Policies & Procedures

We aim to make your rental experience with Every Event & Tent as smooth and stress-free as possible. As your trusted party suppliers and rentals partner in Central PA, our goal is clear communication and reliable service.

Below is a summary of our core policies so you know what to expect—no surprises, just great service.

For full terms, please refer to the event rental agreement provided at booking.

Reservations And Deposits:

In order to reserve rental items and be placed on our delivery schedule, a signed contract and a 50% non-refundable deposit is required to secure tent rentals and a 25% non-refundable deposit is required on all other items.
- Note – if your event is over 12 months in advance, reach out to us to discuss a custom payment schedule if needed.

We understand that things change during the planning process and as you receive RSVP’s for your event. Quantities can be reduced up to 10 days prior to your event. We recommend estimating on the higher side to ensure availability. You’ll only be billed for the final confirmed quantity.

Payments, Cancellations & Changes

Final payment is due 7 days before your event. We accept credit cards, ACH, checks, and cash. A valid credit card is required to be kept on file for security and possible damage.
All payments, including deposits, are non-refundable once received.
Cancellations within 10 days of your event may result in full payment being charged.

Rental Period

Our standard pricing is for one day rentals. Most “one-day” rentals cover the day before, the day of, and the day after your event.
Extended rental periods are available at an additional cost.

Delivery, Setup & Pickup

We offer delivery and pickup services. Fees vary based on distance, terrain, and accessibility.
Tent, stage, and dance floor setup is included in the price. You are responsible for setup and breakdown of tables, chairs, linens, and decor unless otherwise arranged.
Please have all rental items ready for pickup as they were delivered (chairs restacked, tables folded, etc.). Additional fees may apply if items are not ready or stacked properly.

Customer Pickup

If you choose to pick up your rental items, please come prepared with a suitable vehicle and any necessary tie-downs or padding.
You’ll be responsible for safe loading, transportation, and return of the items. A valid driver’s license and credit card must be provided at pickup.

Items must be returned during designated business hours and in the same condition in which they were received.

Care & Responsibility

Once items are delivered or picked up, they become your responsibility. As your party suppliers and rentals partner, we trust you to care for our inventory as if it were your own.

All rented items must be kept clean, dry, and protected from weather and theft.
Tables, chairs, and linens should be returned free of food, wax, or heavy debris.
Dishes, glasses, and silverware must be scraped and rinsed before return.
Linens should be shaken out and returned in the linen bags provided. Please keep dark and light linens separate.
Any items damaged, lost, or returned in poor condition may result in additional fees or replacement charges.

Tent Safety & Setup

Before installation, customers must:

Notify us of the surface type (grass, concrete, gravel, asphalt).
Ensure enough space is available for tent setup. We recommend measuring in advance. If desired, we offer site visits for measurement starting at $75 + mileage.
Mark all underground utilities such as gas, water, irrigation, and electric lines. We recommend calling 811 at least one week before your event. We are not liable for damage to unmarked utilities or landscaping.

To ensure the safety of your guests and the integrity of our equipment, please review the following guidelines:

No cooking or heating is permitted under or within 10 feet of any tent. Gas heaters, grills, or open flames are not allowed. Any burns, smoke damage, or residue left on tent fabric will require full replacement of the tent top at the customer’s expense.
Tents are not designed for shelter during severe weather. In the event of storms, lightning, strong winds, heavy rain, snow, or other hazardous conditions, evacuation is recommended. It is the customer’s responsibility to monitor weather and ensure guest safety.
If sidewalls are installed and high winds are expected, the sidewalls should be removed

Linen Care

Shake linens free of debris and return them in the linen bags provided.
Separate light and dark colors. Return all hangers. Failure to return hangers will be subject to a $5 fee per hanger.
Candle wax, burns, mold, or stains may result in replacement charges. Never leave linens or laundry bags on the ground if it’s damp or raining. They should be kept off the ground on a table.

Dishes & Food Service Rentals

Rinse and scrape dishes before returning.
Return items in the same containers or racks they were delivered in.
Centerpieces should be clean, dry, and wax-free.

Loss or Damage

You are responsible for rental items from the time of delivery or pickup until return.
Items must be kept protected from weather and secure from damage or theft.
Fees apply for lost, damaged, or improperly returned items.

Weather & Site Conditions

For safety, we reserve the right to delay or cancel installation in extreme weather.
We may not install tents in muddy or unsafe locations.
Clients must ensure a clear and safe work area for delivery and setup. Obstacles, extended distance from the parking area, or unsafe access may result in additional charges.

Have questions?

We’re here to help! If anything is unclear or you’d like to talk through your event details, don’t hesitate to reach out. Our team is happy to walk you through the rental process and make sure you feel confident every step of the way.

Thank you for choosing Every Event & Tent—we’re honored to be part of your celebration!