RULES FOR RENTERS

COMMONWEALTH EVENT COMPANY

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A TENT FOR ANY EVENT

We have more tent rental options than anyone in Central Virginia to support events of every size.

Rules for Renters from Commonwealth Event Company

Below is the list of our lease and rental agreements our valued customers need to follow. 

  1. A 50% NON-REFUNDABLE security deposit is required to reserve a tent and/or equipment. If a tent order is canceled, the deposit cannot be applied toward other tents or equipment.
  1. Only Commonwealth Tent Employees are allowed to move our tents—NO EXCEPTIONS! We cannot move the tent once the crew has begun to lay it out or set it up. The client is responsible for being present at the site at the prescheduled time to place the tent. If the tent has to be moved or if the client is not on-site at the scheduled time, an additional charge will be applied.
  1. Never untie stake lines, guy ropes, or unfasten web ratchets. These lines are an integral part of the structural safety of the tent.
  1. Never remove any poles from the tent. To do so severely weakens the structural stability of the tent.
  1. Never put any nails, staples, wire or any other object through the fabric of the tent or sidewall. Never use paint, marker, crayon or any other type of marker on the fabric of the tent or sidewall. Never cook or grill under the tent per Fire Marshal Codes. Additional cleaning/repair charges will apply.
  1. If Client removes the sidewalls, fold them and put in a dry place. Do not allow the sidewall to drag along the ground or asphalt.
  1. Prior to Commonwealth Event’s arrival for takedown/pickup, please remove all decorations, tape, twine, rope, and any other items that do not belong to Commonwealth Event Company. We are not responsible for any items left attached to our equipment or products.
  1. “Delivery is defined as a loading dock, ground level accessible by our trucks.” Any other situation will incur additional labor charges. Request a site visit to have exceptional situations evaluated.
  1. All tables and chairs must be folded and stacked as they were on delivery. Setup and knockdown of tables and chairs are available for an additional labor charge. Prior arrangements BEFORE delivery or additional labor charges on top of standard setup and takedown charges will incur.
  1. All China, Glassware and Flatware must be rinsed free of food and drink. A cleaning fee will apply if all items are not returned to their racks or bins.
  1. All broken China, glassware, or equipment must be returned for the Damage Waiver to apply; otherwise, the full replacement cost will be charged.
  1. All linens must be shaken off and be free of food, confetti, or any other items. Linens must also be dried out before being placed in the mesh bags for return. Linens that are returned soiled, contain mildew, or are damaged will incur a cleaning fee and/or additional charges. Missing linen will incur full replacement cost.
  1. Client is responsible for marking any PRIVATE underground water, septic, sprinkler, electric, cable, phone lines and other obstacles. Commonwealth Event is not responsible for any damage to any PRIVATE underground water, septic, sprinkler, electric, cable, phone lines, or other utilities or structures that are NOT MARKED prior to our arrival for setup.
  1. Public water lines are considered PRIVATE from meter to house.
  1. Commonwealth Event Company is responsible to call miss utility to have all PUBLIC lines marked as long as there is at least 4 days notice period. Otherwise, we must use water barrels or anchoring system at an additional cost to client to secure the tent.
  1. The client is responsible for getting any necessary county/city permits, such as building, fire, staging, etc., for any tents 900 square feet or more. Commonwealth Event Company can provide that service with at least a 14-day advance notice for an additional labor fee plus the cost of all permits required for tent(s). We require a reasonable amount of time for setup in order to have all work completed prior to all inspections. Commonwealth Event Company will provide safety packages that are required for all permitted tents at an additional charge.
  1. EVACUATE all tents if wind speed exceeds 30 mph. Depending upon ground conditions in high winds, ropes, straps, stakes, and tent tops may cause bodily injury.
  1. Client is responsible for giving HOUSE RULES FOR RENTERS to all Festival Chairpersons, coordinators or contracted representatives of said event and is responsible for passing these rules all to all vendors or parties involved with the said event.

FOR THOSE PICKING UP ITEMS AT OUR WAREHOUSE:

  • Double-count and check equipment for damages upon pick-up.
  • All China, glassware, flatware and catering equipment must be returned rinsed free of food or drink. If items are returned without rinsing off, client will be responsible for cleaning fees.
  • All broken items must be returned for the Damage Waiver to apply. Missing items will be charged at the full replacement cost.
  • Arrangements must be made in advance if client cannot return rental items by the designated date on the contract, otherwise, additional charges could apply.
  • If Commonwealth Event Company has to complete a one-way pickup of equipment, current delivery/pick-up charges to the location of the event will be charged.

This document is a part of the contract you will receive pertaining to your rental. We hope that this lease or rental agreement is clear. Please abide as this is our standard rules for renters.

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