FAQ

HOW SOON DO I NEED TO RESERVE MY RENTALS?

The sooner the better. To guarantee the availability of your rental items, it’s a good idea to reserve approximately six months in advance of your event date.

HOW DO I GET A QUOTE?

Create and submit your wishlist on our website of your rental items, then our team will get in touch with a quote including delivery and set-up.

IS THERE A MINIMUM ORDER AMOUNT?

Minimum rental value of $500. The total of the rental items/value on the order must come to at least the minimum amount not including delivery/pickup fees. Delivery/pickup fees are calculated and charged once your wishlist is submitted.

HOW LONG IS A RENTAL PERIOD?

A typical rental period for weekend days Friday, Saturday or Sunday is 24 hours (Moab Event Services delivers in the morning of the event and Moab Event Services picks up in the morning or afternoon after the event. If your event is on a weekday we might be able to deliver the day before and pick-up the day after your event for a one day charge. If you really need your items earlier/longer please reserve them as a 2 day rental! Let us know when you make your reservation what day/time you would like to pick up or take delivery of your rental items so we can consider this in your rental logistics.

HOW AND WHEN DO I PAY FOR MY RENTALS?

Rental items: A 50% non-refundable deposit is required to guarantee your rentals. Final payment in full is due 14 days prior to your event date.

Bar Rentals/Tents: A 25% non-refundable deposit is required to guarantee your rentals. Final payment in full is due 60 days prior to your event date.

You can pay by credit card, check or cash. Check payment must be received by Moab Event Services prior to the due date. Transactions by credit card will be subject to an additional 3% processing surcharge.

No credit will be given for unused rentals.

CAN I STILL MAKE CHANGES TO MY ORDER?

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 (exempt farm tables), chairs and linens can be made until 30 days prior to the rental date, but for items like tents, mobile bars and services, farm tables and lounge sets please check our cancellation policy bellow. Final edits should be made a minimum of 14 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 I HAVE TO CANCEL OUR EVENT AND ORDER?

You may cancel your order at any time.

CANCELLATION POLICY GENERAL RENTAL ITEMS (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 50 % of rental/service fee. -Cancellations made 8 to 29 days prior to rental date out will be charged 75% of rental/service fee. -Cancellations made less than 7 days prior to rental date out will be charged 90% of rental/service fee. -

CANCELLATION POLICY FOR TENTS -Cancellations made from the day of reservation to 60 days prior to rental date out will be charged 25% of rental/service fee. -Cancellations made 59 days prior to rental date out will be charged 75% of the rental/service fee. -Cancellations made less than 7 days prior to rental date out will be charged 100% of rental/service fee.

COVID-19 POLICY?

If your reservation is required to be cancelled due to federal, state, or local government restrictions concerning COVID-19, you will retain the full value of any deposit paid, either applied to a new reservation date or given in refund to the original payment method(s). ‘Travel restrictions’ imply directives given to the general public from the government. If non-essential travel is prohibited, this is considered a restriction.

IS THERE A SECURITY DEPOSIT FOR DAMAGES DUE ON THE RENTED ITEMS?

A credit card will be required on file. This card will be charged in case of any damages to rental items or missing rental items after returned to Moab Event Services.

CAN I USE FURNITURE RENTALS OUTDOORS?

Furniture rentals may be used outdoors in uncovered spaces as long as there is no chance of inclement weather. The Moab area is known for sudden wind gusts. 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. All rentals can not be left unattended in unsecured locations like a public campsite or remote private property without overnight security. Please make arrangements accordingly when you plan your outdoor event to avoid additional charges for cleaning, damages, repairs, or loss of your rental items.

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

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

WHAT IF I 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.

WHAT KIND OF INSURANCE SHOULD I GET FOR MY EVENT?

Most venues will request that renters have an event 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.

DELIVERY & PICKUP, INSTALLATION

PICKUP / RETURN BY CUSTOMER?

We no longer offer customer in-store pickup or return.

DELIVER AND PICK UP OF RENTAL ITEMS?

All rentals will require delivery/pick-up services by our crew. Delivery/pickup is an additional fee/charge that starts at minimum $100 each way.

4) We will place/set up/take down bars, lounge sets, farm tables, hairpin tables, heaters and PA systems at no additional charge. Additional set up, take down of other rental items can be arranged at an extra fee.The detailed quote for each will be custom and depend on rental items, venue location, delivery vehicle, time of delivery/pickup and any other special venue or event circumstances (off-road locations, stairs, hills, bridges, elevators, gates, etc. ) An order must be at least $500 in value to qualify for delivery. If your order meets this requirement, delivery and pickup services are calculated by the hour, starting from the time we load your order at the warehouse and until we return and unloaded.

Basic delivery/pickup option (not including installation, setup and strike of rental items): Delivery and pickup services will be to curbside, ground level only, no obstacles, drop within 30 feet of the delivery vehicle in one location, scheduled within a 2 hour window. Curbside includes deliveries to most residential areas/garages (backyards depending on accessibility). We will drop and stack items in a convenient place on delivery. Customer must on pickup have all items ready, folded, stacked, tables & chairs wiped clean, other rentals all repacked in same containers or boxes delivered in and ready to go in the same place as delivered to. Heaters, lounge sets & sofas, bars, mobile bar trailer & boom truck will be installed and placed by our crew.

