Terms and Conditions

EQUIPMENT RENTAL AGREEMENT & LIABILITY WAIVER

1. RENTAL PERIOD & DELIVERY LOGISTICS

  • Rental Duration: All equipment is rented on a weekend-flat block structure. Deliveries are typically executed on Friday afternoon/evening, and breakdowns are completed on Sunday morning/afternoon, unless alternative windows are mutually agreed upon in writing.

  • Access Constraints: The Renter guarantees that the setup property features a clear, unobstructed pedestrian path or gate measuring at least 36 inches in width. The Company's delivery crew cannot lift heavy rolling dollies or mobile bars over high privacy fences, through narrow interior residential hallways, or up flights of outdoor stairs.

  • Driveway Drop-off Clause: If the delivery crew arrives and finds access is narrower than 36 inches, blocked by debris, or otherwise inaccessible, the Company reserves the right to drop all equipment at the driveway line. In this event, the Renter assumes full responsibility for setup, and no refunds will be issued for setup labor.

2. FEES, RESERVATIONS, & CANCELLATIONS

  • Payment Structure: A 50% non-refundable retainer deposit is required at the time of booking to reserve your calendar date and secure inventory. The remaining 50% balance is automatically charged 7 days prior to the delivery date.

  • Refundable Security Hold: A $150 authorization hold will be placed on the Renter's credit card 48 hours before delivery. This hold will be completely released within 5 business days after the event, provided all equipment is returned clean, undamaged, and with zero missing items.

  • Cancellation Policy: Cancellations made more than 30 days before the event will forfeit only the 50% non-refundable deposit. Cancellations made within 7 days of the scheduled delivery date are 100% non-refundable.

3. WEATHER & "ACTS OF GOD" POLICY

  • Structural Wind Ratings: The commercial frame tents provided are heavy-duty structures engineered for standard rain and moderate weather. However, for the safety of the Renter and their guests, if a severe weather system, lightning storm, or high wind warnings exceeding 30 mph are forecast by the National Weather Service, the Company reserves the right to cancel the setup or dismantle an active installation immediately.

  • Rain-Date Credits: In the event of a severe weather cancellation by the Company, the Renter will receive a 100% business credit voucher valid for any open date within the next 12 calendar months. The Company is not liable for additional costs associated with a weather-canceled event, and no cash refunds will be issued.

4. SUBSURFACE HAZARDS & GROUND STAKING

  • Georgia 811 Compliance: If setting up a tent on natural grass, the Renter will coordinate a free Georgia 811 public utility locate request 3 business days prior to driving 30-inch steel anchoring stakes into the ground.

  • Private Line Liability Exclusion: The Renter assumes 100% legal and financial responsibility for clearly marking or communicating all private underground lines on the property, including but not limited to: lawn irrigation/sprinkler pipes, invisible dog fences, exterior lighting wires, septic tanks, and shallow graywater lines. The Company is completely exempt from liability for any property damage resulting from punctured private lines that were not visibly marked by the homeowner.

  • Driveway Hard Surface Surcharge: Setup on concrete, brick, or asphalt requires heavy concrete ballast weights instead of stakes. Driveway setups must be disclosed during booking and are subject to a flat $50 weight-handling surcharge.

5. PORTABLE BAR & ALCOHOL LIABILITY EXCLUSION

  • Dry-Bar Rental Only: The Renter explicitly acknowledges that the portable folding bar provided by the Company is strictly a piece of physical furniture.

  • Zero Staffing or Supply: The Company does not provide bartending staff, alcohol, mixers, glassware, or ice, and does not possess a retail or commercial liquor license.

  • Liquor Liability Waiver: The Renter assumes 100% sole liability for complying with Gwinnett County and Georgia state liquor laws, obtaining any required local private party permits, preventing underage drinking, and managing guest safety. The Renter agrees to indemnify, defend, and hold harmless Fox Den Rentals LLC from any claims, injuries, or legal actions stemming from the consumption of alcohol at the event.

6. EQUIPMENT MAINTENANCE, REPLACEMENT, & INDEMNIFICATION

  • Care of Equipment: The Renter agrees to maintain all equipment in a secure, sheltered area when not in active use. Cooking equipment, open-flame grills, and deep fryers must be kept at least 15 feet away from the tent canopy to prevent smoke damage or melting vinyl.

  • Replacement Costs: The Renter agrees to pay for any equipment lost, stolen, or damaged beyond normal wear during the rental window. Standard replacement fees will be billed directly to the credit card on file at standard market rates (e.g., $35 per White Resin Chair, $120 per Folding Table, $250 per Patio Heater).

  • Bodily Injury Indemnification: The Renter acknowledges that outdoor structures, folding furniture, and electrical lighting present inherent operational risks. The Renter agrees to release, waive, and forever discharge Fox Den Rentals LLC, its members, and employees from any and all liability for bodily injury, illness, or property damage sustained by the Renter or their guests during the rental period.

7. GOVERNING LAW

This Agreement shall be governed, construed, and enforced in accordance with the laws of the State of Georgia. Any legal actions or disputes arising from this contract shall be filed exclusively in the courts of Gwinnett County, Georgia.