We’re here to help make your event smooth, beautiful, and stress-free. The following policies help ensure everything runs safely and fairly for everyone.

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Reservations & Deposits

A 25% non-refundable deposit is required to reserve your rental items. Your booking is confirmed once we’ve received your deposit, signed agreement, and a valid credit card on file. Our standard rental period is 72 hours unless otherwise arranged.

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Payments

Final payment is due 7 days prior to delivery or at pick-up. We prefer payment by credit card. E-transfers are accepted; however, a valid credit card must remain on file for all rentals.

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Delivery

• Large Tent Orders (within 30 km): $150 flat rate
• Small Orders (within 30 km): $50
• Larger/Bulk Orders (within 30 km): $75
• Beyond 30 km: $1.75 per km

Delivery and installation timing will be arranged 7–10 days prior to your event date.

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Tent Safety & Weather

Tents are temporary structures designed to provide shade and light rain protection. For everyone’s safety, tents must be evacuated during high winds, lightning, or severe weather.

If weather conditions are unsafe at the time of installation, we reserve the right to delay, adjust, or cancel installation. Safety always comes first.

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Site Requirements

• Underground line locates must be completed at least one week prior to installation.
• Any required permits must be obtained by the client.
• The setup area must be clear, level, and accessible.

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Equipment Care & Cleaning

We kindly ask that rental items be returned in the same condition as delivered and free of debris and excessive dirt.

Tables and chairs should be wiped down and free of tape or residue.

Concession machines (such as popcorn or cotton candy machines) do not need to be cleaned — we will clean and sanitize those upon return.

Additional cleaning fees may apply if items are returned excessively dirty.

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Rental Protection

Optional Rental Protection is available at 10% of the rental equipment subtotal (before tax). This covers accidental damage from normal use. It does not cover misuse, neglect, theft, or service-related charges.

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Cancellations

• 25% non-refundable deposit required at booking
• 8–14 days prior to event: 50% of total rental cost
• 7 days or less: 75% of total rental cost
• Within 72 hours: 100% of total rental cost

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Force Majeure

Everwillow Event Rentals is not responsible for delays or cancellations caused by extreme weather or circumstances beyond our control. If installation is unsafe due to weather or site conditions, we will work with you to determine next steps.