Rental Policy
*All the below information is also included in the rental agreement, we recommend you read it in it’s entirety BEFORE signing.
Rental Booking Requirements
A NON-REFUNDABLE retainer equal to 50% of the total cost specified in the Rental Agreement is required to reserve your rental. We accept major credit cards, E-transfers and Cheques.
A signed contract is required by the individual who is financially responsible for the Rental Agreement.
Client information including a valid phone number, Physical & mailing address, drivers license number, event information and event location.
Bookings are based on availability up until the point of signing your contract and paying your retainer.
Remaining balance is due 30 days before the scheduled event along with your non-refundable damage waiver. Any payments not made on time will be subject to interest charges unless otherwise discussed with EEG.
Once final payment is made, it is non-refundable . The rented equipment is reserved for you and it is very unlikely that a new booking will come in under 30 days and rent all the items you don’t need.
You can add items to your order at the very last minute provided they are available
Any changes can be made to your order before the final payment is made with (30 days prior to event) as long as the changes do not take your total invoiced amount below the amount you have already paid. Changes cannot be made to heaters and tent side walls, you will not be allowed to cancel or remove them from your order except in the situation that your tent requires less side walls.
Side walls must be kept off the ground in an easy to reach location, side walls that are placed on the ground, in mud or left in other locations that cause them to become dirty will incur cleaning costs at customers expense.
A valid credit card will be required to be on file. Any damage to items must be reported ASAP. Items that require repair/replacement will be charged to the card on file.
Site visits are NOT mandatory but can prove to be a very wise decision and extremely helpful in selecting a tent setup location. Site visits are a charge service at a rate of $175 per visit when outside of the tent setup, If a client books our rental services, a discount equal to 50% of the site visit cost will be applied to their project.
Safety
ALL tent rentals require a line location certificate from the local utility companies. No exceptions, we can help to facilitate this.
The client may choose to submit their own underground utility locate, and NOT have to pay for the service or have EEG submit the application for a fee of $100.
The click before you dig and individual utility line locate clearance must be received by EEG no later than 7-10 days prior to installing the tent and must be valid through to the end of the rental period. (MB Hydro reports are valid for 14 days from the day of locate).
Failure to provide underground utility clearance certificates will result in tent installation being canceled, there are no refunds for cancellations caused by failure to produce line locate clearances.
Customer tents will NOT be installed in any area outside the work area marked on a line locate clearance certificate. If you have multiple possible locations on a property for the tent, please submit a line location for each spot, this will allow for the official decision to be made closer to the installation date.
**Disclaimer: Click Before You Dig is a free service through the underground alliance. EEG charges for the time to submit a line located on behalf of our customers and does not charge for the act of line locating.
The cost of having a line locate completed by EEG is $100, and $50 for any resubmissions.
Evacuation policy: In the event of adverse weather conditions and high winds it is recommended to evacuate the tent immediately and do not reenter until adverse weather conditions have passed, If the tent collapses make no attempt to re-erect it.
For inflatable rentals, in winds of 40 km/hr or more, the structure should be temporarily collapsed until winds improve, failure to collapse structure during such weather conditions can result in damage to property and injury. Booking client will be responsible for all liabilities if this clause is not adhered to. In the event that collapsing the structure is not a viable option client is responsible to provide enough deadweight based on manufacturers recommendation and as listed in the description of the rented property.
Delivery & Pick Up
Delivery schedules are made 1-2 week prior to the event dates and are subject to weather and other delivery/pick up schedules, we’ll do our best to accommodate client needs however EEG will make the final call on delivery schedules.
Most deliveries happen 1-4 days prior to the event date and are picked up 1-4 days after. Same day setups and take downs are based on staff availability and are subject to extra charges.
EEG will only deliver rented items to convenient, main floor access areas. Stairs, ramps, elevators will incur extra charges. If the installation/ pick team needs to walk there will be extra charges as per the contract.
Installations on grass are included, installation on any other surfaces i.e. dirt, gravel, concrete, asphalt will incur extra charges.
