In general, payment in full is required prior to delivery. Some exceptions are made for government agencies. Delivery will be on the date and at the address specified on your invoice. Delivery time will be at or near the time specified on your invoice, with allowances for traffic delays, highly inclement weather, and acts of God. In general, this means within 4 hours of the stated time on your invoice. Delivery dates and times are based on truck, driver, and inventory availability. Please schedule your delivery with a deposit at your earliest convenience. Orders without a deposit are NOT scheduled for delivery.
All jobs are subject to the following Terms & Conditions.
Atlanta Tent Rental, Inc., hereinafter “ATR” provides services to customers, hereinafter “Customer” subject to the following terms and conditions. Payment for and receipt of services constitutes acceptance of these posted terms and conditions.
1. Deposit and Payment
A nonrefundable deposit of fifty percent (50%) of the total rental charges is due immediately upon signing this Agreement to reserve the requested time slot on ATR’s schedule. No date or time slot is reserved until ATR has received both the signed Agreement and the deposit. Unless otherwise stated in writing, the deposit is nonrefundable once ATR reserves inventory, labor, and scheduling for the event. The remaining fifty percent (50%) is due no later than seven (7) calendar days prior to the scheduled event date. If the event is scheduled fewer than seven (7) calendar days prior to the event date, one hundred percent (100%) payment is required upfront at the time of signing. ATR accepts all major credit cards with no additional surcharge for paying by card but prefers payment by ACH. If payment is made by check, ATR prefers to coordinate a check pickup due to the risk of delay or loss in the mail. ATR may require a refundable security deposit for large or complex projects that have a reasonable risk of cost overruns, which ATR may apply toward unpaid charges, repair or replacement costs, cleaning, additional labor, or any other amounts due under this Agreement, returning any unused balance after the rental.
2. Cancellation and Credits
All cancellations must be made in writing to ATR. If weather or other factors outside the Customer’s control require Customer to cancel the rental, ATR will provide a credit toward a future rental. Credits are for a fixed dollar amount. Customer is subject to an increased price for a rescheduled project if ATR’s pricing model has increased since the credit was issued. If the event is canceled after ATR has incurred costs (for example, where the cancellation occurs last-minute and after the truck has already been loaded, resulting in labor costs), those costs will be itemized and deducted from any credit issued. Cancellations made within forty-eight (48) hours of the event, or after costs have been incurred to load the truck, or after the truck has left the warehouse, will not be entitled to any credit unless ATR agrees otherwise in writing based on what ATR deems to be extenuating circumstances. Any credit issued expires twelve (12) months after the original scheduled rental date. ATR may, in its sole discretion, extend this expiration if a rental is scheduled slightly past the original credit expiration date.
3. Order Finalization; Change Orders
Forty-eight (48) hours prior to the scheduled delivery date and time, the Order is locked. All changes or adjustments to the Order after this time are subject to change orders. If the Order is reduced in scope forty-eight (48) hours or less prior to the scheduled date and time, there will be no credit for the reduced scope, as the truck will have been loaded. Except as otherwise stated, change orders and any additional items or deviations from the original quote are billed on a time-and-material basis, plus a ten percent (10%) administrative/overhead markup, as further described in Articles 15, 20, and 21.
4. Site Responsibility and Condition
The event site is the sole responsibility of Customer. Customer represents, warrants, and attests that the site is adequate and suitable for installing a tent and Equipment safely, including its slope, compaction, drainage, subsurface conditions, overhead obstructions, and overall suitability for the Equipment. Without limitation, the site must not be ungraded, unstable due to excessive rain or saturation, or an unfinished or active construction site. ATR installs tents only on clean, stable, dry surfaces such as grass, gravel, concrete, or asphalt. Customer represents that the installation surface is one of these. Because a pole tent top cannot be kept off the ground during installation, contact with red clay, mud, or similar material results in permanent staining of the tent top. Customer is responsible for ensuring the surface is clean and suitable and is liable for any resulting damage (see Article 12). Customer must clearly mark the site as requested by ATR prior to ATR’s arrival so there is no confusion about where the tent goes, and must provide safe, legal, and unobstructed access to the site for delivery, installation, inspection, servicing, and removal. The site must be ready and accessible when ATR arrives, free and clear of all obstacles (natural and man-made), with all non-rented items and decorations cleared. ATR’s quote, scheduling, and crew planning rely on Customer’s representations regarding site condition. If actual site conditions differ from those represented, Customer bears all resulting additional costs as provided in Article 21.
