EVENT RENTALS

RENTAL FAQ'S

WHERE ARE YOU LOCATED?

Our warehouse is located on 11801 South Highway 191 outside of Moab next to Morrison’s Last Resort. Coming from Moab our gray warehouse with green roof is on the left hand side, right after the turn to the La Sal Mountain Loop Road – called the Old Airport Road. Unfortunately using this address with Google Maps or any other navigation system will lead you to a totally wrong location – just follow the highway until you see the big warehouse. Prior to your visit please call our office, which is located in a different location, so we can arrange for somebody to meet you at the warehouse.

 

HOW LARGE OF AN EVENT CAN YOU HANDLE?

Moab Event Services is equipped to handle medium sized events from 10 – 100 guests. We are happy to discuss options if your event is larger.

 

HOW FAR IN ADVANCE SHOULD WE RESERVE THE EQUIPMENT WE NEED FOR OUR EVENT?

We will accept reservations for wedding receptions one year prior to your big day. To guarantee your rentals for other events, it’s a good idea to reserve approximately three to six months in advance of your event date. We are conveniently located in Moab and just a call away. For your last minute needs – if it rains or shine!

 

HOW DO WE PLACE AND ORDER FOR OUR EVENT?

When you are ready to place your order, call our office at (435) 260-2065. One of our event specialists will check availability, go over pricing and delivery instructions, and answer any questions or concerns you may have at that time. You will receive a written rental confirmation and invoice for the deposit by email.

 

IS A DEPOSIT REQUIRED?

Yes, a 25% non-refundable deposit is required to guarantee your rentals. You can pay by credit card or cash. Personal checks are not accepted. 

 

IS THERE A SECURITY DEPOSIT DUE ON THE RENTED ITEMS?

A security deposit for all services and a current, valid driver's license or state identification card of the renter are required 7 days before rental items will be delivered or picked up. Security deposit less any damages or associated charges will be refunded when rental items are returned to Moab Event Services.

 

WHEN IS THE FINAL PAYMENT DUE?

Final payment is due 7 days before the delivery/pick-up.

 

CAN WE STILL MAKE CHANGES TO OUR ORDER LATER WITHOUT BEING PENALIZED?

Of course! We encourage you to make a “best guess” estimate when placing your order but we understand that you will need to make  adjustments. Small reductions to quantities of items such as tables, chairs and linens are acceptable, but for bigger rental  

items like tents, dance floors, P.A. systems please check our cancellation policy bellow. Final edits should be made a minimum of

7 business days prior to the delivery/pick up date.

Once we start preparing your order, last minute changes may be subject to an additional change fee.

 

WHAT IF WE HAVE TO CANCEL OUR EVENT AND ORDER?

You may cancel your order at any time. 

CANCELLATION POLICY (Cancelling any individual item or entire reservation)

* Cancellations made from the day of reservation to 30 days prior to rental date out will be charged 25 % of rental/service fee.
* Cancellations made 8 to 29 days prior to rental date out will be charged 50% of rental/service fee.

* Cancellations made less than 7 days prior to rental date out will be charged 90% of rental/service fee.

* Cancellations of high peak tent rentals made less than 184 days prior to rental date out will be charged 90% of rental/service fee. 

* Special orders/items on customers behalf will be charged 100% at any time of cancellation.

 

WHAT SIZE OF TENT DO WE NEED?

This depends on what you’re going to do under the tent and the number of people you expect to be under the tent at any given time. Tents can be used with Banquet Seating (guests sitting at tables) or Auditorium Seating (guests sitting in chairs in rows like in a theater). If you are going to have a dance floor, DJ/Band, buffet tables, gift tables you will need to make allowances for this.

 

HOW MUCH SPACE DO I NEED FOR EACH TYPE OF TENT?

