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RENTAL POLICY

EcoGear Party Rental & Tailgate: Rental Agreement

DATE OF LAST UPDATE: FEBRUARY 28, 2025

This document constitutes the entire agreement between the customer and EcoGear Party Rental & Tailgate. Any modifications to this contract are only valid if documented in writing and bear the authorized signatures of both the customer and EcoGear Party Rental & Tailgate.

Item Examination & Acceptance

The customer, or their designated representative, confirms they have been afforded, or will be afforded, the opportunity to personally examine the rented items before their use and deems them suitable for their intended purpose.

Liability for Damage and Loss

The customer bears full responsibility for the rental items throughout the rental period. This includes liability for any damage, loss, theft, or misuse of the items. The customer agrees to indemnify EcoGear Party Rental & Tailgate against any such occurrences.

Damage Waiver Clarification

A damage waiver fee is applied to cover minor wear and tear resulting from the normal use of rental items. However, should damage or breakage exceed the waiver’s coverage, the customer is fully liable for the replacement cost of the item. This waiver does not extend to misuse, theft, vandalism, or the loss of items. This fee is non-refundable and is not an insurance policy.

Rental Guidelines

  1. Rental fees are determined by confirmed reservations and the rental period. No refunds will be given for unused items.
  2. The customer is responsible for verifying the accuracy of the invoice, including their name, address, dates, times, item quantities, sizes, colors, and materials.
    • EcoGear Party Rental & Tailgate assumes no responsibility for invoice errors that are not brought to our attention.
  3. All equipment undergoes inspection before leaving and upon returning to our warehouse.
  4. Equipment is provided clean and must be returned in the same condition to avoid cleaning fees. This does not apply to linen rentals.Bottom of Form
  5. Delivery and/or pickup fees are determined by location.

Complimentary delivery is extended to orders exceeding $100 within Raleigh, Cary, and Durham, NC.

Delivery service is also available to Chapel Hill, Fayetteville, Greensboro, Winston-Salem, Rocky Mount, Wilson, Sanford, and Asheboro.

For service outside of the listed areas, please contact our office for a custom quote. A fuel surcharge of $14.50 applies to all deliveries.

Reservations & Payments

  • Quotations do not guarantee equipment availability.
  • A 50% deposit is required to secure all rental orders above $200
  • Your order is not finalized until payment is received. The remaining balance is due 48 hours before the event. For rentals booked within the same week of the event, full payment is required at the time of booking.
  • Any adjustments to your order must be submitted no less than 48 hours prior to the scheduled delivery or pickup.
  • Last-minute changes to your order will incur additional processing fees. These fees also apply to cancellations.

Cancellations

  • To receive a refund of your 50% deposit, cancellations must be made at least two weeks before the event date.
  • Cancellations made within two business days of the event will not be eligible for a refund. Same-day cancellations are also non-refundable.
  • EcoGear Party Rental & Tailgate is not responsible for weather-related cancellations or delays, and no refunds will be issued under these circumstances.
  • Refunds will not be issued for cancellations related to COVID-19.
  • Refunds will be processed within 5-7 business days.
  • Clients may reschedule their event due to inclement weather, within one year of the original event date.

