Ottawa Party Tent Rental - Rental Policy
PARTY RENTAL AGREEMENT
(GENERAL)
The RENTAL AGREEMENT is made between Ottawa
Party Trent Rental & its agents (“Rentor”)
and the person and/or firm to whom this invoice
is directed (“Rentee”)
1. TERMS/RENTAL/PAYMENT: This is a lease of the
equipment and accessories (hereinafter
collectively referred to as “equipment”)
described on the reverse side hereof and not for
sale, conditional or otherwise thereof. The term
of this lease, unless otherwise specified, is
from day to day. Without a signed contract and
60% non-refundable deposit upon signature of
contract, the reservation for any rental
equipment may be terminated without notice at
the option of Rentor. Balance payment is due two
(2) weeks prior to event day.
2. LOCATION: The equipment shall be used only at
the location shown on invoice shall not be
removed from these locations without Rentor’s
prior written consent.
3. COMPLIANCE WITH LAWS, LABELS: Rentee shall
comply with all laws, ordinances and regulations
in anywise relating to the use, operation or
maintenance of the equipment. Rentor’s property
labels shall not be removed. Rentee is
responsible for removing Rentee’s identifying
labels before returning the equipment.
4. ACCEPTANCE: Rentee acknowledges that he has
fully inspected and accepted said equipment in
good condition and repair.
5. INSPECTION: At all times during rental
period, Rentor shall have the right to inspect
the equipment or observe it’s use.
6. ALTERATIONS: Rentee shall not make any
alternations, additions or improvements to the
equipment without written consent of the Rentor.
7. LOSS AND DAMAGE: Rentee hereby assumes and
shall bear the entire risk of loss and damage
and repair costs to the equipment from any and
every cause whatsoever, except as otherwise
provided in following paragraph.
8. SURRENDER: Upon the expiration or earlier
termination of this lease, Rentee shall return
the equipment and all accessories (including,
but not limited to, sensors, connectors, cable,
terminations, power cords operation, or
maintenance manuals, and test charts furnished
by Rentor to Rentee in good repair, in the same
condition as said equipment was at the time of
delivery thereof to Rentee, ordinary wear and
tear resulting from the proper use thereof alone
excepted.
9. LIENS : Rentee shall keep the equipment free
and clear of all liens and encumbrances
whatsoever.
10. WARRANTY: Rentee acknowledges and agrees
that Rentor makes no warranty, express or
implied, regarding the equipment, including
without limitation any warranty or
merchantability or fitness for any purpose.
Rentor’s obligation to Rentee shall be limited
to the repair or replacement of equipment which
is defective when dlivered to Rentee, and Rentee
agrees that this shall be its sole and exclusive
remedy against Rentor.
11. DEFAULT: Upon Rentee’s default or breach of
any provision hereof, or upon the happening of
any event expressed in the following paragraph
(12) hereof, Rentor shall have, in addition to
all legal remedies available to him, the right
to take possession of any or all items of
equipment, without demand or notice, wherever
the same may be located, without any court order
or other process of law and Rentee hereby waives
any and all damages occasioned by said taking.
There is also a $50 administrative charge for
bounced check collection.
12. BANKRUPTCY: Neither this Rental Agreement
nor the equipment is assignable or transferable
by operation of law, if any proceeding under the
Bankruptcy Act, as amended, is commenced by or
against the Rentee, or if the Rentee is adjudged
insolvent, or makes any assignment for the
benefit of his creditors, of if a writ of
attachment or execution is levied on any item or
items of the equipment and is not released or
satisfied within ten (10) days thereafter or if
a receiver is appointed in any proceeding or
action to which the Rentee is a party with
authority to take possession or control of any
items of the equipment, Rentor shall have and
may exercise any one or more of the remedies set
forth in paragraph11 hereof. This Rental
Agreement shall, at the option of the Rentor,
without notice, immediately terminate and shall
not be treated as an asset of Rentee after the
exercise of said option.
13. RENTOR’S EXPENSES: Rentee shall pay Rentor
all costs and expenses, including attorney’s
fees, incurred by Rentor in exercising any of
its rights or remedies hereunder or enforcing
any of the terms, conditions, or provisions
hereof.
