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Ottawa Party Tent Rental - Rental Policy


The RENTAL AGREEMENT is made between Ottawa Party Trent Rental & its agents  (“Rentor”) and the person and/or firm to whom this invoice is directed (“Rentee”)

1. TERMS/RENTAL/PAYMENT: This is a lease of the equipment and accessories (hereinafter collectively referred to as “equipment”) described on the reverse side hereof and not for sale, conditional or otherwise thereof. The term of this lease, unless otherwise specified, is from day to day. Without a signed contract and 60% non-refundable deposit upon signature of contract, the reservation for any rental equipment may be terminated without notice at the option of Rentor. Balance payment is due two (2) weeks prior to event day.

2. LOCATION: The equipment shall be used only at the location shown on invoice shall not be removed from these locations without Rentor’s prior written consent.

3. COMPLIANCE WITH LAWS, LABELS: Rentee shall comply with all laws, ordinances and regulations in anywise relating to the use, operation or maintenance of the equipment. Rentor’s property labels shall not be removed. Rentee is responsible for removing Rentee’s identifying labels before returning the equipment.

4. ACCEPTANCE: Rentee acknowledges that he has fully inspected and accepted said equipment in good condition and repair.

5. INSPECTION: At all times during rental period, Rentor shall have the right to inspect the equipment or observe it’s use.

6. ALTERATIONS: Rentee shall not make any alternations, additions or improvements to the equipment without written consent of the Rentor.

7. LOSS AND DAMAGE: Rentee hereby assumes and shall bear the entire risk of loss and damage and repair costs to the equipment from any and every cause whatsoever, except as otherwise provided in following paragraph.

8. SURRENDER: Upon the expiration or earlier termination of this lease, Rentee shall return the equipment and all accessories (including, but not limited to, sensors, connectors, cable, terminations, power cords operation, or maintenance manuals, and test charts furnished by Rentor to Rentee in good repair, in the same condition as said equipment was at the time of delivery thereof to Rentee, ordinary wear and tear resulting from the proper use thereof alone excepted.

9. LIENS : Rentee shall keep the equipment free and clear of all liens and encumbrances whatsoever.

10. WARRANTY: Rentee acknowledges and agrees that Rentor makes no warranty, express or implied, regarding the equipment, including without limitation any warranty or merchantability or fitness for any purpose. Rentor’s obligation to Rentee shall be limited to the repair or replacement of equipment which is defective when dlivered to Rentee, and Rentee agrees that this shall be its sole and exclusive remedy against Rentor.

11. DEFAULT: Upon Rentee’s default or breach of any provision hereof, or upon the happening of any event expressed in the following paragraph (12) hereof, Rentor shall have, in addition to all legal remedies available to him, the right to take possession of any or all items of equipment, without demand or notice, wherever the same may be located, without any court order or other process of law and Rentee hereby waives any and all damages occasioned by said taking. There is also a $50 administrative charge for bounced check collection.

12. BANKRUPTCY: Neither this Rental Agreement nor the equipment is assignable or transferable by operation of law, if any proceeding under the Bankruptcy Act, as amended, is commenced by or against the Rentee, or if the Rentee is adjudged insolvent, or makes any assignment for the benefit of his creditors, of if a writ of attachment or execution is levied on any item or items of the equipment and is not released or satisfied within ten (10) days thereafter or if a receiver is appointed in any proceeding or action to which the Rentee is a party with authority to take possession or control of any items of the equipment, Rentor shall have and may exercise any one or more of the remedies set forth in paragraph11 hereof. This Rental Agreement shall, at the option of the Rentor, without notice, immediately terminate and shall not be treated as an asset of Rentee after the exercise of said option.

13. RENTOR’S EXPENSES: Rentee shall pay Rentor all costs and expenses, including attorney’s fees, incurred by Rentor in exercising any of its rights or remedies hereunder or enforcing any of the terms, conditions, or provisions hereof.

14. ASSIGNMENT, ETC: The Rental Agreement and/or the equipment, may not be assigned, transferred, pledged, hypothecated, sublet or lent by Rentee to anyone without prior written consent of Rentor. Rentor may assign the Rental Agreement and/or mortgage and/or sell said equipment subject to the terms hereof.