5. Site Photos, Maps, and Documentation
At the time of quoting, Customer shall send ATR photographs of the proposed site, together with a site map containing clearly defined markers for the tent setup and clarity on where the trucks and other equipment will park. A clear, unobstructed path must be provided from the unloading area to the site itself. If ATR conducts a site visit, Customer agrees that ATR staff may take photographs of the site to help prepare a site logistics plan. Customer agrees that ATR crews may take photographs at the time of tear down to document the condition of the site upon ATR’s departure, so that any later claim of damage can be evaluated against the condition at tear down. Even where such photographs would validate a claim, ATR is released from liability for any matter not expressly claimed by Customer at the time of sign-off for the tear down (see Article 16).
6. Underground Utilities and Hidden Conditions
Customer is solely responsible for identifying and clearly marking all underground, concealed, and surface hazards within fifty (50) feet of the tent site before the arrival of the setup crew, including but not limited to utility lines, irrigation/sprinkler systems, septic systems, drain fields, propane lines, electric lines, water lines, cable/data lines, invisible fences, private utility lines, and any other subsurface improvements or hazards. Customer shall arrange, at its sole cost, all required utility-location services, including Georgia 811 and any private utility locating service necessary for privately owned or unmarked lines and systems. ATR is entitled to rely on the completeness and accuracy of the information, markings, and locate results provided to it. Customer assumes full responsibility for any damage to underground or concealed facilities that are not clearly marked in advance.
7. Site Access and Distance
Access to the site must be available to the crew and truck without the need to use elevators or stairs or to overcome other significant impediments to an efficient setup. The site should be within fifty (50) feet of the parked trucks. If the distance is greater than fifty (50) feet, a defined distance surcharge will apply to cover additional time, additional labor effort, and reduced efficiency.
8. Installation Authority; Customer Alterations and Excavation
Only ATR may erect, dismantle, move, or modify the tent and Equipment. Customer may not allow any other party to use or make changes to the rental Equipment unless agreed to by ATR in a formal written agreement. Any changes made to the location of the tent or modifications of its setup will result in a change order to the Customer. During the rental period, Customer shall not excavate, dig, alter the grade, or operate any equipment in the vicinity of the tent or its stakes, anchors, or supports without ATR’s prior written consent. Any such activity that endangers the structure or crew is undertaken at Customer’s sole risk and liability, and Customer is responsible for all resulting damage, injury, and cost.
9. Heavy Equipment and Machinery Under the Tent
For safety and to prevent damage, Customer may not use or operate any heavy equipment or machinery inside or under the installed tent canopy unless explicitly approved by ATR in advance. All equipment or machinery operating under the tent canopy must be pre-approved by ATR for safety reasons.
10. Weather and Safety
Tents are temporary shade structures and are NOT to be used as storm or weather shelters. In severe weather — including but not limited to lightning, heavy rain, high wind, flooding, and extreme cold or heat — the tent must be evacuated. Customer is responsible for creating an inclement-weather backup and emergency evacuation plan for the event. If dangerous weather is forecast for the day and time of the event, ATR may request that Customer reschedule at no charge where there is severe risk of damage to ATR property or to Customer’s guests. Any rescheduled date must be approved by ATR to ensure it does not interfere with other customers’ already-scheduled events. ATR maintains the explicit right to refuse installation, to evacuate, or to strike a tent for safety if dangerous wind or other hazardous conditions develop. ATR’s exercise of any of these rights does not constitute grounds for any refund of monies paid. Customer assumes all weather-related risks involved in holding an outdoor tented event. Tents are subject to stretching and retracting of up to five percent (5%) of listed sizes and, although treated with a waterproofing compound, are not guaranteed to be absolutely waterproof. Any recommendation by ATR personnel regarding weather, evacuation, or suspension of use is advisory only and does not create a duty by ATR to monitor the event or to protect persons or property after installation.
11. Equipment Responsibility and Care
All rented Equipment is the sole responsibility of Customer during the term of the rental. Customer agrees to protect the Equipment from the elements and from theft from the time of delivery until pickup. Title to and ownership of the Equipment remain with ATR at all times. The Equipment is personal property even if affixed or attached to real estate, and may not be removed from the place of delivery or installation without ATR’s written permission. Customer may not allow any other party to use or make changes to the Equipment, and may not assign, sublease, or loan the Equipment, unless agreed to by ATR in a formal written agreement. Except to the extent caused by ATR’s gross negligence or willful misconduct, Customer shall pay the full cost to repair or replace any Equipment that is lost, stolen, destroyed, contaminated, or damaged during the rental period, regardless of cause. Without limitation, Customer shall pay for excessive dirt or mud, burns, wax damage, staining, mildew, mold, tape residue, unauthorized alterations, broken or missing parts, labor for cleaning, sorting, or repair, and loss-of-use during repair or replacement. Equipment damaged beyond economical repair shall be paid for at its replacement value as reasonably determined by ATR. Customer is also responsible for cleaning costs where there is significant discoloration or other difficult- (or impossible-) to-remove stains that are not resolved through normal laundering. Linens must be returned dry and free of any waste, without excessive stains, candle wax, rips, or mildew. Do not place any wet linens inside a bag, as mildew may develop. Linens that are lost, torn, burned, or soiled beyond cleaning are charged at full replacement cost. Customer agrees not to attach decorations, signage, lighting, wiring, tape, staples, nails, screws, or fasteners to the equipment without ATR’s written approval.
