Terms & Conditions

Reserving and Renting Equipment

A non-refundable 25% deposit is required for all rental equipment. This deposit will be applied to the final balance.
Equipment reservations are confirmed only after receipt of the deposit, a valid credit card number, and the signed rental agreement.
Reservations are valid for 72 hours. Should you require additional time, please contact us for weekly or monthly rates.

Liability

You agree that Everwillow Event Rentals is not liable for any financial loss or physical injury resulting from the use of rental equipment, whether properly or improperly used by you or others you authorize.

Equipment Care

Do not use tape, staples, or alter any rental items, including but not limited to tents, canopies, tables, and chairs. Any damage may result in charges for repair or replacement. Tape on the underside of tables is permitted.
Tables, chairs, and décor must be kept in a covered area. Rain damage will incur additional charges.

Cooking Restrictions

Cooking is not allowed inside or near the tent or canopy, nor within a reasonable distance from these structures.

Tents and Canopies

Tents and canopies are temporary structures, designed to offer limited protection from sun and rain. Evacuate the tent during high winds, storms, or lightning. If sidewalls are rented, they should not be removed; we will show you how to open and close them.

You are responsible for any physical damage to rental equipment in accordance with the terms below, unless covered by the Rental Protection Plan.

Tents and Setup

Delivery & Setup: Delivery and setup will be scheduled within our work schedule, aiming to set up 3-4 days prior to the event, depending on weather and availability. Tent take-down usually occurs 1-2 days after the event.
Staking & Site Preparation: Tents are staked into the ground using stakes between 24-42 inches in length. Underground lines locates must be done at least one week prior to the event. Everwillow Event Rentals is not responsible for damage to utilities, water lines, sprinklers, or landscaping.
Site Requirements: The site for the tent must be clear of overhanging branches, wires, and obstacles. The lawn should be mowed, and all furniture and vehicles removed before setup.
Municipal Requirements: Some municipalities require permits for tents. Our tents are commercial grade and fire-rated. Please contact us if you need engineered drawings for the tent.

Rental Protection Plan

The Rental Protection Plan covers accidental damage through normal use, up to $150.00. Damage over $150.00 will be covered at 50%, with the remaining 50% your responsibility.

The plan does not cover damage caused by neglect, abuse, vandalism, misuse, or theft.
Items must be returned for the protection plan to apply.
The plan is a non-refundable 10% charge added to the invoice. You may decline the plan by contacting us prior to pick-up or delivery. If declined and damage occurs, you will be responsible for full repair or replacement costs.

Payments

Payment is due upon pick-up or 7 days prior to delivery—no exceptions. We are not responsible for any delays caused by late or non-payment.
Payments can be made by credit card or e-transfer. A valid credit card must be on file if paying by e-transfer.

Delivery and Pick-Up

Delivery Fees: Delivery within the City of Peterborough is $50. Delivery outside of Peterborough may incur additional charges based on location. Delivery fees may change after an on-site inspection.
Delivery & Pick-up Timing: Delivery will occur 1-3 days prior to your event, with pick-up 1-2 days after the event. Delivery times will be arranged a week before the event.
Set-Up: Set-up of pop-up canopies, tables, and chairs is not included unless otherwise specified. Set-up is available for an additional fee and must be pre-arranged. A layout for table and chair set-up is required 24 hours prior to the event. No changes can be made after submission.
Customer Presence: We recommend being present during delivery to sign paperwork and settle accounts. If you cannot be present, arrangements must be made in advance to settle the account and sign the paperwork.
Post-Event Pickup: After the event, tables and chairs should be neatly stacked for pick-up. Chairs must be stacked with the seat facing down. An additional fee of $100 will apply if we are required to stack tables and chairs.
Decorations and Trash: Please remove all decorations, floral arrangements, and trash before pick-up. You are responsible for any damage caused by decorations.

Customer Pick-Up and Drop-Off

Items are available for pick-up. Please contact us to arrange a pick-up time to ensure items are ready.
The account must be settled before pick-up. A government-issued ID is required at the time of pick-up. If someone else picks up the items on your behalf, they must have the account settled and bring their own ID.
You are responsible for transportation and any damage that occurs during transit. Ensure you have the proper equipment (tarps, ratchet straps, truck/trailer) for safe transport.

Returns

You are responsible for the condition of rental items while they are in your possession. Items must be returned in the same condition as rented. We will notify you within 2 days of any damaged or missing items.
Damaged items will incur a repair or replacement fee, which will be automatically charged to the credit card on file. If an item is beyond repair, you will be charged the full replacement cost.
Late returns will incur a half-day rate for each additional day. If you cannot return items on time, contact us to arrange a pick-up (a pick-up fee may apply). Rented items are charged for the full rental duration, even if not in use.

Cancellations

The 25% non-refundable deposit is required at the time of reservation.
If you cancel up to 1 week before the event, you agree to pay 50% of the total rental cost.
Cancellations within 24 hours of the event will incur a 100% charge of the rental cost.