South Texas Tents LLC

EVENT RENTAL TERMS AND CONDITIONS

This Rental Agreement is entered into between South Texas Tents LLC (“Lessor”) and the Client (“Lessee”).

By submitting payment, the Lessee acknowledges that they have read, understood, and accepted the terms and conditions outlined herein. It is the Lessee’s responsibility to thoroughly review all terms prior to making payment.

Rental Period

The rental period will commence on the specified start date and conclude on the designated end date. The Lessee is responsible for ensuring the timely return of all rented items. Late returns may result in additional charges.

Delivery and Company Pick-Up

The Lessor will deliver and retrieve rented items on agreed dates. The Lessee must ensure access to the location and have a designated representative present during both delivery and pick-up. Failure to provide access may result in delays and additional fees.

Customer Pick-Up and Return Policy

• Pick-ups and returns must occur during scheduled business hours unless otherwise approved
• Lessee assumes full responsibility once items leave South Texas Tents
• Items must be returned clean, dry, and in original condition
• Lessee is responsible for safe transport
• Late returns will result in additional rental charges
• Missing items will be charged at full replacement cost

Condition of Items

a. All items are acknowledged to be in good, clean condition upon delivery
b. Items must be returned free of tape, decorations, or damage
c. Cleaning fees may apply
Minimum cleaning fee: $25

Responsibility for Damage, Loss, or Theft

Lessee assumes full responsibility for all rented items, including:

• Damage
• Theft
• Loss
• Weather-related damage

Lessee agrees to pay for all repair, cleaning, or replacement costs if items are not returned in proper condition.

Payment Terms

a. Full payment is due 7 days prior to the event date
b. If booking is made within 7 days, payment is due immediately
c. Additional costs will be invoiced separately and must be paid within 3 days

Cancellation Policy

a. In the event of cancellation by the Lessee:

i. Cancellations made more than 24 hours prior to the event will incur a 25% non-refundable fee

ii. For bookings exceeding $1,000, a 50% non-refundable fee may apply

iii. Cancellations made within 24 hours of the event will receive no refund

iv. Day-of cancellations or cancellations made after equipment has been loaded, prepared, or delivered will receive no refund

Once items have been prepared or dispatched, labor and operational costs have already been incurred.

Optional Protection Plans

For outdoor events, South Texas Tents LLC highly recommends selecting a Protection Plan to avoid unexpected costs or weather-related losses.

Protection Plans are optional and must be selected at the time of booking.

1. Damage Waiver (Optional – 10%)

Covers accidental damage during normal use.

Does NOT cover:

• Theft, loss, or missing items
• Negligence or misuse
• Burns, cuts, stains
• Weather-related damage

South Texas Tents LLC reserves the right to determine the nature of damage.

2. Weather Protection Plan (Optional – 15%)

Allows cancellation due to severe or unsafe weather with:

• Full refund (excluding processing fees), or
• Full credit toward future rental

Conditions:

• Must cancel at least 24 hours prior to delivery/pickup
• Weather must be verified by an official forecast source
• Applies only to unsafe conditions (heavy rain, storms, high winds)

Does NOT cover:

• Change of mind
• Light or intermittent weather
• Partial event disruptions
• Late cancellations

3. Bundle Protection Plan (Optional – 20%)

Includes both:

• Damage Waiver
• Weather Protection Plan

4. Protection Plan Limitations

• Must be purchased at time of booking
• Non-refundable once purchased
• Cannot be added after delivery or pickup
• Does NOT apply to same-day or post-delivery cancellations
• Processing fees may be deducted from refunds

Protection Plan Exception to Cancellation Policy

• The Weather Protection Plan overrides the cancellation policy only if cancellation is made at least 24 hours in advance due to verified severe weather
• If cancellation occurs within 24 hours, day-of, or after items are prepared/delivered → NO REFUND
• Damage Waiver does NOT affect cancellation terms

Advisory for Adverse Weather

Tents are temporary structures and are not suitable for shelter in severe weather. Lessee assumes all risk and is responsible for monitoring conditions and ensuring safety.

Scheduled Return Time Requirement

Items must be returned within the scheduled window. Failure may result in late fees or an additional rental day charge.

Customer Returns: 9:00 AM – 12:00 PM
Customer Pickups: 2:00 PM – 6:00 PM
No Sunday drop-off or pickup

Failure to Return

Failure to return rented items will result in full replacement charges and possible legal action.

Governing Law

This Agreement shall be governed by applicable state laws.

Entire Agreement

This Agreement represents the full understanding between both parties and supersedes all prior agreements.