under ground water, electrical or sewage lines.
Erecting a tent on an asphalt surface is a routine operation requiring that we drive iron stakes approximately 3ft. long and 1in. in diameter through the surface. Port City Rentals fills holes with silica sand and ready-mix asphalt immediately after removal of stakes. There is minimal impact if any to surface.
When a tent is installed on a concrete surface, stakes cannot be used. Holes must be drilled through the concrete and anchor eye-bolts affixed. We guy ropes to the eye-bolts to anchor the tent. Upon removal, we remove the eye – bolt and leave shields to fill the holes. We charge $10.00 per hole for this service.