FAQs

June 26, 2023 2025-09-14 17:32

FAQ

Still can’t find the answer you’re looking for? Reach out anytime at cedric@huntertents.com — we’re here to help!

Booking & Payments

How do I book rentals?

A: You have two easy options:

Use our online Wishlist – Add items you’re interested in directly to your Wishlist and check out. Once submitted, it comes straight to us. We’ll review availability and confirm with you if we can fulfill your request.
Request an Estimate – Fill out our Estimate Request Form and we’ll prepare a custom estimate based on your event details.

Do you require a deposit?

Yes. A 25% non-refundable deposit is required to secure your order. The remaining balance is due 7 days before your event.

What forms of payment do you accept?

A: We accept all major credit/debit cards and electronic payments. Details will be provided on your invoice.

Is there a minimum order?

A: No strict minimum, but delivery fees vary by location and order size.

Can I add to my order later?

A: Absolutely—just let us know at least 72 hours before your event so we can confirm availability.

What is the Equipment Protection Plan (EPP) fee on my order?

All rental orders from Hunter Tents & Events include an Equipment Protection Plan (EPP) fee equal to 10% of the rental subtotal. This plan provides limited protection against accidental damage to rental equipment during normal use.

The EPP Covers:

Accidental breakage of chairs, tables, or other equipment during normal use.
Minor stains or spills on tables, chairs, or linens (if rented).
Accidental dents, scratches, or chips to equipment caused during the event.
Reasonable wear-and-tear beyond typical use.

The EPP Does Not Cover:

Loss, theft, or disappearance of rental items.
Negligence, misuse, or abuse of equipment.
Damage resulting from improper setup or unauthorized relocation of items.
Weather-related damage (including but not limited to wind, rain, fire, or flooding).
Damage to or loss of items not returned.

Customers who do not wish to include the EPP may opt out in writing prior to delivery of rental items. By opting out, the customer accepts full financial responsibility for the repair or replacement of any lost, stolen, or damaged equipment at current replacement costs.

The EPP fee is non-refundable.

Delivery & Setup

When will my rentals be delivered and picked up?

Deliveries are usually made the day before your event (weather permitting). Pickups are the day after. For Saturday or Sunday events, delivery is typically Friday with pickup on Monday.

Do you charge a delivery fee?

Yes, we charge a convenience fee that depends on your order size and delivery location. This will be included in your estimate.

Do you set up everything?

We handle setup and breakdown of tents and canopies. Tables, chairs, and extras are drop-off only unless setup service is requested in advance (additional fees apply).

Do I need to be home during delivery or pickup?

It’s best if you are, but not required. Just make sure we know exactly where you’d like items placed.

What should I do before pickup?

Please fold and stack tables and chairs in the same place they were delivered. Tents and large equipment will be handled by our team. Extra cleaning fees may apply for excessively dirty items.

Cancellations & Policies

What if I need to cancel?

Deposits and payments are non-refundable, even if your event is cancelled. If your event is impacted by weather, we’re happy to work with you to move your rental to a different day and time of your choosing, based on availability.

What happens if equipment is lost or damaged?

You are responsible for all rental items from the time they are delivered until we pick them up. Charges will apply for items that are lost, stolen, or damaged beyond normal use. To help protect you, we offer an Equipment Protection Plan (EPP) that covers accidental damage. The EPP does not cover missing or stolen items.

Do you charge extra fees?

Certain situations may include additional fees, such as:

Rush Fee (orders placed less than 7 days before event)
Exact Time Delivery Fee
Same Day Pickup Fee
After-Hours/Weekend Setup or Breakdown
Table & Chair Setup/Breakdown (if requested)

Tents & Setup Requirements

Do tents have to be staked?

Yes, staking is preferred whenever possible. If the tent will be on concrete or another surface where staking isn’t allowed, we’ll secure it with heavy concrete blocks (extra fee applies).

Can tents go on concrete, asphalt, or other hard surfaces?

Yes, but they’ll require concrete blocks for anchoring.

Do I need to prepare the area before setup?

Yes. Please make sure the space is cleared, level, and free of obstacles before our crew arrives. If the tent will be staked, you are responsible for calling 811 Dig to have utilities marked. If this is not done before setup, we cannot stake the tent. In that case, the tent will need to be anchored with heavy concrete blocks, which will include an additional fee for both the blocks and the increased delivery requirements.

What size tent do I need?

It depends on your guest count and setup style. Our Event Bundles make it easy by grouping tents, tables, and chairs into packages sized for 20, 40, 60, or 80 guests. If you’re planning for more than 80 guests, please see our Tent Layout page for guidance or give us a call. Our bundles are just a starting point—if you’re hosting a larger event, we can still take care of you with a custom setup designed to fit your needs.

Tent Safety & Guidelines

Can we cook under a tent?

For safety reasons, grills, fryers, smokers, and open flames are not allowed under tents. Sterno (small heating fuel for food trays) is permitted if placed safely away from tent walls.

Are your tents fire retardant?

Yes. All of our tents are made from fire-retardant materials and meet safety standards.

What should we do in severe weather?

Tents provide shade and shelter but are not designed to withstand extreme weather. In the event of high winds, lightning, or severe storms, we recommend evacuating the tent until it is safe to return.

Can heaters or fans be used under a tent?

Fans, yes. Heaters, no. Fans can safely be used under tents to keep air moving. However, heaters — especially propane patio heaters — are not allowed under tents because they create a fire hazard. If heating is needed, please contact us to discuss safe alternatives.