Party Rental Policies & FAQ

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1. Reservations and Availability

Rental equipment is available on a first-come, first-served basis and is subject to availability.

Please place equipment orders at least one week in advance. Ten days or more notice is encouraged, particularly during high-volume periods and for larger tent installations.

Changes to an equipment order must be made at least seven days before equipment delivery.

 

2. Deposits and Final Payment

A 50% nonrefundable deposit is required at the time of booking to reserve rental equipment.

The remaining balance is due the day before equipment delivery.

Equipment ordered together with catering services may be administered as part of the overall event order, but applicable rental charges and responsibilities remain subject to this Equipment Rental Policy.

 

3. Minimum Equipment Orders for Delivery

Minimum equipment-order amounts for delivery are based on destination:

• $250 minimum — Middletown Township, Holmdel, Hazlet, Keyport, Atlantic Highlands, Highlands, Cliffwood Beach, Aberdeen, Matawan, Keansburg, Union Beach, Lincroft, and Belford.

• $500 minimum — the remainder of Monmouth County and Middlesex County.

• $2,000 minimum — Union, Somerset, Mercer and Ocean Counties, and Staten Island.

• Deliveries outside these guidelines are considered on a case-by-case basis.

Minimum order amounts are separate from transportation, delivery, setup, and removal charges.

 

4. Delivery, Transportation and Removal Fees

Equipment and tent delivery/removal charges begin at $200 and increase based on tent size, equipment requirements, location, and the complexity of the event.

 

5. Delivery and Pickup Schedule

Standard equipment deliveries are scheduled Wednesday through Friday between 8:00 AM and 5:00 PM.

Standard equipment pickups are scheduled Sunday through Tuesday between 8:00 AM and 5:00 PM.

Requests for delivery or pickup outside normal days or hours, or requests requiring a specific delivery time, may be subject to an additional charge. Delivery and pickup timing is scheduled according to Exclusive Party Rentals' routing and operational requirements.

 

6. Equipment Setup and Breakdown

Exclusive Party Rentals staff installs and breaks down tents, dance floors, staging, and other heavy equipment.

Tables, chairs, linens, and similar items are generally delivered and stacked in a convenient protected location for the customer to set up and break down.

At pickup, tables and chairs must be cleared of food and debris, folded, stacked, and returned to the same protected location where they were delivered.

 

7. Customer Pickup

Customer pickup of tables and chairs is not offered.

Linens may be available for customer pickup by prior arrangement when no other rental equipment is being delivered.

 

8. Tent Site Inspections

A site inspection is required for any tent larger than 20 feet wide.

Site inspections are generally performed on Tuesdays or Wednesdays. The customer does not need to be present, but the intended tent location must be clearly marked.

 

9. Tent Placement and Surfaces

Pole tents may only be installed on grass.

Frame tents may be installed on grass, concrete, or pavers.

Installation on another surface, such as a deck, requires a special damage waiver.

Tent installations also require additional clearance outside the tent footprint for staking. Allow approximately 8–10 feet for pole tents and 3–4 feet for frame tents.

 

10. Tent Capacity

Published tent capacities represent the approximate maximum number of guests the tent can accommodate without additional event equipment.

Dance floors, bars, buffet tables, DJ areas, staging, and similar equipment reduce available guest capacity and may require a larger tent.

 

11. Permits and Site Preparation

Customers are responsible for checking with the applicable municipal or building department to determine whether permits are required.

The installation area must be clear and accessible before delivery. Remove vehicles, lawn furniture, toys, plants, snow, and other objects that could interfere with installation.

 

12. Underground Utilities

The customer is responsible for identifying underground pipes, electrical lines, cables, septic systems, sprinkler systems, and other utilities in the installation area.

Customers should contact the appropriate installers and Call Before You Dig before installation so underground utilities can be properly marked.

Exclusive Party Rentals installs tents in the agreed-upon location and does not accept liability for unidentified underground utilities.

 

13. Equipment Care and Customer Responsibility

Once equipment has been delivered and accepted, the customer is responsible for keeping it protected and returning it in substantially the same condition in which it was received.

Equipment must be kept under cover and protected from rain, snow, wind, and other weather conditions.

Broken, damaged, lost, or missing equipment may result in additional charges or invoicing.

Tables and chairs should be cleared of food particles and debris before pickup.

Linens should be shaken free of food debris and placed in supplied mesh bags or another approved return container. Do not place linens in opaque trash bags.

 

14. Cancellations and Postponements

Cancellations made with more than one week's notice are eligible for store credit rather than a cash refund.

A cancellation fee applies when an order is cancelled with less than one week's notice.

Parties postponed after Wednesday for the upcoming weekend may incur a postponement fee.

The booking deposit is nonrefundable.

 

15. Severe Weather

Exclusive Party Rentals reserves the right to cancel a tent installation or remove an installed tent when weather conditions are considered unsafe.

Safety decisions concerning tent installation and removal remain at the discretion of Exclusive Party Rentals.

 

16. Unused Equipment

Once rental equipment has been delivered and accepted, unused or unopened equipment is not eligible for a refund solely because it was not used.

 

17. Equipment Ordered With Catering

Rental equipment associated with a catering order may be handled operationally as a separate equipment component of the event. Internal workflow procedures do not alter the customer-facing rental terms in this policy.