Reservations/Payment Policy

iPic360 requires a deposit to reserve any equipment for your event. This deposit will be applied towards your final balance. The remaining balance must be paid in full 10 days prior to the event setup date, as determined by iPic360 in the case of reservations made within 10 days of the event, full payment is required at the time of booking. 

Please note, failure to pay the final balance on time will result in the termination of your scheduled event and the loss of your deposit. Final balances must be received by iPic360 no later than 5 PM on the start of the 8th day out from your setup day.

Please be aware that weather can be unpredictable, and unfortunately ,we cannot offer refunds due to weather cancellations. Inclement weather is a risk that comes with having an outdoor event. However, we will do our best to work with you and offer alternative options if your event is cancelled by us due to inclement weather

Set Up Date Change

Please ensure that you mark the location for your tent layout at least two days before the scheduled delivery date. In certain circumstances, such as unfavorable weather or other uncontrollable factors, we may need to deliver your rentals earlier than anticipated. Having your tent location marked in advance will assist us, even if you are not present at the time of delivery. 

Just to clarify, your booking start date is simply an indication of when your event is scheduled to begin. It's important to note that this date is not a guarantee for us to set up your rentals. We always try our best to set up all events the day before, but occasionally, we may need to set up a day or two in advance. However, we do offer a premium service for an additional cost that ensures your rentals are set up on the date and time of your choosing.

Hanging Decorations On Tents, Chairs and Tables

Tape, glue, pins, nails, or staples shall not be used to hang items or decorations on our tent material or any other rental items. Any plans to hang decorations using our rentals have to be approved by iPic360s management. Any evidence of these items used on our tent will result in a $250 charge per occurrence.

​Rental Condition

We are committed to maintaining the newness and cleanliness of our rental inventory to the best of our abilities. It is important to note that our rentals have been used multiple times and, as a result, may not be in perfect condition. Reasonable expectations regarding the quality of rented equipment are necessary. We are dedicated to upholding the highest standards for our inventory and will continue our efforts to ensure its optimal condition for every event.

​Animal Droppings / Yard Trash

Please ensure that the rental area for your tent is free of animal droppings and trash. We may charge $25 for each animal dropping we have to pick up and dispose of to set up our tents and equipment.

Pick Ups / Drop Off Hours

Customers who wish to pick up and return their items must first obtain approval from our staff. Our staff will set up a specific time window for each customer to pick up and drop off their items. It is important to return the items within this time window, as failure to do so will result in a 100% rebooking fee per day until the issue is resolved with iPic360. If the items are not returned even after the deadline, iPic360 reserves the right to charge the full price for the unreturned items.

Delivery, Acceptance, and Return of Equipment

iPic360 will install equipment within our work schedule in consideration of your event start time. iPic360 will provide a tentative delivery time the week before and/or the week of your event and the schedule adjustments may be made at the discretion of the iPic360s management team. Tents will not be set up or taken down in adverse weather conditions i.e. heavy rain, hail, lightning, snow, high winds, etc. 

​Call 811 Before Your Event

To securely anchor our tents, we use stakes that are 36-40 inches long. To avoid any underground hazards, we urge our customers to call 811 and have them come out to mark underground utilities. In case any customer fails to do so, there is a risk of us hitting something we weren't aware of. Therefore, the customer is solely responsible for any damage caused to underground objects, and we are not liable for any such incidents.

Bad Weather Set up/removal

iPic360 reserves the right to determine whether weather conditions are suitable for tent setup and removal. In certain situations, tent installation may be delayed due to imminent weather that poses a significant risk to the product.

​Site prep of event location

Property of tent installation must be prepared before the arrival of iPic360; including lawn preparation, tree trimming, pets, animal feces removal, and road clearance to the construction site. 