Payment Methods

  • We accept cash, Visa, MasterCard, Discover, American Express, and checks (as long as it is two weeks before the start of the event).
  • Customers paying with cash must have a credit card on file. By providing a credit card, the customer authorizes EcoGear Party Rental & Tailgate to pre-authorize a charge or hold, the amount of which depends on the total value of the rental items.
  • Payments made by check require a copy of the customer’s driver’s license, address, state, and date of birth.
  • EcoGear Party Rental & Tailgate reserves the right to report any returned checks as a hot check.
  • A $37.00 return check fee will be applied to any check that is returned unpaid.
  • Payment Authorization
  • The Customer grants EcoGear Party Rental & Tailgate irrevocable and unconditional authorization to immediately process payment for all charges, including any outstanding balances, using the provided credit or debit card.
  • Taxes and Fees
  • The Customer is responsible for all applicable sales taxes and fees associated with the rental of items.
  • Counterparts and Signatures
  • This contract may be executed in multiple counterparts, each considered an original and fully enforceable. For all purposes herein, facsimile and electronic signatures shall be deemed equivalent to original signatures.
  • Equipment Malfunction
  • In the event that any rented equipment malfunctions, becomes unsafe, or requires repair, the Customer agrees to immediately cease its use. The Customer must notify EcoGear Party Rental & Tailgate of any equipment issues. During business hours, please call +1 919-436-3300. After hours, please send a text message to the same number. No refunds will be issued for rental equipment unless the Customer has promptly notified EcoGear Party Rental & Tailgate of the problem.
  • Property Damage
  • EcoGear Party Rental & Tailgate makes every reasonable effort to protect your property during delivery, installation, and removal. However, the Customer agrees to release EcoGear Party Rental & Tailgate from all liability for property damage resulting from these activities. This release specifically includes, but is not limited to, damage to surfaces, wind-related damages, driveways, lawns, sprinkler systems, gardens, septic tanks, drain fields, and flowerbeds, regardless of the cause during the delivery or setup process.
  • Site Preparation
  • The Customer is responsible for ensuring that the rental site is clear of all obstructions, both natural and man-made, prior to EcoGear Party Rental & Tailgate’s arrival.
  • Customer Pick-Up and Return
  • Identification: The Customer must present valid identification at the time of rental item pick-up from the EcoGear Party Rental & Tailgate location.
  • Authorized Third Parties: If the Customer designates a third party to pick up rental items, EcoGear Party Rental & Tailgate must be provided with the third party’s full name, phone number, and valid identification. The third party must be at least 18 years of age.
  • Loading and Unloading: The Customer is solely responsible for loading and unloading rental items into and out of their vehicle. EcoGear Party Rental & Tailgate is not liable for any scratches, damages, or loss of personal property in or out of the vehicle during the loading or unloading process, nor for issues arising from improperly secured straps.
  • Vehicle Requirements: If the Customer does not possess a vehicle suitable for transporting the rental items and has not made alternative arrangements, the rental fee is non-refundable.
  • Return Policy: The Customer agrees to return all rental items to the EcoGear Party Rental & Tailgate location during regular business hours. All weekend rentals are due back on Monday before noon. Late returns will incur a per-day late fee.

Delivery and Collection Terms

  • Standard Scheduling: Our standard delivery and collection windows are as follows: Monday through Friday, 10:00 AM to 1:00 PM and 2:00 PM to 7:00 PM; Saturdays, 9:00 AM to 1:00 PM. Services requested on Sundays, holidays, or outside of these hours will be subject to premium rates.
  • Estimated Delivery Windows: Customers will receive an estimated delivery timeframe approximately 48 hours before the event. Should a customer require a specific delivery time, a supplementary fee of $100.00 will be applied.
  • Pre-Event Delivery: Deliveries are typically scheduled the day before the event at no additional cost.
  • Communication Protocol: You will receive a text message with an approximate delivery window and real-time updates on the driver’s location. Please note that while you can reply to this text message, our system does not accept incoming phone calls.
  • Expedited Delivery: Last-minute delivery requests will incur a non-negotiable expedited service fee of $25.
  • Unforeseen Circumstances: EcoGear Party Rental & Tailgate employees are not responsible for delays caused by circumstances beyond our control, including but not limited to adverse weather, traffic congestion, or accidents.
  • Delivery Point: Deliveries will be made to the nearest accessible location for the delivery vehicle. Additional fees will be charged for deliveries requiring stair access, elevator use, or any situation involving extended service time.
  • Placement of Items: Unless an alley is accessible, rentals will be delivered only to the garage door or front door. For safety and security reasons, our employees are not authorized to place rental items inside the customer’s residence.
  • Recipient Authorization: If the customer is unavailable at the time of delivery, the designated recipient must be at least 18 years of age and provide valid identification.
  • Post-Event Collection: For collection, if items were placed inside of a customer’s home, they must be left in a secure and visible outdoor location.
  • Setup and Takedown: Our standard service does not include the setup or takedown of tables and chairs. If this service is required, please make arrangements with us before delivery/collection for a custom quote. Tables and chairs must be collapsed, stacked, and ready for collection. Additional fees may apply if these conditions are not met.

