Rental Terms & Policies

Reservations and payments

A signed rental agreement and a 25% booking deposit reserve your equipment and services. The deposit is applied to your invoice and is non-refundable for customer cancellations, except where the weather policy below or applicable law provides otherwise.

The remaining balance is due seven days before your event. Bookings made within seven days require full payment at booking. Full payment is required before delivery.

We accept Visa, Mastercard, American Express, Discover, cash, and Zelle. Checks are not accepted. Please use payment instructions provided directly by Gina White Events.

Customer cancellations

For cancellations received at least 48 hours before scheduled delivery, we refund payments above the 25% booking deposit. For cancellations received less than 48 hours before scheduled delivery, all payments are non-refundable, subject to applicable law and the weather exceptions below.

The deadline is measured from the start of your agreed delivery window. Send cancellation requests to the email address or mobile number on your rental agreement. The time we receive your message determines the deadline; we will acknowledge receipt.

Weather and rain dates

If unsafe weather prevents delivery or installation, we will first work with you to arrange a mutually agreeable rain date, subject to equipment and service availability. All payments transfer to the new date once confirmed in writing.

If we cannot agree on a suitable rain date, all payments, including the booking deposit, will be refunded. No cancellation fee applies in these circumstances, even within 48 hours of delivery.

After installation

Once installation is complete, no refunds are issued for weather-related interruptions, early evacuation, or the customer’s decision not to use the equipment. This does not affect refunds required by law or remedies for equipment defects or our failure to provide agreed services.

Safety requirements always remain in effect. A tent must be evacuated when conditions are unsafe, even if this ends its use for the event.

If GWE cannot fulfill your booking

If we cancel for our own operational reasons and cannot provide a substitute you approve, we refund all payments for the canceled equipment and services, including the associated deposit.

Delivery and setup

Your written order identifies the equipment, quantities, rental period, delivery and pickup windows, and included services. Tent installation and removal are included with a GWE-installed tent unless a separate signed arrangement states otherwise.

Table and chair placement, linens, chair covers, draping, lighting, and their setup or breakdown are included only when listed in your order. Photos are illustrative; they do not add unlisted equipment or services.

Please arrange property-owner permission and clear access for delivery and pickup. Tell us about slopes, soft ground, stairs, narrow gates, overhead lines, and known private underground features. We will confirm site suitability, required utility locating, permit responsibilities, and power needs before installation.

Changes require written confirmation and depend on availability. Any additional labor or access charges must be quoted and agreed before additional work, except immediate action reasonably necessary for safety.

Equipment care and pickup

Please use equipment only as intended, follow the instructions supplied, and keep it at the agreed site. Report shortages, damage, or unsafe conditions promptly and stop using any item that appears unsafe.

Customers are responsible for loss or damage caused by their or their guests’ misuse, negligence, unauthorized changes, or failure to follow instructions. Ordinary wear, pre-existing damage, equipment defects, and damage caused by GWE are excluded. We document any reasonable repair, replacement, or excessive-cleaning claim for your review; ordinary cleaning is included.

Unless breakdown is included, empty and fold tables, stack chairs safely, and gather smaller rentals at the agreed pickup location. Follow our linen-return instructions and do not seal wet fabrics in bags. Leave installed tents, draping, lighting, and anchoring for GWE to remove.

Rental extensions require approval and an agreed price. Our own pickup delay does not add rental charges.

Tent safety

Tents are temporary structures and are not safe shelters from severe weather. Follow the site-specific operating limits, manufacturer instructions, and evacuation plan supplied for your installation.

Designate an on site contact to monitor weather, communicate with guests, and keep exits clear. Evacuate when directed by GWE or authorities, when the safety plan requires it, or when lightning, dangerous winds, flooding, structural movement, or another immediate hazard threatens occupants. Do not wait for our arrival. Call 911 in an emergency.

Do not relocate or alter tents, stakes, ropes, ballast, installed draping, or lighting. Cooking, smoking, open flames, and fuel-burning equipment are prohibited inside or near tents unless the specific use is approved by GWE and applicable authorities.

Your rental agreement

These policies explain our rental process. Your signed agreement and itemized order record your booking details and responsibilities. Please review them before paying your deposit. Any agreed exception or change must be documented in writing.

Planning and Day of coordination services are covered by a separate agreement. Nothing on this page limits rights or refunds required by law.

Questions about your booking? Get in touch with Gina White Events.