High Peak & Frame Tents need minimal additional space – as little as one to five feet greater than the tent size. Our crews need space to work around the tent and they also need to park the delivery vehicle. Don’t forget to trim any tree branches hanging down and check if anything nearby could possibly interfere with the top of the tent. Trim tree branches BEFORE we arrive or you will be charged a wait time.

WHAT KIND OF TENTS DO YOU HAVE?

Do-It-Yourself Pop-up Canopies are lightweight structures for installation on lawns. The Single Pole Star Shade Canopy is a commercial canopy that we install for customers on lawns. With double PVC coated top, waterproof, UV-protected and fire retardant material the Star Canopy is is a great solution for outdoor receptions. Canopies are ideal for shade or light rain, but are not suited for windy or extreme weather conditions. They must be staked into the ground and some are held up by a center pole and ropes.

 

High Peak, structure and frame tents are more like a free standing structure, only having perimeter (side poles) and no center poles.

They are often used in areas of limited space or in close proximity to buildings or other structures where you are trying to get most tent in the smallest space and are great for areas where it is impossible to drill in the surface or where a center pole is unacceptable. Manufacturers always suggest the safest method is staking 5’ away from tent but since they are supported by the framing the stakes

can be adjusted.

 

Pole tents have perimeter “side poles” and “center poles” going down the center of the tent. In 30, 40 wide pole tents there is only one row of poles going down the center. In 60 wide pole tents there are two rows of center poles. Pole tents use ratchet straps that extend

to stakes that are 6-8 feet out from each side pole. Pole tents are generally used for larger events and locations that have plenty of space. Moab Event Services currently doesn’t offer any pole tents.

 

CAN THE TENT BE SET UP ON CONCRETE OR GRAVEL SURFACES?

Tent manufacturers always recommend staking because it’s safest. There are certain applications were staking is impossible or undesirable. Frame tents can be set up on concrete or gravel with using water barrels as weights (vertical forces) which alleviate the need of drilling into the surface. Weighting is an added expense as it involves renting additional water barrels and water.

Rope and pole tents cannot be held in place with water barrels, as they exert both vertical and lateral forces.

 

ARE SIDEWALLS INCLUDED IN THE PRICE?

Our High Peak 20’ x 20’ Tents have sidewalls available. Solid white sidewall run at an additional $25 per sidewall or windowed sidewalls are $35 per sidewall.

 

DO YOU DELIVER AND PICK UP?

Delivery and pick up will be to curbside, ground level only – additional charges will apply for excessive delivery conditions such as: stairs, hills, bridges, elevators, gates or if location exceeds 50 feet of vehicle, etc. Curbside includes deliveries to most residential areas/garages (backyards depending on accessibility). Generally speaking, an order must be at least $100 in value to qualify for delivery. If your order meets this requirement, delivery and pick up services are $100/hour starting from the time we leave the warehouse until we return. We will stack items in a convenient place on delivery. On pick-up all items must be folded, stacked, everything clean, repacked in same containers or boxes and ready to go, in the same place as delivered to. Clients will be charged an additional fee for rentals not ready for pick-up at the arranged time. 

Furniture rentals may be used outdoors in uncovered spaces as long as there is no chance of inclement weather. Antique sofas/ chairs, rugs and leather poufs, seats may not be left outdoors uncovered overnight, no matter what the forecast calls for. If there is any chance of inclement weather a backup rain plan must be established to protect the rentals.

DELIVERY SERVICES REQUIRED BY RENTAL COMPANY: Some rentals will require delivery/pick-up services by our crew. Rates are based on distance traveled, size of order, labor involved and venue restrictions.
Delivery fees for the tent rentals and dance floors that we install are included in the rental fee within Moab City limits.

General deliveries not within Moab City limits will be charge $100/hour fee each way.

Tents require a 15’ clearance away from fire pits and a 8’ clearance is required from overhead power line because power can jump.

Early/late delivery/pick-up outside of our normal business hours 9 am – 6 pm will be subject to an additional fee of $100 for delivery or pick-up. Please contact us reg. late night tent tear down options as we need more detailed information to decide if we can provide this service.   

