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Terms + Conditions

By renting our bell tents and equipment from The Canvas Inn (hereinafter “the supplier”, “we”, or “TCI”) you (hereinafter “the Renter”) agree to the following terms and conditions with each booking:

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The Renter agrees to pay all rental rates and charges accrued for the rental period from initial set up of tent and equipment through to takedown and return of tent and equipment.

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BOOKING:

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  1. Check in time is 3pm on the day of rental booking but will be agreed upon between TCI and the Renter at time of booking.  Set up of tent and equipment can be the day before check in, where and if applicable.  Checkout time is 11pm on your checkout date, unless otherwise agreed upon.

 

PAYMENT TERMS:

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  1. A 30% deposit is required at the time of reservation booking with full payment due 7 days prior to check in date.  If booking date is within 7 days of check in date, full amount is due upon reservation. 

  2. TCI preferred method of payment is e-Transfer, we also accept credit card payment(s).

  3. Any additional charges incurred, such as billable loss, damages, or extra cleaning charges, will be calculated and invoiced after tent and equipment are returned to TCI.

  4. A valid credit card is required to be on file from the Renter.  The credit card on file will be charged when rented tent and or equipment is found to be damaged or in need of extra cleaning.

 

PRICING + INVENTORY:

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  1. Orders are not confirmed until the terms and conditions signed, and returned and accepted by TCI and payment had been made according to above terms.

  2. If any item of equipment or furnishings promised becomes unavailable due to damage, all efforts will be made to provide the Renter a suitable alternative or replacement.

  3. If the Renter fails to complete full payment as outlined above and 7 days prior to the event or booking date, TCI may terminate the contract without further notice to the Renter.

 

CANCELLATION POLICY:

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  1. The following cancellation policies will apply to reductions or cancellations made 14 days prior to the contracted set up date.

  2. There will be no refund on any items reduced or cancelled 14 days prior to the event date, a cancellation fee for loss of earnings (30% of rental charge) may apply.

  3. Any increase in tents or equipment needed must be made prior to your set up date, paid for at time of request and subject to availability.

  4. Refunds are not issued for any equipment and furnishings that are returned unused.

 

DELIVERY:

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  1. The Renter is responsible for reviewing the contract to ensure satisfaction and accuracy of the items rented.  TCI is not responsible for items assumed or not existing on signed contract.

  2. The drop off/set up location must be unobstructed, level, and accessible to within 25 feet of vehicle parking location.  TCI may charge an hourly rate if access is not as specified, and TCI reserves the right to refuse any unsafe delivery conditions.

  3. Upon delivery, we insist the Renter or authorized representative of the Renter is present to verify that everything has been delivered and set up correctly and to assist with correct placement and configuration.  If that is not possible, other arrangements will be set forth and agreed upon between TCI and the Renter prior to set up.  

  4. The Renter assumes all risk and liability of damage or injury during installation and set up of equipment.

  5. TCI will make the best effort to deliver and set up for the event within the requested and agreed upon times.  However, this is subject to traffic, weather, unexpected events as well as other events beyond their control. 

 

SITE PREPERATION:

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  1. The Renter must ensure the site is ready for TCI during the agreed upon set up time and the grounds are “peg friendly” or to which suitable arrangements have been outlined in the signed contract.

  2. The Renter must ensure that there is 3 meters of clearance around the entire perimeter of each tent footprint to ensure proper set up.  It is the Renters responsibility to arrange a prior site visit if they are unsure the tents will fit.  Any concerns should be addressed at time of booking with TCI to determine feasibility of set up.

  3. The Renter is responsible for marking all water lines, gas lines, and any other utilities are located prior to TCI site arrival.  TCI is not responsible for any damages to such utilities and is to be fully indemnified by the Renter regarding any claim by a third party in this regard.

  4. The Renter is responsible for arranging all set up permits with the landowners.

  5. If the site is not ready, properly marked or accessible when TCI arrives, the set up may be aborted and rental will not be refunded.  If alternative arrangements need to be made, an additional fee will apply and be subject to the discretion of TCI.

 

WEATHER + NATURAL DISASTERS:

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  1. Our tents are designed to handle most weather conditions, reasonable rain, snow and wind.  They are, however, temporary structures and there may be weather conditions that become unsafe such as during high winds or lightning storms.  Evacuation of tents is recommended in these or any other unsafe conditions.

  2. The tent is not engineered for severe weather conditions.  TCI reserves the right to abort setup or take down early of weather or natural disasters dictate that it would be unsafe for our clients and staff.  This also applies if we feel that the tent or equipment are likely to get damaged.  This decision will be entirely at the discretion of TCI and refunds will not be provided if set up has already occurred.  In the event we deem the booking set up is unsafe due to extreme weather conditions, we will offer an alternative date or booking time subject to availability in lieu of a refund.  Examples include but are not limited to; forest fire, flooding, high winds above 50 MPH, lightning, excessive rain, extreme high or low temperatures.

 

RETURN/TEARDOWN:

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  1. The Renter agrees to return the tent and equipment at the end of the rental period.

  2. All Renters personal items must be out of the tent by the scheduled pickup date and time.

  3. The Renter agrees to return all items in the same condition in which they were delivered.

  4. If the equipment becomes damaged during the rental period and repairs are required, the Renter agrees to compensate TCI for the repairs at the price prevailing for TCI to make these repairs and or restock the damaged inventory, whichever is less.  

  5. It is our expectation that the tent and equipment will be kept clean and tidy upon leaving and removal of personal belongings prior to teardown.  If extra cleaning is required a minimum charge of $50 per tent may apply.  If the tent or equipment cannot be cleaned, the Renter agrees to pay the item (s) replacement cost.

  6. It is the responsibility of the Renter to ensure the grounds and surrounding area are clean and free of debris prior to check out.  If TCI is required to clean the grounds, a minimum additional cleaning fee of $50 may apply.  We respect our environment and ask all our guests to leave the site as it was found.

 

INSURANCE/WAIVER:

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  1. Renters must ensure that they purchase or have insurance for the following loss of equipment by fire, damage or theft.  Please verify that the landowners or Renters insurance policy cover temporary equipment on site.  It is the Renter’s responsibility for the entire replacement cost of the tent and equipment should it be damaged through abuse of equipment, fire, theft or natural disaster.

  2. Renters must sign a waiver prior to or on check-in day.

 

WEBSITE:

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  1. The information contained on our website for TCI is designed to be as accurate as possible.  TCI reserves the right to make changes at any time, without notice, in prices, equipment and availability.  In the case of discretion between information provided of our website, the information provided at time of booking will apply.

 

OWNERSHIP:

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  1. No equipment may be rented or sublet by the Renter, nor shall the Renter assign or transfer any interest in this agreement without the written or verbal consent of TCI.

 

RENTER:  By signing this document below, I acknowledge that I have read and agree to all the above terms and conditions.

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