Hougards Event Rentals LLC Event Rental
Terms, Conditions, and Rental Contract
Reservation & Deposit
Quotes do not guarantee availability. Reservations require a signed contract, a valid credit card, and a non-refundable deposit. Deposits are 25% for orders under $2,000, or 50% for orders of $2,000+. Our deposit fees are strictly non-refundable.
Rental Terms & Conditions
Paying the payment request for the rental equipment associated with the attached pricing constitutes agreement to these rental terms and conditions. You are responsible for reading the entire terms and conditions. The following conditions and terms set forth an agreement between Hougards Event Rentals LLC and the event host/client (client), for items displayed on the invoice, special requests stated in the notes area, and the final signed rental agreement. This written terms and conditions sets forth the full, written intention of the host/client. Signature on this form/terms and conditions constitutes agreement to this document. All rental charges are to be paid 7 days in advance of your delivery/pickup date to Hougards Event Rentals LLC by credit card. A 25% non-refundable deposit (50% for orders over $2,000.00) is required to confirm a rental reservation, with the final balance due 7 days before your delivery/pickup date. Upon delivery or pickup, the renter agrees that all of the rentals are in satisfactory condition. If the client wants to document some damage upon renting, they must do so before the items have either left our facility or when a representative from Hougards Event Rentals LLC is present for delivery/setup, providing photographic and/or video evidence. Damage incurred during the rental term to rental equipment is not covered by Hougards Event Rentals LLC insurance. The client assumes all financial responsibilities for the equipment listed in the rental agreement. The client will pay all late fees for any and all equipment returned after the due date. The client will pay any fees incurred by the owner in the event of repossessing the items or collecting the rentals due. Hougards Event Rentals LLC reserves the right to backcharge the credit card on file to pay for the stated costs and fees. The Client is solely responsible for marking all underground utilities, lines, and sprinkler systems prior to tent installation. Hougards Event Rentals LLC assumes zero liability for any damage to underground property or utilities resulting from staking. Per Colorado law, a utility locate must be completed before any tent staking can occur. The Client is solely responsible for contacting Colorado 811 to schedule a line locate at least 3 business days prior to installation. Hougards Event Rentals LLC will not drive stakes into any ground that has not been clearly marked by Colorado 811. The Client assumes 100% financial liability for damage to any unmarked private or public lines such as underground sprinkler systems, landscape lighting, or utility lines.
On-site shutdown by any Government Agency and all fines or fees attached will be the client's responsibility. Hougards Event Rentals LLC releases all liability; the client will assume 100% financial liability for any and all fines related to a lack of or improper/inaccurate necessary permits and permit filing.
A picture ID and credit card with a matching name are required to be submitted and kept on file for all renters during the rental period. Records may be destroyed at the request of the client after all rented equipment is returned and the rental period is officially closed. In no event shall Hougards Event Rentals LLC be liable for any indirect, special, incidental, or consequential damages (including lost profits or event cancellation costs). The Maximum collective liability of Hougards Event Rentals LLC for any breach, negligence, or tort arising out of this contract shall be strictly limited to the total dollar amount actually paid by the Client under this specific contract. This agreement shall be governed by and construed in accordance with the laws of the State of Colorado. Any legal action, lawsuit, or proceeding arising out of this agreement must be
brought exclusively in the courts of Denver County, Colorado.
Late Fees
The Client agrees to return all rented equipment by the agreed date and time on the client’s contract. Failure to return rented equipment by the agreed date and time will result in a late fee of 50% of the client’s contract total per day for up to the first 3 days. After 3 days, the equipment will be considered lost or stolen, and 100% of all rented equipment’s full retail replacement price will be charged to the client's credit card. All collection fees, attorney fees, court costs, or any expense involved in the collection of rental charges will be the client’s responsibility. The client explicitly authorizes Hougards Event Rentals LLC to automatically charge the credit card on file for these replacement costs, damages, missing items, late fees, or unreturned equipment. The client agrees all such charges are valid and strictly agrees not to initiate a chargeback or dispute with their credit card issuer for any fees assessed under this agreement. The client understands the stated late fees according to these TERMS AND CONDITIONS.
