RENTAL POLICY INFORMATION Q & A

Please review our rental policy information below. If you have any further questions or concerns, please contact us. At the bottom of this page, you can see a sample of our complete contracts that are provided during reservation. Please choose the correct contract based on self pick-up/return or delivery/pick-up and setup/teardown services provided by us.

What rental period does your pricing include?

Our rentals are due back next day or Monday for weekend rentals. For weekend rentals (unless we have other bookings) your rental can be self picked up or delivered and returned by Monday at no extra charge. We try to be flexible so let us know what works best for you.
Do you have a minimum order requirement?

No, you can order as much or as little as you need for your event.
Do you require any deposits?

We require a 20% Security deposit at the time of booking.

This is a Fully Refundable Security Deposit: The security deposit is used to cover any damaged, destroyed or lost item costs and a full/partial refund is issued three (3) days after rental items have been picked-up/returned and inspected.
How do I guarantee my reservation?

A quote is only a price guarantee for up to 30 days from quote date. A quote is not considered a confirmed reservation of your items yet.
Once you have agreed to the quote and payed a security deposit your reservation is confirmed.
What forms of payment do you accept?

We accept all major credit cards, like Visa, Mastercard or American Express. We can issue a payment request through our online booking system which gives you the option to pay from the comfort of your own home/device.

We also accept cheques and cash. Cheques need to be made out to Bitterroot Party Rentals and delivered to us upon pickup or delivery.
What is your cancellation policy?
- Tents:
  - More than 30 days’ notice: Full refund, less a $100 administrative fee.
  - 14–29 days’ notice: 50% refund.
  - Less than 14 days’ notice: No refund.
- Other Items:
  - More than 7 days’ notice: Full refund.
  - Within 7 days’ notice: 50% of the total rental fee.
- Bitterroot Party Rentals may cancel or reschedule tent installations if pre-installation requirements (e.g., utility marking or property authorization) are not met, with potential forfeiture of the deposit and additional fees.
My event date has moved, can I reschedule?

Yes, provided we have your rental items in-stock and are available to perform the services. We require a written notice and a re-scheduling fee may apply.

Can we pick up our rental items ourselves?

Yes, we refer to this as self pick up. Please ensure you have a proper sized vehicle and any help necessary. We do not load/unload or secure your rental items inside your vehicle.
What is required for tent setups?
- The ground must be reasonably level and suitable for stake installation. Alternative anchoring may be required for hard surfaces.
- The Renter must have all underground utility lines marked prior to setup.
- For rental properties or short-term vacation rentals (e.g., Airbnb), the Renter must obtain written authorization from the property owner or manager for tent placement and submit it to Bitterroot Party Rentals at least one (1) week before the rental date. Any changes to the approved placement must be communicated immediately.
- The Renter is liable for damages or injuries resulting from utility strikes, incorrect utility marking, or failure to comply with placement authorization requirements.
What if our venue has difficult access for delivery and/or setup?

Our delivery fee is based on delivery/pick-up to ground based level, loading dock or with access to elevator service. Client is responsible to notify us of any difficult access at least 8 days prior to delivery date. Additional charges will apply where access is difficult. Should we not receive notification of such access ahead of time and the time allotted for our delivery cuts into our next delivery that day, we reserve the right to cancel your delivery without any refunds. Difficult access is, but not limited to, where the floor(s) is other than at ground level (such as step(s), non-flat, non-smooth surface), uphill, steep hills, stairs, elevators, uneven/irregular/narrow/obstructed floors or pathways (e.g., sand, gravel, pebbles, ragged, rough, dirt, extremely narrow or obstructed pathways and surfaces), multiple level set-up and tear-downs, long distances between parking and rental drop-off, challenging or difficult driveways, windy, narrow, and/or steep canyon roads/paths, difficult parking, clearance issues for vehicles, and otherwise difficult installation, etc. (this list is not exhaustive).
What products do you deliver and setup?

We will deliver all of our products. The only item that we will set up for an additional cost is our tents. Tables and chairs are to be set up and taken down / stacked in designated pickup location by the renter.