12. Damage to the Site
ATR is not responsible for any minor damage to the site, including but not limited to walls, fences, lawns, trees, or landscaping, that would be considered practically unavoidable in the professional setup of a tent. In addition, and to the fullest extent permitted by Georgia law, Customer assumes all risk of damage to grass, landscaping, irrigation, pavement, concrete, curbs, driveways, private utilities, septic systems, and other real or personal property arising from normal delivery access, tent staking, anchoring, ballasting, installation, occupancy, or removal, except to the extent caused by ATR’s gross negligence or willful misconduct.
13. Utilities Access & Third-Party Vendors or Subcontractors
Customer agrees to allow ATR and any third-party vendors or subcontractors to access onsite electric power, lighting, and water as needed to complete the setup of the tent and Equipment rental. Customer is solely responsible for all event operations not expressly undertaken in writing by ATR, including security, crowd control, alcohol service, food service, electrical use, entertainment activities, vendor coordination, and attendee management. ATR may use subcontractors for transportation, setup, removal, electrical, flooring, HVAC, or similar services. All defenses, limitations, releases, indemnities, and protections in this Agreement extend to ATR’s subcontractors and third-party vendors except in the case of willful misconduct or negligence.
14. Fire Risk
For safety reasons, Customer agrees not to perform any cooking under or within a reasonable distance of the tent. If cooking is taking place near the tent, fire extinguishers must be present. Buffet table warmers are permitted under the tent; Customer is responsible for any damage or additional cleaning required due to buffet warmers. Customer shall not allow smoking, open flames, pyrotechnics, sparklers, or unauthorized heating elements to be under or near the tent.
15. Setup of Customer-Provided Items
ATR is responsible for setting up its own tables, chairs, and other accessories within the tent if such setup is part of the quote. If Customer is providing its own tables, chairs, or accessories, Customer is responsible for the setup of those items unless ATR explicitly agrees to do so in its quote and there is a line-item charge for the additional labor. In that event, Customer must clearly define exactly what needs to be set up by ATR crews so an appropriate labor price can be calculated. Any additional items or deviation from the original quote will be charged on a time-and-material basis, plus a ten percent (10%) administrative markup.
16. Inspection and Acceptance
Customer shall inspect the Equipment promptly upon delivery and installation. Use of the Equipment constitutes acknowledgment that the Equipment was delivered in acceptable condition, except for any specific condition identified in writing to ATR before use. Customer must have a representative onsite to personally inspect the Equipment and sign off that it is in good condition and suitable for Customer’s use after completion of the setup. A representative must also attest to a successful tear down of the site, expressly agreeing that the site is being left in good condition. These sign-offs waive all claims that reasonably should have been addressed at the time of sign-off. If there are any issues upon inspection, either before the setup crew or the tear-down crew leaves, it is Customer’s responsibility to contact ATR immediately to resolve the issue.
17. Authorized Representative; Single Point of Contact
Customer shall designate a single authorized representative empowered to give directions to ATR’s crews, approve change orders, and sign off on inspections. ATR is entitled to rely on instructions from that representative. ATR is not responsible for delays, errors, confusion, or additional costs caused by conflicting or duplicative instructions from multiple individuals, and any resulting delay or cost will be treated as a change order under Articles 20 and 21.
18. Missing Components; Theft
Any components that were marked as delivered upon setup and that are missing at tear down are the responsibility of Customer, whether the result of burglary, theft, or mysterious disappearance.
19. Permits, Licenses, and Compliance
Customer shall obtain, at its sole cost, all permits, licenses, variances, occupancy approvals, fire marshal approvals, landlord approvals, HOA approvals, and governmental authorizations required for the event or the Equipment. ATR will provide flame certification certificates for its tent when required. Customer is responsible for occupancy and egress compliance and for any required fire-watch, and for compliance with all applicable laws, ordinances, and regulations and any fines, fees, or penalties arising from Customer’s use.