Weather
The client 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 wind and lightning, in which tents will not provide protection 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. Colorado weather can change rapidly. In the event of severe weather warnings—including but not limited to sustained winds exceeding 35mph, heavy snow accumulation, or severe lightning—Hougards Event Rentals LLC reserves the right to delay installation or execute emergency takedowns for public safety. The Client agrees to evacuate any rented tents immediately if severe weather strikes. Furthermore, no refunds will be issued due to weather-related event disruptions. The client will make sure all equipment is secured when not in use and protected from the weather. Hougards Event Rentals LLC shall be held liable or responsible for failure to execute this contract due to acts of God, severe weather, strikes, government restrictions, transportation delays, or any other accidents or emergencies beyond the company's reasonable control. In such events, the company’s liability is strictly limited to a refund of any payments made, minus the non-refundable deposit.
Cancellations & Refunds
All cancellations must be emailed to [email protected]. The deposit is always non-refundable.
● Cancellation more than 6 weeks before event: Deposit converts to a non-expiring company credit.
● Cancellation between 10 to 7 days before event: Full contract payment may be retained (last-minute policy).
● Cancellation within 7 days of event: No refund or credit of any payments.
Government restriction cancellations follow the deposit-transfer policy outlined above. An on-site shutdown by any Government Agency does not qualify for a refund. It is the responsibility of the client to check with local city, park, and fire departments regarding required permits. Most agencies require a permit for tents over 400 square feet.
Delivery/Pickup Service
Delivery service is available on all orders regardless of size. All fees are based on tailgate delivery and charged by geographic location. Additional delivery charges will occur for second-floor or higher delivery locations, excessive distance for loading and unloading trucks, specific delivery and pickup times, and after-hours delivery and pickup. The delivery fee quote
may change after a formal site inspection. All items will be delivered and picked up at a designated location. The client should be available to count all items upon delivery and pick up; otherwise, the counts will be considered accurate unless the client provides photographic evidence of a discrepancy within 12 hours of delivery. Orders are typically delivered 1–3 days in advance of your event, while pickups occur 1–2 days following your event. You may request a custom delivery or pickup time at an additional cost of $175.00 per loaded trip on top of the standard delivery rate. Responsibility for equipment remains with the client from the time of delivery to the time of pickup.
Additional charges may apply if:
● The site is not ready or accessible when the crew arrives.
● The tent and rented equipment are not ready for prearranged pickup.
● Delivery or pickup is from any location other than ground level (upstairs or downstairs).
● All chairs and tables are not stacked and bagged exactly as delivered for pickup.
● Food service items are not rinsed completely food-free.
● All additional equipment (stoves, grills, ovens, etc.) is left dirty.
● The customer requires pickups before or after normal business hours.
Large Tent Delivery / Install Timeline
The dates mentioned in your order are only for securing your requested tent in our system to ensure that we do not overbook your requested event date. To fit our delivery and setup schedule, we request a Delivery and Set Up Call, 4 to 5 days before your event to confirm all necessary logistics. Please notify Hougards Event Rentals LLC immediately if unforeseen problems arise that may set back the timing and efficiency of the tent install. We will install the tents within our work schedule, taking into consideration your event start time. We understand that you may need to make adjustments to your event schedule, and we will do our best to accommodate your needs. Schedule adjustments are ultimately approved at the sole discretion of Hougards Event Rentals LLC. Our team may require extra time to set up or take down if adverse weather conditions or any other unforeseen variables get in the way of a successful installation and teardown. For this reason, the tent setup may occur up to 3 or 4 days prior to the event date, and teardown may occur up to 3–4 days after the event date has passed. Our tents can be staked on grass, weighted, or a mixture of both. Our tent stakes go into the ground 30 inches deep. Therefore, we require a line locate and for you to explicitly let us know if there are any underground sprinklers or any obstacles underground where we will be installing the stakes. If you are on another type of surface (concrete, gravel, or anything other than grass),
we can stake through the pavement surface and plug the holes after removal, or strictly use weights to weigh the tent down. Tent weights will incur an additional cost. Please notify us in advance if your venue requires the tent to be weighted versus staked.