EEG charges a minimum delivery fee of $75 for delivery of items that do not include a tent. This rate is subject to change on weekdays or based on terms discussed with your planner and/or EEG.
Travel/delivery is calculated from our base, A $500 rental minimum is required for locations beyond a 1 hour distance from Steinbach or Winnipeg.
Client, Planner, or designated contact must be present at the time of delivery to sign for rentals. Client or client planner/contact is required to provide location or information about location in order for rentals to be properly set-up.
Day of contact information is required. Day of contact is someone we can contact for any questions regarding delivery, set up, or breakdown of rental order.
Fee will be charged for wait time if client exceeds the agreed upon drop off or pick up time by 15 minutes. $50 per 15 minutes of wait time.
EEG staff will not pick-up, transport, install or move items that do not belong to us.
If renting a tent it is the clients responsibility to clearly mark the tent area. There will be extra charges if the tent needs to be moved after installation has begun up to Up to $400 per hour ($100 per 15 mins).
Difficult delivery conditions or pick-up conditions- eg: stairs, elevators, walking long distances & uneven ground are subject to an additional charge of up to $400 per hour ($100 per 15 mins) based on level of difficulty determined by the installation staff.
**Due to the nature of the job, our staff needs direct access to the job site to ensure safety and efficiency.
After hours (late night pick-ups) are subject to additional charges
Customers are NOT required to stack tables or chairs
If delivery location is not easily accessible, is on hazardous road or a location that late trucks and trailers are not able to be easily maneuvered they may be an extra charge.
The area in which tents are to be installed should be free of obstacles i.e. tree branches, stumps. A fee will be charged for wait times Up to $400 per hour ($100 per 15 mins).
Holes will be made by tent stakes and they will not be refilled unless the client purchases a packing kit.
Customer Pick Up & Return
All customer pick-ups and returns must be within regular business hours. Subject to fees if items are not picked up or dropped off at the agreed upon times.
Not all rentals are eligible for customer pick-up and return.
Wait time for delivery, pick-up, OR customer pickup/return: $30 per 15 minutes of wait time.
Tableware rentals not properly placed in containers and ready for pick up: $30 per 15 minutes of additional labor required to properly package tableware rentals.
Difficult delivery conditions - stairs, elevators, etc.: Up to $100 per hour based on level of difficulty.
Damage to any rentals: Cost of any labor required to repair rentals or cost to replace the rental item if it cannot be repaired.
**All polices on this page are explained in greater detail within the Rental Agreement. We thoroughly recommend reviewing your entire rental agreement before booking/signing.**
Additional Fees
Wait time for delivery, pick-up, OR customer pickup/return: $30 per 15 minutes of wait time.
Difficult delivery conditions - stairs, elevators, etc.: Up to $100 per hour based on level of difficulty.
Damage to any rentals: Cost of any labor required to repair rentals or cost to replace the rental item if it cannot be repaired.
Customers will be charged $2 per item for rented furniture that requires extra cleaning due to stains, mud, or other excessive dirt/mud/markings.
Customers will be charged replacement fees for damaged furniture as per the damage waiver policy.
Damage waiver is optional provided the customer signs the declination form and provides a certificate of insurance for the event with Endless Events Group listed as additionally insured. client will be 100% responsible for all damages if they decline the damage waiver.
Customer Pick Up & Return
No person/vendor should be making a profit off of the shoot (mini-sessions, workshops with a registration fee, rebranding and marketing, etc. Workshops where the shoot will be submitted for publication are okay!)
Images are to be shared with EEG in a timely fashion & with the understanding that they can be used for social media & marketing material (We will of course wait for any publication conflicts & give appropriate credit!)
Appropriate credit given to EEG in any publications, social media posts, “sneak peeks” etc.
A valid credit card will be required to be on file. Any damage to items from our collection must be reported ASAP. Items that require repair/replacement will be charged to the card on file.
MUST be shot by a professional photographer
**All polices on this page are explained in greater detail within the Rental Agreement. We thoroughly recommend reviewing your entire rental agreement before booking/signing.**