Extended Service Hours

Additional charges will apply for deliveries or collections scheduled outside of standard operating hours:

  • Sundays: $150.00
  • Holidays: $150.00
  • Evenings: Before 10:00 PM: $100.00; After 10:00 PM: $200.00

Legal Responsibilities

  • Permits and Liabilities: The customer bears sole responsibility for obtaining and paying for any required licenses, permits, or fines related to the use or operation of the rental items.
  • Disclaimer of Warranty: EcoGear Party Rental & Tailgate provides no guarantee that rental items are new or free of latent defects for the customer’s intended use. EcoGear Party Rental & Tailgate is not responsible for any failure or defect unless promptly notified. The customer must notify EcoGear Party Rental & Tailgate immediately of any operational issues. If EcoGear Party Rental & Tailgate determines, upon inspection, that the rental items are functioning correctly without defects, no adjustments will be made to the rental fee.
  • Customer Supplied Services: Electrical and Power Requirements: The customer agrees to provide EcoGear Party Rental & Tailgate with access to their electrical and power lines for the installation and operation of the rental items.

Linens

  • Linen Return: EcoGear Party Rental & Tailgate will provide a designated laundry bag for linens. The customer is responsible for returning all linens DRY and free of any waste or damage in this bag. A replacement fee of $10.00 will be charged if the laundry bag is lost. Please refrain from leaving linens on the floor or grass. The customer will be charged the full replacement cost for any linen damaged by, but not limited to, mildew, excessive stains, burns, tears, candle wax, or tape.

Tables and Chairs

  • Decoration Removal: Customers are required to remove all decorations from tables and chairs before collection, as these items can leave residue or cause staining. A cleaning or replacement fee will be assessed for any table or chair requiring such attention.

Tents

At EcoGear Party Rental & Tailgate, we strive to provide a seamless and enjoyable experience for our customers. To ensure a successful tent installation and event, please review the following responsibilities before and after your booking:

Pre-Installation Responsibilities

Before we arrive to set up your tent, it’s essential that you take the following steps to ensure a smooth and safe installation:

  1. Notify us in advance: Please inform us at least one week prior to the event about the type of area where the tent will be installed. This includes grass, concrete, asphalt, and any specific site conditions.
  2. Measure the space carefully: Take the time to ensure there is enough room for the tent to be set up without obstructing any trees or other obstacles. Consider hiring us to measure the site for a fee of $40.
  3. Trim tree branches (if necessary): If there are any overhanging tree branches that may interfere with the tent’s structure, please trim them beforehand to prevent any issues.
  4. Obtain necessary permits: It’s your responsibility to obtain any required permits from the city, county, or state authorities before our arrival.
  5. Mark underground utilities: Mark any underground utilities, such as gas, electrical, water, irrigation, plumbing, and landscaping, to ensure a safe installation.
  6. Schedule a DIGS Test: If you haven’t already, contact the utilities company to schedule a DIGS Test at least one week prior to the event to identify any underground obstacles.
  7. Clear the site: Provide a flat, clear area free of sharp objects, debris, toys, and non-rental items, including furniture, vehicles, plants, lights, and more. Failure to do so may result in an additional fee of $50.

Post-Event Responsibilities

  • Site Clean-Up: Remove and clear the tent’s interior of all decorations, debris (including pet waste and food), toys, and non-rental items, including but not limited to furniture, vehicles, plants, and lighting. If this task is incomplete before EcoGear Party Rental & Tailgate staff arrive, a $50.00 fee will be applied.

Important Note: No cooking is permitted within or directly beneath the tent structure. A minimum distance of ten feet from the tent is required for any cooking activities.

Weather Related Risks

Tents:

Our tents are not designed to be used as shelter from severe weather. For the safety of all parties involved, EcoGear Party Rental & Tailgate does not set up in high winds or heavy rains. If you’ve already arranged a setup for your event, if weather conditions change, it is the customer’s responsibility to make sure the event to take all reasonable steps to guarantee your guests’ safety. Storms, lightning, high winds, heavy rains, snow, icing/sleet, gas leaks, gas leaks, or other conditions are some of the signs that may require an evacuation. Any condition that might raise doubts about the integrity of the tent are immediate signs that an evacuation is necessary.

