Tent and Equipment Rental Agreement


1. Reservation and Payment Terms


  1. Deposit: A non-refundable deposit of 50% or $100, whichever is greater, is required to confirm the reservation. This deposit is applied to the total rental cost. Deposits are due within a week to secure your spot. Final Payments are due one month before event date.

  2. Payment Methods: Carolina Event Source accepts checks, all major credit cards, and cash. Purchases with a credit card require a 3% card fee.

  3. Credit Card: A valid credit card or check must be provided at the time of reservation. Charges for any missing or damaged items will be billed to the credit card. The renter authorizes Carolina Event Source to charge this card.

  4. Final Payment: The remaining balance is due one month prior to the day of installation. 

  5. Small Orders: Orders under $200 will automatically incur a $30 small-order-fee.


2. After Hours Pick-Up Fee


  1. Additional Rates: Apply for deliveries or pick-ups outside of normal business hours, unless otherwise agreed upon: 

Monday-Friday: Before 8:00am or after 5:00pm

Saturday: Before 8:00am or After 2:00pm

Sundays: All Day

After Hour Rates Start at $100. Prices are subject to change depending on event size, location, availability, and date. 

  1. Holiday Delivery and Pickups
    Any delivery or pick up required on a holiday will be a minimum of twice the standard fee. Holidays observed are as follows: Easter, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas and New Year’s.

  2. Time Specific Deliveries and Pickups

Although our standard delivery times are Monday - Friday from 8am - 5pm, and Saturday 8am-2pm we may arrive at your location before or after our standard times based on staffing and availability. If you require a specific delivery or pickup time, we will do our best to accommodate for an additional fee and subject to availability. We will inform you of a delivery time slot, prior to delivery.



3. Delivery, Installation, and Return of Equipment


  1. Scheduling: Equipment will be installed in accordance with the event start time. A tentative delivery time will be provided prior to your event. Schedule adjustments may be made based on weather conditions. 

  2. Weather Conditions: Installation and removal will not occur in adverse weather conditions (e.g., heavy rain, hail, lightning, snow, high winds). Setup may be postponed if severe weather is expected. 

  3. Site Preparation: The site must be prepared by the renter, including lawn mowing, tree trimming, and removal of pets or animal feces. The client or an authorized representative must be present for equipment placement.  The client is responsible for marking all underground utilities and trimming any potentially hazardous trees. Any requests to move the equipment post-setup may incur additional labor charges. 

  4. Power Lines: Large Equipment may not be placed within 20 feet of power lines.

  5. Delivery

    1. Delivery Fee Flat Rate- $20 applied to all orders requiring delivery

    2. Additional Delivery Fees start at $1/mile after the first 15 miles

    3. After Hour Delivery Fee begins at $2.00 per mile if client requests a pickup/delivery time outside of standard business hours


4. Damage Policy


  1. Equipment must be returned in good condition. The client is responsible for any loss, damage, or theft, based on the equipment’s value at the time of loss. 

  2. Carolina Event Source has the right to charge the card on file for any damages or losses after evaluation.


5. Rental Removals/Pick-Ups


  1. Timeliness: Carolina Event Source will remove or pick up equipment promptly within scheduled pickup time.




8. Cartage Fees

  1. Fees: May apply for deliveries above or below ground level and for distances greater than 50 feet from the delivery truck. Fees are typically 10% of the contracted agreement but may vary based on conditions and distance.

9. Cancellation Policy

  1. Written Notice: Cancellations must be submitted in writing. 

  2. Refund Policy: 

-50% non-refundable Down Payment due at time of contract signing






Carolina Event Source Rental Agreement Form


By signing this contract, you agree to all terms and conditions outlined above. No modifications to this agreement are valid unless made in writing and signed by both parties.


Contract #: _________________

Carolina Event Source Representative: __________________________ Signature: ________________________Date:______________________ 

Authorized Client Name: __________________________ 

Signature: _________________________ Date: ____________________

Client Contact Information

Street Address:__________________________ 

City, State, Zip: __________________________

Cell Phone: __________________________

Home Phone:__________________________

Email Address:__________________________


Event Location (if different from client address):

Street Address: __________________________

City, State, Zip: __________________________