This agreement outlines the terms and conditions for renting equipment and services from Hunter Tents & Events, LLC. By signing this agreement and making a payment, the customer acknowledges and agrees to all policies outlined below.

We appreciate your business and look forward to helping make your event a success.

Reservation and Deposit

To confirm a reservation with Hunter Tents & Events, a non-refundable deposit of twenty-five percent (25%) of the total rental cost is required. This deposit ensures that the rental items you have requested will be reserved specifically for your event. Until the deposit has been received, your reservation will not be considered confirmed.

The remaining balance of your rental invoice must be paid in full no later than seven (7) days before the scheduled event date. If full payment is not received by this deadline, Hunter Tents & Events reserves the right to cancel the order. In such a case, any deposits or partial payments already made will be retained as a cancellation fee.

For orders under $150, full payment is required within seven (7) days of the invoice being sent, regardless of the event date.

All deposits and payments will be processed through the secure invoice link provided by Hunter Tents & Events.

Rental Request Policy

Rental requests should ideally be submitted at least two (2) weeks prior to the scheduled event date to allow for adequate preparation, delivery scheduling, and setup. Requests made with less notice will still be reviewed; however, they are subject to availability and are not guaranteed. Once you submit a rental request, you will receive an automated email acknowledging that your request has been received. Please note that this confirmation does not guarantee availability of the items requested. A member of the Hunter Tents & Events team will personally review your request, verify availability, and follow up with you by phone or email to confirm the order and provide a detailed quote.

Cancellation and Rescheduling

Cancellations must be made at least fourteen (14) days prior to the scheduled delivery date in order to avoid additional fees. Cancellations made within fourteen days of delivery will not be eligible for a refund, and any deposits or payments already made will be retained by Hunter Tents & Events as a cancellation fee.

In the event that your gathering must be canceled due to inclement weather, Hunter Tents & Events will work with you to reschedule your rentals for another available date. All rescheduled dates are subject to availability, and rescheduling may not always be possible during peak rental seasons.

If communication regarding unpaid balances is not received by the required due date, Hunter Tents & Events reserves the right to cancel the order. In such cases, any funds already paid will be retained as a cancellation fee.

Delivery and Pickup

Delivery fees are calculated based on the size of the order and the distance of the delivery location from Hunter Tents & Events. These fees will be clearly stated in your quote and invoice.

Deliveries and setups are typically scheduled for Thursday or Friday prior to the event, depending on the specific timing and needs of your order. Pickups are generally scheduled for Monday following the event. If same-day delivery or same-day pickup is required, additional fees will apply.

Hunter Tents & Events will handle the complete setup and breakdown of all tent rentals. Tables, chairs, and other smaller rental items will be dropped off only and are the responsibility of the customer to set up unless prior arrangements are made for Hunter Tents & Events to provide setup and breakdown services for these items at an additional cost.

All rental items must be stacked and ready for pickup in the same location where they were originally delivered. Chairs must be neatly re-stacked on dollies or in the same manner as they were delivered. Failure to do so may result in additional service fees.

Tents will not be moved once installed unless Hunter Tents & Events deems it necessary. Any customer request to move a tent after installation may result in additional labor charges equal to the original installation fee.

Site Preparation

Customers are responsible for ensuring that the setup area is prepared prior to delivery. This includes mowing or trimming grass as needed, removing pet or animal droppings, clearing trash or debris, and ensuring there is clear access for delivery crews and equipment. A $75 cleaning fee may be applied if animal droppings or excessive debris must be cleared by Hunter Tents & Events staff before setup.

Customers must also mark the exact desired location of the tent at least two (2) days before delivery. Hunter Tents & Events reserves the right to deliver rentals earlier than scheduled due to weather or scheduling needs.

Decorations may not be attached to tents, tables, or chairs using tape, glue, pins, nails, staples, or any adhesive that may damage equipment. Any violation of this policy may result in a $250 damage fee per occurrence. Decorations that require attachment to equipment must be approved in advance.

Customer Responsibility for Equipment

From the time of delivery until the time of pickup, the customer is fully responsible for all rental items provided by Hunter Tents & Events. This responsibility includes ensuring that all items are properly secured, handled carefully, and protected from weather conditions such as rain or wind when not in use. Any items that are lost, stolen, or damaged during the rental period will be invoiced to the customer at the full replacement cost.