15. CANCELLATION: Cancellation prior to 14 days before event day is not subject to an additional charge.


16. Premises upon which the tents are to be erected and dismantled are to be presented to Rentor or its representatives cleared of all erections, structures or other impediments before erection and dismantling, the surface clean and suitable for spreading tent tops. If Rentor crew is required to wait such impediments are removed, or Rentor crew are required to move any equipment prior to erecting or dismantling the tents, labour charges are in addition to the contract price at a rate of $35.00 per man per hour.

17.No stalls, display booths, framework or structures shall be constructed under tents, closer than one foot to the top of tent.

18.It is expressly understood and agreed by and between the parties that Rentor shall not be liable in any manner and shall be held harmless for any injuries or damages caused to persons, property, materials, stock or other things or articles whatsoever while said persons, things or articles are in, under or about said property.

19.Rentor shall not be liable and shall not be held responsible in any way, by Rentee, for injuries or damages however caused, including but not limited to fire from any cause, rain, hail, sleet, snow storm, high winds, tornadoes, floors, or other disturbances of nature or by tents or other equipment falling by reason thereof, to any persons materials or exhibits while under, near or about the above described property.

20.Rentor shall not be liable and shall be held responsible in any way in any manner for injuries or damages caused to persons or things falling over or coming in to contact with ropes, stakes, or other supports of the above described property.

21.In the event the aforesaid property is blown down or damaged in any manner whatsoever due to storm, tornado, high wind or other disturbances of nature, the fees agreed upon reservation for this equipment shall be due in full and payable as per the agreement.

22.If the soil texture of the premises supplied by the Rentee is not sufficient to securely hold stakes for guying tents, or because of rock, shale or other unusual conditions, special provisions will have to be made for staking tents and additional charges will apply.

23.Erecting a tent on an asphalt surface is possible but requires that we drive iron stakes approximately 3ft long and 1 inch in diameter through the surface. When a tent is installed on a concrete surface, stakes cannot be used. We must drill holes through the concrete and screw in eye-bolts. We guy ropes to the eye-bolts to anchor the tent. We charge $5.00 per holes for this service. When a tent is erected on asphalt or concrete, Rentor is not responsible for filling holes left by stakes. If the Rentee desires, we can fill the holes with ready-mix asphalt immediately after stakes are removed for an additional fee.

24.It is the responsibility of the Rentee to check with if any governmental permits are required (Federal, Provincial, Municipals, Fire Departments, ex. Building Permit) prior to the installation date to confirm the requirements of permits for erection of tents. Book locates with ONTARIO ONE 1-800-400-2255 at least 2 weeks prior to your event to ensure that we can erect the tent.

25.Rentor shall be released hereunder for conditions brought about by acts of God, strikes, boycotts, or other conditions beyond their control.

26.Rentor shall not be responsible for damages to any underground installation unless it is specifically marked by the Rentee. The Rentee is responsible of notifying the tent crew of any underground water, electrical or sewage lines prior to erecting the tents. Rentor is not responsible for damage to ground or any paved portion of the site, nor of damage to trees, shrubs, flowers, or adjacent land resulting from the installation of equipment.

27.The Rentee understands that tents are temporary structures designed to provide limited protection from weather conditions, primarily sun and rain; however there may be situations, particularly those involving strong winds and lightning, in which the tents will not provide protection, may leak during heavy rain and may even be damaged or blown over. Evacuation of tents to avoid possible injury is recommended when severe weather threatens the area where the tent is erected. People must leave the tents and not seek shelter in tents during such conditions.

28.From the time Rentor crew leave after installing the tents until they return to remove the tents, the Rentee agrees to maintain the tents and other rental equipment in good condition, keeping all the poles in place, all ropes tight and tied and keeping the walls of the tent neatly folded off the ground.

29.No cooking, no BBQ or any other heating device is permitted in or under or near the tents.

30.Any waiting time caused by improper instructions given by Rentee, change of plans of Rentee, failure of Rentee to appear at agreed scheduled time or failure of Rentee to comply with all contract terms occasioning a delay of Rentor crew, shall be charged in addition to the contract price.

