Company: HPT Rentals
Savannah, GA 31419
(912) 352-6366
contact@hptrentals.com

This Master Rental Contract (“Agreement”) is entered into between HPT Rentals (“Company”) and the individual or organization renting equipment (“Customer”).

By signing this agreement, paying a deposit, or confirming a booking online, the Customer agrees to all terms below.

1. Rental Equipment

HPT Rentals agrees to rent equipment listed on the invoice, quote, or booking confirmation.

Rental items may include but are not limited to:

• Tables

• Chairs

• Tents

• Linens

• Decorations

• Lighting

• Dance floors

• Event equipment

All rental equipment remains the sole property of HPT Rentals.

2. Reservation & Deposit

• A minimum $100 deposit is required to reserve equipment and event dates.

• Reservations are not confirmed until a deposit is received.

• Deposits are applied toward the total rental balance.

HPT Rentals reserves the right to cancel reservations if deposits are not received within the required timeframe.

3. Payment Terms

• Full payment must be completed prior to delivery or installation unless otherwise agreed in writing.

• Accepted payment methods may include credit card, debit card, or approved electronic payment methods.

The Customer authorizes HPT Rentals to charge the payment method on file for:

• Remaining rental balance

• Damage or replacement fees

• Additional labor or delivery fees

• Missing equipment

4. Rental Period

The rental period begins at the time of delivery or pickup and ends when equipment is returned or collected by HPT Rentals.

Late returns or delayed pickup caused by the Customer may result in additional rental charges.

Equipment must be accessible and ready for pickup at the scheduled time.

5. Delivery & Setup

Delivery fees apply and are based on distance, equipment size, and labor requirements.

The Customer agrees to provide:

• Safe access to the event location

• Adequate space for setup

• Notification of stairs, elevators, narrow gates, or obstacles

HPT Rentals is not responsible for delays caused by:

• Venue restrictions

• Traffic or road closures

• Weather conditions

• Incorrect address information

Additional labor or wait time may result in additional charges.

6. Customer Responsibility for Equipment

The Customer assumes full responsibility for rental equipment during the rental period.

The Customer agrees to:

• Protect equipment from theft, damage, and weather

• Prevent guests from misusing equipment

• Ensure equipment is not moved without permission

• Return items in the same condition received

Normal wear and tear is expected. Excessive damage is not.

7. Damage, Loss, or Theft

The Customer is responsible for any equipment that is:

• Damaged

• Lost

• Stolen

• Destroyed

• Missing during pickup

Charges may include:

• Repair costs

• Cleaning fees

• Replacement value of equipment

HPT Rentals may charge the payment method on file for these costs.

8. Equipment Damage Fee Schedule

Examples of replacement costs include:

• Folding Chair – $35

• Resin Wedding Chair – $75

• Banquet Table – $120

• Round Table – $120

• Cocktail Table – $150

• Table Linen – $50

• Tent Sidewall – $250

• Tent Section – $800+

• Tent Pole – $200

• Tent Stake – $50

• Dance Floor Panel – $300

Actual charges may vary based on replacement cost.

9. Tent Installation & Ground Staking

Many tents require stakes driven into the ground for proper installation.

The Customer acknowledges that stakes may penetrate several inches or feet into the ground.

10. Underground Utility Responsibility

The Customer agrees to notify HPT Rentals of any underground utilities, including:

• Irrigation systems

• Water lines

• Gas lines

• Electrical wiring

• Septic systems

• Drain pipes

• Invisible fencing

• Landscape lighting

Failure to disclose underground systems releases HPT Rentals from liability for resulting damage.

11. Utility Locate Requirement (811)

The Customer is responsible for contacting Georgia 811 Call Before You Dig to mark underground utilities prior to installation when staking is required.

If utilities are not marked, installation may be delayed or alternative anchoring methods used.

Additional charges may apply for ballast or weighted anchoring.

12. Weather & Outdoor Event Risk

Tents are temporary structures and may be affected by weather conditions.

Risks may include:

• High winds

• Heavy rain

• Lightning

• Falling debris

The Customer acknowledges these risks and agrees that HPT Rentals is not responsible for weather-related damages or injuries.

Guests should evacuate tents during severe weather.

13. Tent Safety Rules

The Customer agrees to ensure guests do not:

• Climb tent poles

• Hang from tent frames

• Tamper with stakes or anchors

• Stand or jump on tables or chairs

Heavy objects may not be hung from tents without approval.

14. Fire & Heat Restrictions

The following are prohibited near tents unless approved:

• Fire pits

• Fireworks

• Grills under tents

• Open flames near tent fabric

Improper use of fire or heat sources may damage equipment and create safety hazards.

15. Guest & Vendor Responsibility

The Customer is responsible for the actions of:

• Event guests

• Vendors

• Venue staff

• Contractors

Damage caused by guests or vendors will be charged to the Customer.

16. Venue & Permit Responsibility

The Customer is responsible for:

• Obtaining any required permits

• Ensuring the venue allows rental equipment

• Following venue rules and restrictions

HPT Rentals is not responsible for venue-related fines or restrictions.

17. Cancellation Policy

Cancellations must be submitted in writing.

Refund eligibility:

More than 14 days before event
Full refund minus processing fees

7–14 days before event
50% refund

Less than 7 days before event
No refund

Deposits may be non-refundable depending on cancellation timing.

18. Severe Weather Liability Waiver

The Customer acknowledges that tents and rental equipment may be affected by severe weather.

HPT Rentals shall not be liable for:

• Weather-related damage

• Injuries caused by storms or wind

• Guest misuse of equipment

The Customer assumes responsibility for monitoring weather conditions during the event.

19. Photo & Marketing Release

The Customer grants HPT Rentals permission to photograph rental setups for marketing purposes.

Photos may be used for:

• Website galleries

• Social media

• Promotional materials

No personal identifying information will be used without permission.

20. Electronic Signature Agreement

Electronic signatures and online acceptance are legally binding.

Checking an agreement box, signing digitally, or paying a deposit constitutes acceptance of this contract.

21. Limitation of Liability

HPT Rentals shall not be responsible for:

• Personal injuries

• Property damage

• Guest misconduct

• Weather-related incidents

• Venue-related restrictions

22. Indemnification

The Customer agrees to indemnify and hold harmless HPT Rentals, its owners, employees, and contractors from any claims, damages, or liabilities arising from use of rental equipment.

23. Agreement Acceptance

By signing this contract or completing an online booking, the Customer confirms they have read, understood, and agreed to all terms.

Customer Name: _______________________________

Signature: ___________________________________

Date: _______________________________________

Event Date: __________________________________

Event Location: _______________________________