14. ASSIGNMENT, ETC: The Rental Agreement and/or
the equipment, may not be assigned, transferred,
pledged, hypothecated, sublet or lent by Rentee
to anyone without prior written consent of
Rentor. Rentor may assign the Rental Agreement
and/or mortgage and/or sell said equipment
subject to the terms hereof.
15. CANCELLATION: Cancellation prior to 14 days
before event day is not subject to an additional
charge.
PARTY TENT RENTAL AGREEMENT - TERMS AND
CONDITIONS
16. Premises upon which the tents are to be
erected and dismantled are to be presented to
Rentor or its representatives cleared of all
erections, structures or other impediments
before erection and dismantling, the surface
clean and suitable for spreading tent tops. If
Rentor crew is required to wait such impediments
are removed, or Rentor crew are required to move
any equipment prior to erecting or dismantling
the tents, labour charges are in addition to the
contract price at a rate of $35.00 per man per
hour.
17.No stalls, display booths, framework or
structures shall be constructed under tents,
closer than one foot to the top of tent.
18.It is expressly understood and agreed by and
between the parties that Rentor shall not be
liable in any manner and shall be held harmless
for any injuries or damages caused to persons,
property, materials, stock or other things or
articles whatsoever while said persons, things
or articles are in, under or about said
property.
19.Rentor shall not be liable and shall not be
held responsible in any way, by Rentee, for
injuries or damages however caused, including
but not limited to fire from any cause, rain,
hail, sleet, snow storm, high winds, tornadoes,
floors, or other disturbances of nature or by
tents or other equipment falling by reason
thereof, to any persons materials or exhibits
while under, near or about the above described
property.
20.Rentor shall not be liable and shall be held
responsible in any way in any manner for
injuries or damages caused to persons or things
falling over or coming in to contact with ropes,
stakes, or other supports of the above described
property.
21.In the event the aforesaid property is blown
down or damaged in any manner whatsoever due to
storm, tornado, high wind or other disturbances
of nature, the fees agreed upon reservation for
this equipment shall be due in full and payable
as per the agreement.
22.If the soil texture of the premises supplied
by the Rentee is not sufficient to securely hold
stakes for guying tents, or because of rock,
shale or other unusual conditions, special
provisions will have to be made for staking
tents and additional charges will apply.
23.Erecting a tent on an asphalt surface is
possible but requires that we drive iron stakes
approximately 3ft long and 1 inch in diameter
through the surface. When a tent is installed on
a concrete surface, stakes cannot be used. We
must drill holes through the concrete and screw
in eye-bolts. We guy ropes to the eye-bolts to
anchor the tent. We charge $5.00 per holes for
this service. When a tent is erected on asphalt
or concrete, Rentor is not responsible for
filling holes left by stakes. If the Rentee
desires, we can fill the holes with ready-mix
asphalt immediately after stakes are removed for
an additional fee.
24.It is the responsibility of the Rentee to
check with if any governmental permits are
required (Federal, Provincial, Municipals, Fire
Departments, ex. Building Permit) prior to the
installation date to confirm the requirements of
permits for erection of tents. Book locates with
ONTARIO ONE 1-800-400-2255 at least 2 weeks
prior to your event to ensure that we can erect
the tent.
25.Rentor shall be released hereunder for
conditions brought about by acts of God,
strikes, boycotts, or other conditions beyond
their control.
26.Rentor shall not be responsible for damages
to any underground installation unless it is
specifically marked by the Rentee. The Rentee is
responsible of notifying the tent crew of any
underground water, electrical or sewage lines
prior to erecting the tents. Rentor is not
responsible for damage to ground or any paved
portion of the site, nor of damage to trees,
shrubs, flowers, or adjacent land resulting from
the installation of equipment.
27.The Rentee understands that tents are
temporary structures designed to provide limited
protection from weather conditions, primarily
sun and rain; however there may be situations,
particularly those involving strong winds and
lightning, in which the tents will not provide
protection, may leak during heavy rain and may
even be damaged or blown over. Evacuation of
tents to avoid possible injury is recommended
when severe weather threatens the area where the
tent is erected. People must leave the tents and
not seek shelter in tents during such
conditions.
28.From the time Rentor crew leave after
installing the tents until they return to remove
the tents, the Rentee agrees to maintain the
tents and other rental equipment in good
condition, keeping all the poles in place, all
ropes tight and tied and keeping the walls of
the tent neatly folded off the ground.
