Welcome to Mahaiwe Tent

FAQ

Beginning the planning process can be overwhelming, but we’re here to help! By having Mahaiwe Tent be a part of your event, you will not only receive the highest quality of rentals, but also a range of services and tools that we feel are extremely helpful while planning and are included with your experience. With Mahaiwe Tent you can expect:

 

➢    Vendor recommendations and coordination

➢    Site visits to specify the design, size and location of your tent and rentals

➢    Floor plans that show the layout of your event

➢    Tent permits, if necessary, filled out and submitted by our staff

➢    Showroom visits by appointment

➢    On call staff by phone during the weekend

➢    Stand by Mahaiwe Tent staff on site during your event (call for pricing)

 

We have also included questions we often are asked covering topics like reserving your rentals, sizing your tent and delivery. As there are several components to an event, we understand there will be many adjustments needed. That is why we make flexibility and accommodating our clients a top priority-we get it, things happen! Our job is to address any concerns of yours and to instill total confidence that your event will go smoothly. 

 

FAQ

 

Q: What is the reservation and payment schedule?
A: A 25 % deposit and the signature on the last page of the contract are required before your rentals are secure. The balance will be due prior to delivery unless credit is established in advanced. Forms of payment include: cash, check, MasterCard or Visa. 

Q: What does the damage waiver cover?
A: The damage waiver covers the customary and expected damage that will occur during the event. This may not cover your full liability in the case of excessive damage or unanticipated labor. Charges will be imposed for excessive shortages, damaged items and/or unanticipated labor.

Q: What is your cancellation policy?
A: If the event is cancelled 30 days before the event, the deposit will be returned in full. If the event is cancelled 30-15 before the event, the deposit will be kept. If cancelled 15-0 days before the event, payment in full is due.

Q: How do I figure out what size tent I need?
A: We recommend 20 square feet per person if you are planning on everyone seated, buffet, bar and dancing. (Example: 200 guests X 20 sq ft = 4000sq ft ~ 40x100 tent) If you are not having a dancefloor we recommend 15 square feet per person. (Example: 200 guests X 15 sq ft = 3000 sq ft ~ 40x80 tent). For a ceremony we recommend 10 square feet per person.

Q: When do I need to finalize my order?
A: Typically for a Saturday event we will need your final adjustments 8 days prior. We will be in contact with you at that time to go over any final adjustments, final payment and delivery and pick up details which will be determined by Mahaiwe Tent. We deliver Wed-Fri. for Sat events and pick up on Mon. or Tues. It is recommended that the rentals be counted in after delivery. Please call immediately if you have any questions or problems with the order 413-528-5945.

Q: How do I need to return the rentals?
A: Due to sanitary regulations all rentals must be rinsed. Rinse and re-crate rentals in their proper crates/racks as they were delivered. Please keep rentals dry and protected while in your possession.

Q: How do I prepare for delivery?
A: Please make sure that that the tent site has been mowed and cleared of any lawn furniture etc. at least one day before the event.

 

Renters Responsibilities, Guidelines and Agreement

A 30% deposit and the signature of this agreement is required before a reservation is valid. If the event is cancelled 30-15 days before the event, the deposit will be kept. If the event is cancelled 15-0 days before the event, payment in full is required.

A 5% damage/loss waiver will be charged to your order to cover breakage, damaged items and/or unanticipated labor. This may not cover your full liability in the case of excessive damage or unanticipated labor. Charges will be impossed for excessive shortages, damaged items and/or unanticipated labor such as unrinsed dishes. PLEASE MAKE YOUR CATERER AWARE OF THIS POLICY.

Final payment is due ON or BEFORE delivery unless other arrangements are made in advance.

The renter must review the rental list and make FINAL changes by pre-determined date~usually 8 days prior to the event.

Make sure the tent site has been mowed and cleared of any lawn furniture etc. at least one day before scheduled delivery. If you have a deck delivery, please be sure all furniture is moved ahead of time.

Any and all permits, if required, are the responsibility of the renter. Please call if you need assistance.

All rental items must be left in the same location as dropped off for pick up crew. Please DO NOT stack items on the outer edge of tent or outside of the tent where they may be exposed to weather. It is your responsibility to keep rentals dry and safe.

You, as a renter are responsible for the return of all party items. Please count all items upon delivery. (Call immediately if you have any questions or problems with your order 413-528-5945) PLEASE RINSE AND RE-CRATE ALL RENTALS IN PROPER RACKS/CRATES. There are no refunds for unused rental items.

All items MUST BE ready for pick up by Monday 8AM to avoid extra labor charges. Pick up for weekend events are made on Mondays or Tuesdays (not pre-determined) unless other arrangements are made in advance.

Upon signing of our agreement and receipt of the deposit, your job will be confirmed.