Tent and Equipment Rental Agreement


1. Reservation and Payment Terms


  1. Deposit: A 20% non-refundable deposit is required to secure the reservation. This deposit is applied to the total rental cost.

  2. Payment Methods: Carolina Event Source accepts checks, all major credit cards, and cash. 

  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. 


2. After Hours Pick-Up Fee


  1. Additional Rates: Apply for deliveries or pick-ups outside of normal business hours: 

Monday-Friday: 8:00am-5:00pm

Saturday: 8:00am-12:00pm


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: Equipment will not be placed within 20 feet of power lines.


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.


6. Tent Permits

  1. Client Responsibility: It is the client’s responsibility to secure the necessary tent permits. A copy of the permit must be provided to Carolina Event Source prior to the event. Carolina Event Source will provide all required fire retardant certificates and tent specifications.


7. Tent Structure and Usage

  1. Maintenance: The tent structure must not be compromised (e.g., by drilling holes or hanging items over 50 pounds). Moving the tent requires prior written consent from Carolina Event Source. 

  2. Risk of Loss: The client assumes all risk and liability for the tent’s use, including personal injury and property damage. The client is responsible for marking underground utilities and trimming trees that could damage the tent. Carolina Event Source is not liable for damage due to acts of God (e.g., severe weather).




8. Cartage Fees

  1. Fees: Applied 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.

  2. Delivery Fee of $1.00 per mile after first 30 miles apply unless otherwise agreed upon by both parties


9. Cancellation Policy

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

  2. Refund Policy: 

-20% non-refundable Down Payment due at time of contract signing

-50% refund if canceled within 60 days of the event.

-80% if canceled within 90 days of the event date.






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: __________________________