TENT & Event RENTALS SPECIALIST
TENT & Event RENTALS SPECIALIST
(365 Event Solutions LLC d/b/a Legacy Tent Rentals)
Last Updated: 12/08/2025
These Terms & Conditions (“Agreement”) govern all rental orders placed with Legacy Tent Rentals (“Lessor,” “we,” “our,” or “us”). By paying the required deposit, the customer (“Lessee,” “you,” or “your”) agrees to these Terms & Conditions in full.
1.1 A 50% non-refundable down payment is required to secure any reservation.
1.2 The down payment is non-refundable under all circumstances, including but not limited to cancellation, change of plans, or weather-related issues.
1.3 Events booked after 4/1/20 remain non-refundable even in the event of pandemic restrictions, quarantines, or shelter-in-place orders.
1.4 Dates may be rescheduled subject to availability. The down payment will be applied to the new date.
1.5 Final payment of the remaining balance is due the Monday prior to the rental date.
2.1 Damage Waiver is optional. If you would like it removed, you must notify us in writing.
2.2 The Damage Waiver covers accidental damage or damage caused by natural events.
2.3 It does NOT cover negligence, abuse, loss, theft, or missing items.
2.4 For dishes, glassware, silverware, or food-service equipment:
Damage is covered.
Missing items above 3 units per item type will be charged at full replacement cost.
3.1 We do not deliver to Airbnbs (or similar rentals) or public parks. If discovered after booking, the order will be cancelled.
3.2 Delivery is typically 1–4 days prior to the event depending on order size and route planning. Delivery day is at the discretion of Legacy Tent Rentals.
3.3 Pickup occurs 1–4 days after the event. Pickup day is also at our discretion.
3.4 Specific delivery or pickup times may be requested but additional fees may apply.
3.5 If the venue requires same-night pickup, additional charges will apply based on time and order size.
3.6 Delivery trucks are 26 ft long box trucks with a 13’6” clearance.
3.7 You must notify us of arches, low wires, trees, narrow driveways, or any obstruction.
We are not liable for damage to obstacles that are not DOT-compliant.
We may unload at the street and charge a distance fee of $75 per 100 ft (minimum $75).
3.8 If delivery or setup requires navigating more than a few stairs, additional labor fees will apply. If not disclosed beforehand, the bill will be amended on site.
4.1 Chairs must be neatly stacked on dollies before pickup:
Non-padded chairs: stack of 50
Padded chairs: stack of 25
An additional fee of $0.25 per chair applies if chairs are not properly stacked.
4.2 Tent corners must be clearly marked prior to arrival.
4.3 Unless arranged otherwise, tables and chairs are not set up by Legacy Tent Rentals. They will be placed under the tent; upon pickup, they must be returned to the same location and stacked as delivered.
4.4 We cannot install pole tents on driveways. A frame tent must be used.
4.5 Sidewalls may not be removed. We will show you how to open them properly.
Sidewalls and heaters are non-refundable at any time.
4.6 Prohibited:
Staples, tacks, pins, nails
Tape on tent vinyl (only underside of tables permitted)
Damage will result in repair/replacement charges.
4.7 The area must be cleared of all obstacles (branches, furniture, debris). We are not permitted to move items.
After 10 minutes of waiting, a labor fee of $10 per additional 10 minutes applies.
4.8 Drilling holes into pavement costs $5 per hole; filling holes also costs $5 per hole.
4.9 Frame tent legs and weights may scratch or damage surfaces. We are not responsible for such damage.
5.1 The 50% down payment is non-refundable immediately upon payment.
5.2 If cancelled within 20 days of the event:
50% of all items will be charged (order updated to 0.5 billable days).
5.3 If cancelled within 10 days of the event:
75% of all items will be charged (order updated to 0.75 billable days).
5.4 If the truck is already loaded (typically the night before):
100% of the order will be charged.
5.5 Charges are non-negotiable, as equipment is reserved exclusively for your event.
6.1 All equipment remains the property of the Lessor.
6.2 Equipment may not be moved, relocated, subleased, or loaned without written permission.
6.3 Lessee accepts full responsibility for equipment from delivery until pickup.
6.4 Equipment must be returned in the same condition, except reasonable wear.
7.1 Lessee assumes all weather-related risks for outdoor events.
7.2 No tent is guaranteed waterproof; leaks may occur.
7.3 Cooking under or near tents is strictly prohibited.
7.4 Lessee must mark all underground utilities prior to installation and is fully responsible for any damages.
8.1 Lessee is responsible for any damage, loss, theft, or disappearance of equipment from delivery to pickup.
8.2 Equipment left out in rain or weather is considered excessively worn. A charge of 1/8 of the replacement cost will be applied.
8.3 Equipment damaged beyond repair will be charged at full replacement cost.
8.4 Dirty items may incur a cleaning fee at our discretion.
Lessee agrees to defend, indemnify, and hold harmless Legacy Tent Rentals, its employees, and agents from all claims, injuries, damages, or losses arising from use of rented equipment, including legal fees.
10.1 Lessee agrees to pay:
All rental charges
Delivery and pickup fees
Taxes
Damage, loss, and cleaning charges
Cancellation fees
Legal and collection fees if applicable
10.2 Past-due balances incur a 1.5% monthly fee (minimum $5).
10.3 Legacy Tent Rentals may charge the card on file for:
Add-on charges
Damage/loss fees
Adjustments after final audit
Lessor has the right to access the premises at any time to inspect, service, or retrieve equipment.
Linens must be returned dry and free of food waste.
Damaged linens (mildew, burns, tears, excessive stains) will be charged at full replacement cost.
13.1 Lessee waives rights related to New York exemption laws where permitted.
13.2 Lessor may assign rights under this contract; Lessee may not.
13.3 Time is of the essence; any extensions must be approved in writing.
By paying the 50% down payment, the Lessee agrees to all Terms & Conditions stated above.
If you are taking measurements for a structure such as a building or fence, please provide the height of the structure here. If height does not apply to the wash, for instance for a gutter wash, leave this field empty. Please note if you enter a value here after taking measurements, you will need to take measurements again.