31.Rentor provides a 24-hour on call service to our Rentees. It is agreed and understood by and between the parties that there is a charge in addition to the contract price for service calls. Rentees may retain the services of Rentor during an event. Additional charges apply for this service.

32.The Rentee further expressly agrees to pay on demand : a) all charges shown herein in accordance with the provisions of this rental agreement; and b) the amount of any collection costs including legal fees and disbursements incurred by Rentor in obtaining payment from Rentee.

33.In the event Rentee does not pay any and all sums due under this agreement the Rentee agrees to pay such sums, plus interest hereon at the rate of 2% per month on the unpaid balance.

34.Labour charges herein provided shall be charged at $42.50 per man, per hour.

35.Both parties herein understand and agree that the terms and conditions of the entire rental contract are set forth on both sides of the instrument and that the same contains all agreements of the parties.

36.We further agree that we hold Rentor harmless from any liability whatsoever resulting from the use of said equipment and further agree that said property will be used solely by the Rentee and/or persons herein designated and no other persons without the consent of the Rentee of said equipment.
37.Any damaged or missing items will be charged to the Rentee.

38.Method of payments : Cash or cheques payable to Rentor

39.Be sure all equipment is returned according to these TERMS AND CONDITIONS. The Rentee is solely responsible for any additional charges incurred as a result of failure to meet these conditions. All collection fees, attorney fees, court costs, or any expense involved in the collection of rental charges will be Rentee’s responsibility.


40.The customer is responsible for obtaining the requisite liability insurance. The customer shall also take all necessary precautions to prevent loss or damage of equipment from vandalism, theft, defacement, arson, and or other unlawful behavior; and in the event of loss or damage, the customer is responsible to reimburse Rentor within 30 days following the event.

41.Tent /Tarp Replacement fees in event of damage: Negligence costs for tarp (tops of the tent) are specific to the style of tent. For example: 20 x 20 Marquis Tarps ($3000) are not repairable as they are engineered in one piece. A 20 x 80 tent has four 20 ft sections, so if just one 20 ft section (approx. $4500 ea) is damaged, the customer would only be expected to replace the damaged section. Your insurance may want a replacement cost for the whole rental in case everything is damaged. Please call for your specific replacement cost.

42.Tent sides must be kept clean from grass, mud, smoke (BBQ, citronella, fire pits etc.) and urine. It takes 3 people to move each side as they must be kept off the ground at all times. Sides must be left hanging – just fold back if not needed. A cleaning fee will be charged in case of neglect. In the event that the sides are not cleanable, the customer is responsible for the replacement of the damaged sides. Replacement fees are as follows: 20ft white side - $400 plus shipping and taxes 20ft windowed side - $800 plus shipping and taxes 45ft white side - $750 plus shipping and taxes 45ft windowed side $1150 plus shipping and taxes

43.Tables are heat sensitive; do not place candles, mosquito rings, hot pots, or buffet servers, or any other hot object, on tables. Protective wood covers are available – please notify how many are required. Table replacement values: 5ft round table - $100 each plus shipping and taxes 6 ft square table - $65 each plus shipping and taxes
Bistro chairs, high back white plastic. Replacement value should they be damaged: $4.25 ea. Folding padded chairs replacement value is 8.99 ea.

44.Fridge on Trailer: Fridge requires a dedicated 15amp service. It has one hundred feet of heavy duty extension cord. The unit needs to sit 12 hours before plugging in; and 24 hours when it is stocked to get it to the desires temperature. Rentor. will make every effort to fix the problem, or replace the unit. If the unit is not fixable/replaceable a full refund for rental of unit will be given. Rentor is not responsible for spoiled food.

45.Current replacement market value will be applied to all equipment not listed herein.


Specialty Packages

Hawaiian Luau Tiki Bar

Hot Tub - Jaccuzi

Pole Dancing

Casino Tables/Games

Movie Night Magic

Water Slides - Bouncers



"Thank you for helping us organize our special wedding day. We had a lots of fun. We would definitely recommend you to anyone planning a wedding because of your professionalism and good organizational skills." Sylvie




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