Additional fees: Customer will be charged an additional fee for rentals that are not ready for pick-up at the arranged time or located in another place as delivered to. Customer representative needs to be on site for any of the delivery/pickup services. All rentals can not be left unattended in locations like a public campsite or a remote private property without security in place. Please make arrangements accordingly when you plan your event.
Final delivery and pickup windows will be confirmed with customer 14 days prior to event.

DELIVERY SERVICES REQUIRED BY RENTAL COMPANY?

For 2024 all rentals will require delivery/pickup services by our crew and we no longer offer customer DIY pickup/return option. Rates are based on distance traveled, size of order, delivery vehicle size, labor involved and venue restrictions. Delivery for the tent rentals, mobile bar trailer and boom truck that we install are included in the rental fee within Moab City limits. Deliveries not within Moab City limits will be charged an additional fee calculated on an hourly base for each way.

ARE YOU OFFERING EARLY DELIVERY OR LATE PICKUP SERVICES?

Early/late delivery/pick-up outside of our normal business hours 8 am to 5 pm will be subject to an additional fee for delivery and/or pick-up. A pickup after 7 pm requires an additional night strike fee. We don't offer late night (after dark) take down of tents due to safety reasons. Please contact us with more detailed information to receive a detailed quote and to see if we can provide any of these services for your particular event date/location.

DOES THE DELIVERY FEE INCLUDE THE SET-UP?

Items that require assembly such as tents, heater, PA systems, lounge sets/sofas, hairpin tables, farm tables, bars, mobile bar, include set-up and tear down in the rental fee. Set-up and tear down of other tables and chairs or light installations are available for an additional fee - please call for detailed pricing. 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.

RETURNS

WHAT IF I 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 8 am to 5 pm will be subject to an additional fee for delivery and/or pick-up. A venue pickup after 7 pm requires an additional night strike fee. We don't offer late night (after dark) take down of tents due to safety reasons. Please contact us with more detailed information to receive a detailed quote and to see if we can provide any of these services for your particular event date/location.

DO I NEED TO CLEAN THE RENTALS BEFORE I RETURN THEM?

Rentals are delivered clean, sanitized and ready for use. Customer must wipe down tables and chairs for return. All rental items have to be free of dirt and stacked/repacked in designated location/storage as delivered. If chairs/tables are not stacked an additional fee will be charged. Linens should be particle free and shaken out before being placed back in the provied linen boxe (please do not use garbage bags for used linens). For sanitary reasons, all flatware and glassware items must be rinsed and food-free, repacked in plastic bags in the same crates/containers they were delivered in. Coffee urns, glass or plastic water dispensers, coolers, serving bowls must be returned clean, sanitized and in the original delivered storage containers/boxes. Glass vases, votives and candle holders must be returned clean, all wax, floral frogs or chciken wire and flowers removed. There is a $40/hour cleaning fee for items that are returned dirty.

Cleaning Fee for remote outdoor venues: For locations like the Red Earth Venue / Platform Area, Moab Under Canvas or remote BLM campgrounds, where customers have no facility to clean rentals before we pick up, we will automatically charge an additional $40-$300 cleaning fee.

WHAT IF I DAMAGE A PIECE OF THE RENTAL EQUIPMENT WHILE IT IS IN MY 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 I GET MONEY BACK IF I 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 I RETURN ITEMS LATER?

Any items not returned after the regular 24 hour period will be assessed a 25% late fee.

TENT RENTALS

WHAT SIZE OF TENT DO I 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 Tents need minimal additional space – as little as one to 5 feet greater than the tent size. Tents require a 15’ clearance away from fire pits and a 8’ clearance is required from overhead power line because power can jump.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 an additional wait time. We need access to the site with our truck and trailer to deliver the tent. If our tent crew has to carry in all tent hardware by foot there will be an additional fee.

WHAT KIND OF TENTS DO YOU HAVE?

High Peak 20’ x 20’ tents. They allow for approx. 40 guests seated on 4 x 6ft round tables or 4 x 8ft rectangular tables. These are structure and frame tents that 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.

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 concrete 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.

ARE SIDEWALLS INCLUDED IN THE PRICE?

Our High Peak 20’ x 20’ Tents have sidewalls available. $25 per solid sidewall or $30 per windowed sidewall.

CAN I 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. All decoration has to be taken down before we arrive to take down the tents or you will be charged an additional wait time.

• DO NOT USE ANY DUCK TAPE ON POLES OR CANVAS!
• DO NOT TRY TO PUNCH HOLES IN THE CANVAS FABRIC!
• DO NOT INSTALL VERY HEAVY DECORATION ON THE TENSION CABLES OF TENT WITHOUT CONSULTING WITH US!

CAN I 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. TIP: Always hang strings first and then install light bulbs. Lights have to be taken down before we arrive to take down the tents or you will be charged an additional wait time

CAN I BARBEQUE AND USE PATIO HEATERS UNDER THE TENT?

No. Barbecuing or cooking on open fire and the use of tall mushroom patio heaters under a tent will damage vinyl canvas of the tent and more important violates local fire codes.

ARE THERE 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.

WHAT DO I 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 for 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.
4. 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.
5. 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 site we can call for any questions.
6. Check on the local noise ordinance to avoid any later issues with the private or public landowner.
7. 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.