Only items rented from Hunter Tents & Events should be placed under the tent. Personal belongings or outside equipment must be removed prior to pickup. If Hunter Tents & Events staff are required to move such items during pickup, a $75 fee may be charged.

Cooking with grills, smokers, barbeque pits, or any open flame equipment is strictly prohibited under tents. Food warming, serving, and preparation are permitted. Customers who violate this policy and cause damage will be held fully responsible for replacement costs.

Trash cans, if rented, must be returned clean. A $25 cleaning fee per trash can may be charged if returned dirty.

Billing and Incidentals

As a condition of rental, Hunter Tents & Events requires that customers provide a valid debit or credit card and a current billing address to be kept on file. This information may be used to cover incidental charges, which may include, but are not limited to, damage to equipment, late returns, missing items, or additional costs associated with after-hours or same-day pickups. Customers will be notified of any such charges before they are applied.

Equipment Protection Plan (EPP)

Hunter Tents & Events offers an Equipment Protection Plan (EPP) to provide customers with added peace of mind during their rental period. The EPP is optional, and its cost is 10% of the rental total (excluding tents).

The EPP covers accidental and unavoidable damages to non-tent rental items such as tables, chairs, coolers, and other small equipment. Covered incidents include minor tears, small stains, scratches, or dents. It also covers reasonable wear to these items that occurs despite the customer following all proper care instructions and taking necessary precautions. In cases where equipment can be repaired, the EPP covers the cost of repair rather than charging the customer the full replacement value.

The EPP does not cover tents or any tent-related equipment. Customers are fully responsible for all tent damage, regardless of cause. The EPP also does not cover negligence, misuse, or abuse of any rental items. It does not provide protection for damage caused by the use of unauthorized equipment, such as propane heaters under tents, which are strictly prohibited. It does not cover theft, vandalism, or any loss of items. Missing equipment that is not returned at the time of pickup will be invoiced at full replacement cost regardless of EPP coverage. The EPP also does not apply to damage caused by failing to properly secure items.

Customers who choose to opt out of the Equipment Protection Plan accept full financial responsibility for any and all damage, loss, or replacement costs for covered rental items. The EPP is intended to limit, not eliminate, responsibility, and should not be viewed as an insurance policy.

Safety Policy

The safety of our clients and their guests is our highest priority. For this reason, only approved event equipment may be used under or around tents rented from Hunter Tents & Events. Fans and other approved cooling equipment may be used under tents; however, propane heaters and other open-flame heating devices are strictly prohibited, as they pose significant fire hazards. Customers are expected to follow all safety instructions provided by Hunter Tents & Events to ensure a safe and enjoyable event.

Tents will not be installed, taken down, or moved in unsafe weather conditions, including high winds, lightning, or other severe weather events. Hunter Tents & Events reserves the right to delay or reschedule installation or removal in these circumstances.

Permits and Compliance

The customer is responsible for securing any necessary permits required by their local jurisdiction for tent installation or other rental equipment. Hunter Tents & Events will provide fire-retardant certificates and tent specifications if required for the permitting process. Copies of approved permits must be shared with Hunter Tents & Events prior to the event date.

Acceptance and Inspection

After equipment has been set up, the customer or a representative must inspect the equipment and notify Hunter Tents & Events immediately of any defects, damages, or missing items. If no issues are reported at the time of setup, the equipment will be considered accepted in good condition.

Risk of Loss

The customer assumes full responsibility and liability for the use and operation of the rental equipment during the rental period. This includes any personal injury or property damage arising from its use.

For all tent installations requiring staking, the customer is responsible for contacting Alabama 811 (“Call Before You Dig”) to have underground utilities properly marked prior to setup. The tent location must also be clearly marked by the customer so the Hunter Tents & Events installation team can place it correctly.

If the customer fails to contact 811 and have the utilities marked before delivery, Hunter Tents & Events will anchor the tent using concrete blocks instead of stakes. Additional rental and delivery fees will apply for the use of concrete blocks. A revised invoice with the updated amount will be sent to the customer, and payment must be received in full before installation can take place.

Hunter Tents & Events will contact the customer seven (7) days prior to the event date and again two (2) days prior to confirm that the 811 marking has been completed. If the customer has not completed this requirement, concrete block anchoring will be scheduled automatically, with the associated fees applied.