These terms apply to all Lakeside Tent Co bookings and form part of your rental agreement.
A 50% booking fee (deposit) is required to confirm and secure your date and is non-refundable — it reserves your date and covers our preparation and planning (refunded in full only if we are unable to fulfil the booking). Reserving places a temporary hold, and in most cases you can pay your booking fee right away; your date is confirmed once the booking fee is paid. If payment isn't completed, we hold a reserved date for 24 hours; after that the date may be released to other enquiries. The remaining balance is due no later than two weeks (14 days) before the event. Bookings made within two weeks of the event are payable in full at the time of booking, unless otherwise agreed in writing; where a deposit has been accepted, the remaining balance is due immediately upon request. Payment is by card (secure checkout via Stripe) or e-transfer to events@lakesidetentco.com.
The booking fee is non-refundable on cancellation. After the balance is paid, the difference between the 50% deposit and the balance is refundable up to 14 days before the event; within 14 days, payments are non-refundable, as equipment and staff are reserved for your date. Plans change — we understand. One date change is welcome with at least 30 days’ notice (subject to availability), and your booking fee moves with you to the new date.
Changes to quantities: reductions of up to 20% of the originally booked quantity of any item (tents excluded) are accepted up to 14 days before the event. Within 14 days of the event, quantities and the amount owing are locked — removing items does not reduce the balance due, as equipment is already reserved and prepared for your date. Additions are always welcome, subject to availability.
We rent you the equipment itemized in your quote for your event date. The rental runs from delivery/setup until takedown and removal. The standard rental window covers up to 3 nights at no extra charge; longer windows by arrangement.
Please provide a safe, reasonably level, accessible site that is clear of obstructions before the crew arrives (including overhead branches), with room to back the trailer in as close as possible and approximately 5 feet of working space around the tent. Someone should be present at the agreed setup time to confirm placement (unless placement is already agreed). Once a tent is installed it cannot be easily relocated; charges apply if a move is required. For décor-only orders, please ensure the venue permits the items being provided.
Access: quotes assume ground-level access within a short carry of where we can park. Stairs, elevators, or long or steep carries add setup time — please mention them when you enquire; an additional access fee may apply.
On grass or dirt, tents are secured with ground-screw anchoring (included); on hard surfaces, weighted anchoring is used (charges apply). You must ensure there are no underground lines (irrigation, gas, electrical), or that any such lines are clearly marked before delivery. Anchors, poles and weights can mark the surface they are installed on; we are not responsible for damage to driveways, patios, lawns or landscaping within the working area. Please turn off sprinklers the day before setup. Tents may not be secured to existing structures unless agreed in advance.
Equipment and décor are placed on the surfaces as found; we are not responsible for marks to floors, walls or surfaces arising from normal placement or removal. Where candles or open flames are included, they must never be left unattended and must be used in line with the venue’s rules; you are responsible for any damage caused by open flames during the event.
Do not hang weight from, attach anything to, or move the tent frame or beams, and please don’t move, alter or disassemble installed items (arches, drapes, lighting, centerpieces and similar). Lighting and décor inside tents is supplied and installed by Lakeside Tent Co — customer lighting, drapes or décor may not be attached to tent frames or beams; damage from attachments is charged per section 9. You are responsible for the equipment while it is in your care.
The equipment is set up in good working order. At setup, please walk the site, inspect the equipment, and report any concerns right away so we can put things right. If we are not notified at setup, the equipment is considered accepted as delivered.
Normal wear is on us — food and wine stains that launder out, grass on chair feet, ordinary use. You are responsible for damage or loss beyond normal wear while the equipment is in your care, charged at repair or replacement cost.
If linens come back with wax damage, burns or holes, we'll let you know — additional cleaning charges may apply, and if a linen is no longer rentable the full replacement cost will be charged. If anything is missing after takedown, we'll send you a list; items returned within 48 hours incur no charge — after that, replacement cost applies. A cleaning fee may apply for items returned excessively soiled.
Tableware & glassware: You are responsible for any tableware or glassware lost or damaged beyond ordinary use, charged at replacement cost.
Tents are temporary structures and outdoor equipment is exposed to the elements. You assume all weather-related risk. In severe or unsafe weather (e.g. high winds, storms) we may, for everyone’s safety, delay, adjust or postpone setup or takedown, and are not liable for weather conditions. We will work with you to find an alternate time where possible; additional charges may apply.
Wind & sidewalls: sidewalls catch wind like a sail. In gusty conditions, open or roll back sidewalls and secure or remove loose items under the tent, and follow any wind guidance we give you at setup. 10 × 10 ft tents (canopies) should have their walls rolled up or taken down overnight; in strong winds the tents themselves may need to come down. Damage caused by sidewalls left closed or canopy tents left standing in high winds is not normal wear and is charged at repair or replacement cost (see section 9).
During the rental, you assume all liability for loss, theft or damage to the equipment and for injury to persons or property arising directly or indirectly from the possession, use or operation of the equipment, whether or not caused by negligence, and indemnify and hold Lakeside Tent Co harmless from such liability and related costs. You are responsible for any permits required for the location. Event insurance is recommended — including cover for cancellation due to weather or other events outside your control, as payments are non-refundable per section 2.
Setup and takedown within 30 minutes of Kelowna is included, at the set delivery fee; additional mileage applies beyond that. The quoted delivery and setup fees cover one delivery/setup visit and one takedown/pickup visit at the times agreed. Unless otherwise arranged, pickup takes place on the following business day after the event. You are responsible for confirming that the venue allows delivery, setup and pickup at the agreed times; additional visits or scheduling requirements (for example, early drop-offs, exact-time windows, or same-night/late-evening pickups required by a venue) are subject to availability and additional charges — typically from $85, quoted in advance. We serve Kelowna, West Kelowna, Lake Country, Peachland, Summerland, Vernon, Penticton and the wider Okanagan.
Questions about these terms? Call (778) 946-5888 or email events@lakesidetentco.com.