 DOES THE DELIVERY FEE INCLUDE THE SET-UP?

Items that require assembly such as tents and dance floors include set-up and tear down in the rental fee. Set-up and tear down of

tables and chairs is available for an additional fee for $1.00 per table, $0.50 per chair. If you only require one or the other (set-up or

tear-down), the fee is split in half. Arrangements must be made prior to delivery/pick-up on a case-to-case basis if time and labor

permits. A site plan/drawing must be provided and a customer representative should be on site for set-up.

 

IF WE RENT ITEMS FOR A SATURDAY EVENT, HOW MANY DAYS RENT DO WE HAVE TO PAY FOR? CAN WE PICK OUR

OTHER RENTAL ITEMS UP A DAY EARLY? WILL WE HAVE TO PAY EXTRA?

A typical rental period is 48 hours. We allow our customers to pick-up rental items one day prior to the event and rentals are due back one day after the event (morning). We set up tents on Friday afternoon and tear down on Sunday morning.

 

 WHAT IF WE NEED TO HAVE ALL RENTAL EQUIPMENT OUT OF THE VENUE IMMEDIATELY AFTER THE PARTY?

Early/late delivery/pick-up outside of our normal business hours 9am – 6 pm will be subject to an additional fee of $100 for delivery or pick-up. Please contact us reg. late night tent tear down options as we need more detailed information to decide if we can provide this service.   
 

  DO WE NEED TO CLEAN THE RENTALS BEFORE WE RETURN THEM?
Rentals are delivered clean, sanitized and ready for use. Tables and chairs should be wiped down and free of dirt and debris and stacked in designated location/storage as delivered. If chairs/tables are not stacked an additional fee of $0.50 per chair and $1.00 per table will

be charged. Linens should be particle free and shaken out before being placed back in linens boxes (please do not use garbage bags for used linens). For sanitary reasons, all flatware and food service items must be rinsed and food-free and re-packed in the same crates/containers they were delivered in. There is a $25/hour/person cleaning fee for dirty items.

 

WHAT IF WE DAMAGE A PIECE OF THE RENTAL EQUIPMENT WHILE IT IS IN OUR POSSESSION?

It’s not uncommon for someone to drop a glass of wine on a cocktail table or for a guest to accidently throw away a salad fork.

After the rentals are returned to our warehouse, we will count in and check your order. You will be charged replacement cost for anything that is broken or missing. We do allow 2 days for our customers to find missing items as they often reappear.

Linens that are returned with burns, wax, holes, tears, permanently stained, wet or damp, or otherwise unusable will be billed at replacement cost. Please notify us of these conditions immediately.

 

DO WE GET MONEY BACK IF WE DO NOT USE SOME OF THE EQUIPMENT?

Unfortunately no. Once our equipment leaves the warehouse we are not able to rent the items to other customers. Therefore once the items are in your possession, you will have to pay for them.

 

WHAT IF WE RETURN ITEMS LATER?

Any items not returned after the regular 72 hour period will be assessed a 25% late fee.

 

WHAT ARE THE SAFETY GUIDELINES FOR TENTS?

Moab Event Services follows the tent manufacturer instructions and safety guidelines when it installs the tents. Once installed, please

do not adjust any of the tent components in any way. If you notice any changes to the tent structure such as sides flapping, tops

sagging, straps loose, etc. notify Moab Event Services immediately so the tent can be re-secured.

 

WHAT ABOUT INCLEMENT WEATHER?

A tent is a temporary structure that doesn’t provide adequate protection from severe weather.

In the event of extreme weather conditions, your guests should be immediately evacuated and advised to take shelter in buildings or cars nearby. In the event the tent got damaged in a storm, protect personal property in and around the tent. Please also read and get familiar with the tent evacuation guidelines on our website.

 

CAN WE DECORATE THE TENT?