**
The customer is responsible for ensuring their guests’ safety.
EcoGear Party Rental & Tailgate may set up the day before the event for any foul weather delay that can occur with same day installations.
NOTE: If sidewall installations have been installed and high winds are occurring.
If sidewall installations have been installed, EcoGear Party Rental &
Tailgate is not responsible for the for any damages or damage to the
components of the tent.
*
Note: If sidewall installations have been done to the tent, and high winds are occurring, EcoGear Party Rental & Tailgate is not responsible for the flapping or billow that can occur.
Inflatables:

Pre-Event Checklist:

  • Area of the Bounce House:
    • Prior to installing the Bounce Houses, it is the customer’s responsibility to:
      • Inform EcoGear Party Rental & Tailgate in advance about the surface the bounce house installation will occur.
        • Acceptable surfaces: grass, concrete, and dry dirt.
        • Unacceptable surfaces: loose gravel, wet mud, mulch, or sand.
          • If the customer plans on cutting the grass, EcoGear Party Rental & Tailgate asks that it would be cut at least 3 days before our arrival.
  • Space Requirements:
    • Measure in advance to ensure there is an adequate space for the bounce house set up. It is also important to consider any trees that are in the way. If there are any overhanging tree branches that may interfere, it is recommended to trim beforehand.
    • If the customer fails to measure the bounce house area correctly, this will result in an extra delivery fee and labor fee.
  • Permits:
    • Obtain any necessary permits required by the city, county, and/or state depending on the location of the event.
  • Marking the Area:
    • Mark all underground utilities and obstacles such as: gas, electrical, water, irrigation, plumbing, and landscaping. It is recommended to call the utilities company to perform a DIGS Test at least 1 week prior to the event.
    • Mark the site of where the bounce house installation will occur. It is important to factor the proximity of the source of electricity, as each blower motor must be at least within 50 feet of an outlet or generator. (We provide one extension cord per blower that reaches up to 50 feet). Do not connect the blower motors to the same outlet connection. Blower motors can draw between 115V-120V and will cause the circuit breaker to go out.
    • *When renting the waterslide, also consider the proximity of a water hose. Before inflating the waterslide, EcoGear Party Rental & Tailgate will need the water hose ready for usage. (We do not provide water hoses)
  • Bounce House Placement:
    • Once the bounce house has been inflated, it cannot be moved. If the customer requests for the bounce house to be moved, an additional fee of the original rental price will be incurred.
  • Prepare the Area:
    • Provide a flat clear area free of sharp objects, debris (including pet fecal matter and food), toys, and non-rental items, including, but not limited to furniture, vehicles, plants, lights, etc. (If the customer fails to do so, before EcoGear Party Rental & Tailgate staff arrives at the site, an additional fee will incur $50.00).
  • Guest Guidelines:
    • The customer is responsible for ensuring that guests do not wear shoes, and that they avoid bringing food (including candy/gum), drinks, silly string, and excessive dirt or grass in or on the inflatable. In the event that the bounce house is found dirty with gum, candy, excessive grass, dirt, pet fecal matter, or etc. an additional charge of between $50.00-$150.00 will be incurred. For silly string damages, a fee of $1,000.00 will be incurred due to it causing permanent damage on the vinyl.

Post-Event Responsibilities:

  • Remove and clear around the bounce house any decorations, debris (including pet fecal matter and food), toys, or non-rental items including, but not limited to furniture, vehicles, plants, lights, etc. (If the customer fails to do so, before EcoGear Party Rental & Tailgate staff arrives at the site, an additional fee will incur $50.00).

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Weather-Related Safety Guidelines for Inflatables

For the protection of our team and your venue, EcoGear Party Rental & Tailgate strictly avoids setup during periods of high winds or heavy rainfall. Should the weather forecast indicate a 50% probability of rain, EcoGear Party Rental & Tailgate will regrettably cancel your outdoor setup, and your deposit will be transferable to a different available date within a one-year timeframe.

Inflatables are not designed as a safe haven during inclement weather. Guests must evacuate immediately if conditions include storms, lightning, strong winds, heavy downpours, snowfall, ice/sleet, gas leaks, ground instability, fire, or any situation that compromises the inflatable’s structural safety. The customer assumes full responsibility for the wellbeing of their guests. EcoGear Party Rental & Tailgate proactively sets up inflatables the day before the event to mitigate potential weather-related installation delays.

For any further inquiries about our rental policies, please contact our customer service team at info@ecogeartailgating.com.

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