29.No cooking, no BBQ or any other heating
device is permitted in or under or near the
tents.
30.Any waiting time caused by improper
instructions given by Rentee, change of plans of
Rentee, failure of Rentee to appear at agreed
scheduled time or failure of Rentee to comply
with all contract terms occasioning a delay of
Rentor crew, shall be charged in addition to the
contract price.
31.Rentor provides a 24-hour on call service to
our Rentees. It is agreed and understood by and
between the parties that there is a charge in
addition to the contract price for service
calls. Rentees may retain the services of Rentor
during an event. Additional charges apply for
this service.
32.The Rentee further expressly agrees to pay on
demand : a) all charges shown herein in
accordance with the provisions of this rental
agreement; and b) the amount of any collection
costs including legal fees and disbursements
incurred by Rentor in obtaining payment from
Rentee.
33.In the event Rentee does not pay any and all
sums due under this agreement the Rentee agrees
to pay such sums, plus interest hereon at the
rate of 2% per month on the unpaid balance.
34.Labour charges herein provided shall be
charged at $42.50 per man, per hour.
35.Both parties herein understand and agree that
the terms and conditions of the entire rental
contract are set forth on both sides of the
instrument and that the same contains all
agreements of the parties.
36.We further agree that we hold Rentor harmless
from any liability whatsoever resulting from the
use of said equipment and further agree that
said property will be used solely by the Rentee
and/or persons herein designated and no other
persons without the consent of the Rentee of
said equipment.
37.Any damaged or missing items will be charged
to the Rentee.
38.Method of payments : Cash or cheques payable
to Rentor
39.Be sure all equipment is returned according
to these TERMS AND CONDITIONS. The Rentee is
solely responsible for any additional charges
incurred as a result of failure to meet these
conditions. All collection fees, attorney fees,
court costs, or any expense involved in the
collection of rental charges will be Rentee’s
responsibility.
RENTAL EQUIPEMTN REPLACEMENT COSTS
40.The customer is responsible for obtaining the
requisite liability insurance. The customer
shall also take all necessary precautions to
prevent loss or damage of equipment from
vandalism, theft, defacement, arson, and or
other unlawful behavior; and in the event of
loss or damage, the customer is responsible to
reimburse Rentor within 30 days following the
event.
41.Tent /Tarp Replacement fees in event of
damage: Negligence costs for tarp (tops of the
tent) are specific to the style of tent. For
example: 20 x 20 Marquis Tarps ($3000) are not
repairable as they are engineered in one piece.
A 20 x 80 tent has four 20 ft sections, so if
just one 20 ft section (approx. $4500 ea) is
damaged, the customer would only be expected to
replace the damaged section. Your insurance may
want a replacement cost for the whole rental in
case everything is damaged. Please call for your
specific replacement cost.
42.Tent sides must be kept clean from grass,
mud, smoke (BBQ, citronella, fire pits etc.) and
urine. It takes 3 people to move each side as
they must be kept off the ground at all times.
Sides must be left hanging – just fold back if
not needed. A cleaning fee will be charged in
case of neglect. In the event that the sides are
not cleanable, the customer is responsible for
the replacement of the damaged sides.
Replacement fees are as follows: 20ft white side
- $400 plus shipping and taxes 20ft windowed
side - $800 plus shipping and taxes 45ft white
side - $750 plus shipping and taxes 45ft
windowed side $1150 plus shipping and taxes
43.Tables are heat sensitive; do not place
candles, mosquito rings, hot pots, or buffet
servers, or any other hot object, on tables.
Protective wood covers are available – please
notify how many are required. Table replacement
values: 5ft round table - $100 each plus
shipping and taxes 6 ft square table - $65 each
plus shipping and taxes
Bistro chairs, high back white plastic.
Replacement value should they be damaged: $4.25
ea. Folding padded chairs replacement value is
8.99 ea.
44.Fridge on Trailer: Fridge requires a
dedicated 15amp service. It has one hundred feet
of heavy duty extension cord. The unit needs to
sit 12 hours before plugging in; and 24 hours
when it is stocked to get it to the desires
temperature. Rentor. will make every effort to
fix the problem, or replace the unit. If the
unit is not fixable/replaceable a full refund
for rental of unit will be given. Rentor is not
responsible for spoiled food.
45.Current replacement market value will be
applied to all equipment not listed herein.
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