Booking Requirements
Policies
- Request a quote on our website or give us a call at 910-550-2429
- We require a non-refundable 50% deposit to reserve your rental items and event date.
- We also require a signed contract by the individual who is financially responsible for the Rental Agreement.
- The remaining balance on any invoice is due 7 days before the scheduled event. Any payments not made on time will be subject to interest charges unless otherwise stated.
Order Modifications & Cancellations
- Any changes (reductions or additions) can be made to your order up until 4 days prior to your event delivery date.
- Order reductions can not exceed more than 25% of the cost of what was originally invoiced following your deposit.
- Order additions are dependent on item availability. We recommend letting us know at least 2 weeks in advance to ensure availability.
- If the event is canceled within 14 days from the delivery date, then 75% of the entire balance will be charged.
- If the truck is already loaded, the client is required to pay for the entire balance. We are promising this equipment to you, and missing the opportunity to rent it to someone else. Our charges are non-negotiable.
- PTR must be notified of any changes regarding a tent rental 4 days before the delivery date. If the client notifies PTR in the proper time frame, labor for the tent will be refunded to the client. If the tent has already been loaded onto the truck (4 days before the event), the client will be responsible for the full price of the tent and labor. This does not apply to any acts of god or any cancellation due to PTR policies.
Delivery / Pick-up
- Delivery is typically scheduled 1-3 days before your event with pick-up 1-2 days after the event. Because we charge for time of use and not for time out of inventory, we can offer some flexibility to make the delivery convenient for you.
- Delivery/ Pickup fees are based on distance and drive time of the delivery address from our warehouse. It includes a round trip for delivery and pick-up for one truck. If additional trucks are required, additional fees apply.
- Our typical delivery/pickup hours are between 8am & 6pm. Additional fees may incur for deliveries/pickups before 8am or after 6pm.
- All delivery prices are for delivery to ground level at the location that the truck can park in. Please note that there will be additional charges if items need to be carried to a location other than the parking site.
- All items should be returned in the manner in which you received them. Tables, chairs, and other rental items should be stacked, bagged, etc. in the same location and manner as when they were delivered.
- All tableware items must be emptied or void of any liquids/food particles and placed in designated containers provided by PTR at time of pick-up.
Inclement Weather
- Winds at or above 20mph are a weather hazard. In these conditions, we reserve the right to takedown or refuse installation of any items that may pose a risk to you, your guests, our staff, or a property.Â
- No sidewalls will be installed when sustained winds are projected to reach 20 mph or more.Â
- Renter assumes all weather-related risks involved in holding an outdoor tented event.
- If the tent is set up and items are delivered to you, we do not refund any deposits for weather-related cancellations.
Beach Rentals
- All Rental items used on sand are charged at twice the price of their typical rental rate.
- Additional fees may incur based on the distance from access points, delivery difficulty, and setup requirements.Â
- Clients may choose to setup/breakdown the items themselves (if approved) or request setup service from PTR staff.
- If PTR setup/breakdown service is requested, a higher labor rate will apply – starting at $500 and increasing based on the labor difficulty.Â
- Clients are responsible for any permits or fees associated with beach event and beach venues.
- Not all items listed in our inventory are approved for beach use. PTR must approve any items being used on the beach.Â
Bald Head Island Rentals
Early Delivery and Extended Rental Period:
- To avoid potential weather disruptions, tents and equipment are delivered 2-3 days before the event.
- Please note that the barge does not run in the event of bad weather, and any barge cancellations are out of PTR’s control.
- Setups occur a day before the event, and breakdowns happen a day after.
- Box trucks return off the island on Tuesdays since the barge does not run over weekends.
- This timeline results in an average rental period of 6-8 days.
BHI Bad Weather/Rain Plan:
- Customers must have a contingency plan for bad weather.
- We can refund the 18% labor fee if rentals are not used or set up.
- The cost of items, including tents, is 1.68 times the regular price due to the equipment being committed for a longer duration.
- Required fees include:
- 7% damage waiver fee
- $642 delivery fee
- $720 barge fee
- $900 truck overnight parking & ICE fee (5 nights)
- $665 ferry & Southport parking fee
**All policies on this page are explained in greater detail within the Rental Agreement. Not all fees or policies are explained here. We recommend thoroughly reviewing your entire rental agreement before booking/signing.**
FAQs
When should I reserve?
We recommend reserving at least 30 days in advance for most events. This ensures that you receive the items in the quantity that you need for your event. For larger events like weddings, festivals, and large corporate events, we recommend at least 6 months.
My event is this weekend - is it too late to rent?
If the items are available and we are not fully booked, we can accommodate most last-minute orders. We carry a wide variety of tables, chairs, dishes, etc., to make last-minute orders possible. However, we do recommend reserving your items at least 30 days prior to your event to ensure you get the style and quantity you prefer.
How long may I have the equipment?
Our rental rates are for a 1-3 day rental period, not a daily rate. This typically means that we delivery the day before your event, you have the rentals the day of your event, and we pick up the day after – all for the same rate. If you need a same-day setup and same-day pickup, we can accommodate that timeline as well. However, additional fees may occur. We also offer weekly rentals.
Can I pick up my order?
Unfortunately, we are not allowing clients to pick up orders at this time. All items are required to be delivered by a professional and insured team.Â
Can I set up my own tent?
Unfortunately, we are unable to allow clients to set up their own tent for safety and liability reasons. This is an insured process conducted by professionals only.
What size tent do I need?
The size of your tent is determined by what you will be putting under your tent. Tables for seating, tables for food, a dance floor, a stage, etc. Please see our tent sizing chart (link coming soon) to help you determine what size tent will work for your event. If you have further questions, don’t hesitate to call one of our event specialists at 910-550-2429.
https://www.chiefrental.com/tents-items
What size linen do I need?
The size of your linen is determined both by the size of the table that you are covering and by the drop that you prefer. Please refer to our linen sizing chart (link coming soon) to help you determine the right size for your event.
What size dance floor do I need?
We recommend 2-4 sq ft per invited guest. This number assumes that not everyone will be on the dance floor at the same time, but will give you enough room for everyone to have a good time. If you know that your guests will all be up and dancing all at once, go for 4 sq ft per guest.
