We will make every effort to accommodate any situation, but ultimately these should be handled before the delivery.
SPACE: It is the Customer's responsibility to make sure there is a large enough space for setup. Customer is responsible for measuring their setup area to make sure it will fit (See Our Tent Sizing Chart for Your Reference). As per Tent Regulations, there needs to be a 10 foot buffer zone around the entire Tent. If, upon delivery time, Charlotte Party Rentals discovers there is not enough space for setup, then a cancellation fee may be applied up to the full amount of the rental. Hills or slight inclines in setup location should be a maximum of 5 degrees.
SITE PREPARATION: Customer must make sure setup site is ready, (i.e. lawns mowed, vehicles/obstacles out of the way, animal feces removed, setup location cleared) before driver is scheduled to arrive. A clear path to the set up area is required. In order to expedite service we need to be able to get in and out as easy as possible. It is not our responsibility to rearrange furniture, move garbage cans or pick up anything to be able to set up for your party. If the site is not ready or accessible when the driver arrives, or if rented equipment cannot be moved directly on site (extra handling involved) the customer may be charged an additional delivery fee. If site is not prepared driver might be forced to leave and reschedule your delivery at a later time, in which case a delivery fee might be applied.
Strictly, no any forms of cooking are allowed within the tent setup as this may cause the Tent Top to melt or get burned. Cooking devices and other flammable materials should be placed 10 feet away from Tent Setup Location. Damage or Replacement Fee will be charged to the Client which is equal to the material cost if this guideline has been violated.
UNDERGROUND UTILITIES: Please be ready to inform driver of the existence of any underground utilities (i.e. phone lines, gas lines, septic system, etc.), that may interfere with the ability to stake and/or anchor equipment. Customer assumes responsibility for any damage to underground equipment, or landscaping resulting from equipment installation.
SETUP WITH WATER BARREL: Water Source should be within 75 feet from the setup location and has to be a Garden Pipe for Hose connection (We will be providing the Garden Hose)
SETUP WITH STRING LIGHTING: Power Source should be within 75 feet from the setup location (We will be providing the Extension Cords).
Q: How much space do I need for a tent?
A: All our tents require stakes pounded into the ground to safely secure the tents. Typically, stakes will be set anywhere from 5 to 10 feet away from the tent. This can add as much as 20 feet to the overall dimension of the tent. Our staff can provide specific dimensions based on your tent. As a general rule, you should add 10 to 12 feet to each dimension of the tent. For example, a 40'x 60' tent may require an area 52' x 72'.
Q: Can you install a tent on asphalt or concrete? On a patio or deck?
A: Yes we can. We offer a wide variety of sizes and types of tents that can be installed in many locations. Any of these scenarios requires a site visit by our staff to measure and determine the feasibility of a safe installation. You may also initially send us a photo to assess your venue.
Q: Can tents be installed in cold weather?
A: Yes. We can and do install tents throughout the winter for many types of events. Tents can be completely enclosed and heated as necessary to provide a welcoming outdoor event space. However, weather is a very important factor, particularly in cold weather installations. Please contact our Events Specialist in advance to properly address cold weather tent issues.
Q: Can I install a tent myself?
A: All our tents are professional grade and require installation by skilled installers as required by our insurance. Having a tent installed by a trained crew of installers also ensures a safe installation that only serves to benefit your guests and your event.
Q: Can I cook under or near a tent?
A: Cooking under or near any of our tents is strictly prohibited. While the tents are fire resistant, they are susceptible to damage from heat and smoke. Customers are solely responsible for any damage from cooking equipment, fireworks, explosives, fire pits, bonfires or other fire sources.
TABLES & CHAIRS: Setup of these items is entirely the Client's responsibility. There is an additional $1/Table and $0.50/Chair Setup Fee should you want Charlotte Party Rentals set them up for you. We ask that the items be prepared for pick-up just as they were dropped off; that is to say that all tables, chairs and tents should be folded and stacked as they were dropped off.
SPECIAL LINEN INSTRUCTIONS: Customers are responsible for damages from stains and misuse (mildew, burns, wax, tears, writing, etc.) to Linen. Shake off all debris and make SURE Linen is dry before bagging to prevent staining and mildew (Linen should not be left wet more than 6 hours). Linens are not to be used: as a rag, for mopping, or drop-cloth. In general, "Treat these Linens as if they were your own." You will be charged full replacement cost for Linen returned damaged. Charlotte Party Rentals provides a cloth bag for returning soiled linen. Replacement Cost is 5 times the rental cost.
Extension Cords: Charlotte Party Rentals Setup Team provides cords with 75 feet length.
Garden Hose: Charlotte Party Rentals Setup Team provides hose with 75 feet length.