20. HOA and Property Rules; After-Hours and Overtime Work
If the event is hosted in an HOA-managed community or on a property that has specific rules, Customer is responsible for communicating with the HOA or property manager and for ensuring ATR has all relevant information regarding rules and regulations — including truck parking proximity, unloading logistics, overnight parking (if relevant), restricted hours of work, or other restrictions that may impact the efficiency of ATR’s operations. Customer agrees to bear responsibility for any fines or violations imposed as a result of a lack of communication and coordination with ATR. Delivery hours are defined as 7:00 a.m. to 7:00 p.m. If Customer requires setup, delivery, tear down, or removal after delivery hours, a surcharge may apply to cover additional labor costs where the time constitutes night work. If, at the time of quoting, ATR believed the start time was sufficient to finish before transitioning to night work, the site was ready, and there were no delays or impediments caused by Customer, there will be no additional charge if the work takes longer than expected. If labor hours stretch into qualifying overtime because waiting time plus work time exceeds eight (8) hours within a single day, or because the work must be completed overnight, Customer will be charged the applicable overtime cost plus a ten percent (10%) overhead markup.
21. Site Not Ready; Remedial Work; Delay Costs
If the site is unsafe, inaccessible, unprepared, or unsuitable, ATR may suspend performance, refuse installation, or require alternate methods of installation at additional cost to Customer. Customer agrees to be responsible for extra charges if site conditions are untenable for erecting a tent safely. If ATR must perform minor remedial work to prepare the site, or if Customer must call in an outside contractor to prepare the site due to more extensive work being required, Customer agrees to a change order covering the additional costs on a time-and-material basis, plus a ten percent (10%) overhead markup. If the site is not ready upon ATR’s agreed-upon arrival time, or if access to the site is not granted at the originally scheduled day and time, Customer agrees that all additional time and costs — including wasted labor hours, additional truck or equipment rental costs, and additional fuel, and (if performed outside the Atlanta metro area) additional lodging, per diem, and other travel costs for ATR’s labor crew — will be treated as a change order on a time-and-material basis, plus a ten percent (10%) overhead markup. If the delay causes ATR to incur outside costs because it is unable to meet other scheduled obligations with other customers, those costs will also be quantified and charged to Customer, plus a ten percent (10%) administrative overhead markup.
22. Force Majeure
ATR shall not be liable for any failure or delay in performance caused by events beyond its reasonable control, including but not limited to pandemics and epidemics, governmental orders or shutdowns, supply-chain disruptions, and labor events or disputes. In the event of such a force majeure event, ATR will issue a credit to Customer, except that ATR may retain or recover any actual, documented costs incurred up to the point of the force majeure event.
23. Default, Repossession, and Collections
Unpaid amounts. In the event of any unpaid amounts, including but not limited to change orders, Customer agrees to provide access to remove the Equipment from the site and to pay any expenses of any kind, including legal and collection costs. A delinquency fee of two percent (2%) of the unpaid amount will be added to the principal amount owed for every month the invoice is past due, and interest will compound; provided that in no event shall the applied rate exceed the highest rate permitted under Georgia law, and if two percent (2%) per month would exceed that maximum, the highest lawful rate shall apply. Should Customer default on any provision of this Agreement, ATR may, in its sole discretion, suspend or terminate this Agreement, refuse or suspend installation, take possession of and remove all leased Equipment where legally permitted (and Customer authorizes such repossession without further notice or legal process and waives any claim for trespass or damage arising from such removal), retain all deposits, apply any security deposit, declare all amounts immediately due and payable, demand payment of any unpaid balances, and initiate legal action to recover the monies owed — together with all damages, costs, and attorneys’ fees as permitted by law, the expense of which shall be borne by Customer.
24. Governing Law; Venue; Arbitration; Fees
This Agreement is governed by and construed under the laws of the State of Georgia, without regard to conflict-of-laws rules. All disputes arising out of or relating to this Agreement shall be settled by binding arbitration, with the exception of collection actions taken by ATR, which ATR may pursue in court. For collection actions and any other matter properly before a court, venue shall be exclusively in the state courts of DeKalb County, Georgia, or, where jurisdiction exists, the United States District Court covering that county, and the parties consent to such jurisdiction and venue. The prevailing party shall be entitled to recover all legal costs and attorneys’ fees.
25. General Provisions
This Terms and Conditions, together with the Order, constitutes the entire agreement between the parties and supersedes all prior understandings. This Agreement may be modified only by a written document signed by both parties; change orders are governed by Articles 3, 20, and 21. If any provision is held invalid or unenforceable under Georgia law, it shall be modified or enforced to the maximum extent permitted, and the remaining provisions shall remain in full force and effect. ATR’s failure to insist upon strict performance of any provision is not a waiver of its right to demand strict compliance in the future. Customer may not assign this Agreement without ATR’s prior written consent. Time is of the essence with respect to Customer’s obligations under this Agreement. Notices to ATR, including cancellations, must be sent in writing to ATR.