Yes, but please do not use anything that will get to the white tent top and possible cause a color transfer. crepe paper, balloons, signs, etc. are a few examples of things that may induce color transfers which will require the tent top or sides to be specially cleaned or possibly replaced which will be the responsibility of the renter.

 

CAN WE INSTALL LIGHTS?

We can run an extension cord thru the top or side of the tent as we install it and run down the poles. We can install lights either

pointing down or reflecting upwards off the tent top. It’s helpful and necessary to have the power source available BEFORE the tent

gets set up so it can be tested. We have a variety of different string lights available in our rental store. Always hang strings first and
then install light bulbs.

 

CAN WE BARBEQUE OR USE CANDLES AND PATIO HEATERS UNDER THE TENT?

No. Barbecuing or cooking on open fire and the use of real candles and patio heaters under a tent will damage vinyl of the tent

and more important violates local fire codes.

 

WHAT DO WE NEED TO DO BEFORE YOU SET THE TENT UP?

1. Some cities require a “tent permit” – call your city hall to inquire about cost, requirements and what else you need to get.
    It is your responsibility to have all the appropriate permits and insurances in place.

 

2. Plan a side visit by all major vendors before you decide on the final tent location. Vendors during a site inspection will see more

    than you realize. Like fore example, where does the water go if it should rain, electric source options, pedestrian flow between the
    facility and the tent, how accessible is the location for trucking in all equipment/catering supplies, how to make the  event safe and
    many other issues.


3. If there are any underground sprinklers, septic tank/lines, or other underground utilities YOU must flag the heads, mark the lines

    with string and point these out to our crew installing the tent. We cannot see what is under the surface and take no responsibility

    for any damage to subsurface utilities/lines.
 

3. Clear the area in which the tent will be installed. Make sure the area is free of all obstructions PRIOR that our installers arrive. Mow,
    sprinkle, remove any pet feces the day BEFORE setup. Be sure to turn your sprinkler system off for the entire time the tent is set up.

 

4. Provide a detailed tent layout, we want to know where the tent is going before we arrive. Get us in touch with the person in charge

    of tent placement and provide us with a phone number to make sure that if this person can’t meet us at the installation side we can
    call for any questions.


5. Check on the local noise ordinance to avoid any later issues with the private or public land owner.

 

6. If the tent will be installed on a private property with neighbors, inform them about your event/party and let them know that there
    might be some additional noise for  the day of your party or our setup and tear down.

  

WHAT KIND OF INSURANCE DO WE NEED FOR OUR EVENT?

Most venues will request that renters have a liability insurance policy in place for the event duration.

For Moab Event Services: Renters agree to assume the risk of, and hold Moab Event Services harmless for, property damage and personal injuries caused by the equipment, the result of adverse weather conditions, or the result of negligence on the part of the renter. Renter shall provide at Renter’s cost, adequate insurance coverage to protect Moab Event Services from all claims, whatever nature, brought by agents and employees and renter and by all other third parties. There are no warranties of merchantability or fitness, either expressly defined or implied, and no warranty that the rental equipment is suited for renter’s intended use, or that it is free from defects.

 

CAN WE USE YOUR EQUIPMENT IN A DIFFERENT LOCATION AND CAN WE RENT IT TO SOMEBODY ELSE?

No rental equipment may be dismantled or moved to another location unless Moab Event Services gives specific consent. Renter may not sublease or loan the rental items without Moab Event Services’ written permission.

 

WHAT IF WE NEED SOMETHING THAT ISN’T LISTED ON YOUR WEBSITE?

Please give us a call and ask. We may be able to help you find the item with another vendor here in Moab or Grand Junction (1 ½ hrs from Moab). 

 

HOW DO WE GET IN TOUCH WITH YOU AFTER HOURS IF WE HAVE AN EMERGENCY RELATED TO OUR EVENT RENTALS?

In an emergency call our cell 435-260-2065 or 435-260-1718 and leave a message. We will get back to you as quickly as possible to help you resolve the issue.