Cleanup/Preparation For Pickup
All floral arrangements, trash, and decorations of any kind must be completely removed from the tent before the scheduled pickup time. The client assumes full financial responsibility for all damages caused by decorations. Please be aware that certain decorations can cause a permanent stain on the tent fabric, linens, and other rental items. Please ask our team if you are unsure to avoid the cost of damages. Decorations must not affect the structural integrity of the tent. All chairs and tables must be stacked exactly as delivered.
On-Call Service
We provide 24-hour on-call service to our clients. Additional charges may apply for this service.
RENTAL PROTECTION PLAN (RPP)
A 10% damage protection charge will automatically be added to your contract (unless declined before pickup/delivery via an email request sent to [email protected]). Damage protection will cover the first $150.00 of broken or damaged equipment and 50% of any additional damage or breakage. The remaining 50% will be the customer's responsibility. If the damage protection is declined, the customer is entirely responsible for the full cost of replacement and/or repair of the equipment. The Damage Protection option is not insurance and strictly does not cover the following: rental items not returned, theft, disappearance, damage resulting from vandalism, damage resulting from failure to secure rental items during customer transport, overloading or exceeding the rated capacity of the rental items, damage to motors or
other electronic devices caused by artificial current, damages resulting from overturning, or any damage due to weather-related exposure from improper storage or failure to take down rentals in extreme weather (except as outlined below for pole tents and marquee tents installed directly by Hougards Event Rentals LLC). It also does not cover any damage to third-party sub-rental items or specialty linens. If the rental protection plan is declined, the client will pay the full retail replacement cost of the damaged item(s). If the Rental Protection Plan is actively in place, weather-related damage to the tent itself (fabric and structural components) is covered at 100% for pole tents and marquee tents installed directly by Hougards Event Rentals LLC, provided that: The customer has not moved, adjusted, loosened, removed, or altered any stakes, ratchets, ropes, weights, poles, or tent components. The tent has not been misused (including but not limited to open flame/heat sources, hanging heavy items from the frame, or any use outside its intended purpose). If Hougards Event Rentals LLC determines conditions are unsafe and requests a takedown or additional safety action, the customer does not prevent or refuse that action.
WEATHER IS STILL NOT COVERED FOR OTHER ITEMS
Weather-related damage is not covered for other rental items that should have been protected from weather exposure (including standard linens, specialty linens, decor, and items left in rain or standing water). Weather-related damage is also not covered for customer-installed items (including pop-up tents), and customers must follow all safe-use instructions (for example, pop-up tents should be taken down immediately in windy conditions).
Severability
If any provision of this contract is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.
CLIENT CERTIFICATION AND SIGNATURE AUTHORIZATION
By signing/agreeing below, I certify that I have read, completely understand, and accept all the terms, conditions, and policies set forth in this contract by Hougards Event Rentals LLC.
I specifically acknowledge and agree that:
1. Payment Window: Final balances are due exactly 7 days prior to my
delivery/pickup date.
2. Late Fees: Failing to return equipment on time triggers a 50% daily contract fee, and items not recovered within 3 days will be charged at full retail replacement value.
3. Credit Card Authorization: I explicitly authorize Hougards Event Rentals LLC to automatically bill the credit card on file for any balances, late fees, cleaning overages, or retail replacement costs as outlined in this contract.
4. Utility Mapping (Colorado 811): I accept 100% financial liability for underground line damages and confirm it is my sole responsibility to schedule a utility locate.
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