Completion Of Setup

After the equipment setup is complete, it is the client's responsibility to inspect the equipment for any defects. If the client finds any defect, they must notify iPic360 in writing within the same time. Otherwise, the client will be considered to have accepted the equipment in its received condition. The client is also responsible for returning the equipment in good condition without any damage. If any equipment is lost, damaged or stolen, the client must pay for it based on the equipment's value at the time of loss.

​Multiple Requests to Move Tents By Customer

Please ensure that the Client or an authorized representative of the client is present to authorize the placement of the tent. Once set up, tents will not be moved unless our team deems it necessary. If a tent is moved, additional labor charges will be assessed, which will be equal to 100% of the contracted Tent Rental/Installation price agreement.

Please note that we do not set up or remove tents in adverse weather conditions, and we also do not place them within 20 feet of underground or above-ground power lines.

Please be aware that some tents, such as structure tents, large frame tents, or pole tents 40’ wide or greater, may require heavy equipment such as semi-trailers or forklifts to construct. When flooring and tents are installed, it is considered a construction site, and on some occasions, heavy equipment may be used, such as forklifts.

Please note that all damage, including dirt, grass, sod, grounds, and plant life due to rental equipment, heavy equipment, and/or labor for the requirement of setup and teardown is not the responsibility of iPic360. To protect grounds from damage due to construction, preventive measures must be taken by the client before setup and disclosed to Under The Tent Party Rentals.

Rental Removals / Pick-ups 

iPic360 agrees to remove or pick up all rental items in a timely manner. However, tents will not be set up or taken down in adverse weather conditions such as heavy rain, hail, lightning, snow, high winds, etc. It is at the discretion of iPic360 to determine if weather conditions are ideal for set up and removal.

Additionally, iPic360 reserves the right to remove or pick up any rental items before the contracted removal date, but only after the conclusion of your event.

Tent Permits 

Client is responsible for securing the proper tent permits for the site. iPic360 will supply clients with all fire retardant certificates and tent specifications required to obtain the proper permit(s). Once a tent permit is obtained a copy must be presented to iPic360 to keep on file. iPic360 will secure your tent permit for this event. 

Items under the tent at pickup.

Please note that only items rented from iPic360 at the time of pickup are allowed to be placed under the tents. We are responsible for removing our rentals during pickup, but we are not responsible for moving customers' personal items or other equipment that does not belong to us. In case we have to move such items, a fee of $75 may be added to the previous booking payment.

​Cooking Under Tents

iPic360 strictly prohibits cooking using grills, pellet smokers, barbeque pits, or any open flame cooking equipment under any of its tents. However, warming, serving, and preparing food are allowed under any tent. Customers who do not adhere to this policy and cause any damage will be entirely responsible for the replacement value of the equipment and shipping.

​Trash Cans

We deliver our customers clean trash cans. Please have trash cans clean and placed under the tent prior to pickup. Failure to do so will result in a $25 cleaning and labor fee per trash can.

​Tent Structure 

iPic360 is providing a sound structure, frame, or pole tension tent system. Absolutely under no circumstances should the structure or fabric of the tent be compromised by drilling holes, hanging heavy items in excess of 20 pounds from structure, tearing or cutting of fabric, loosening of tent ratchets/ tie-downs, moving the tent without prior written consent from Under The Tent Party Rentals. Please refer to the Risk of Loss section below. 

Risk of Loss 

Client assumes all risk and liability for the use and operation of the tent and for personal injuries and property damage arising therefrom including any loss or damage to the tent or to premises the tent is located due to theft or vandalism. Damage to the tent shall be based on the replacement value of the equipment at time of loss. Risk of loss does not include Act of God; heavy rain, hail, lightning, snow, high winds, tornadoes, etc… Client is responsible for marking grounds in preparation for 18” – 60” stakes to secure tents. This includes marking all underground lines: telephone, water, sewer, gas, cable, electrical etc. You may call 811. Client is responsible for trimming of all trees that may cause damage to the tents prior to the construction date. Under The Tent Party Rentals will not be held liable to damage to underground cables, pipes or conduits unless the client provides iPic360 prior to the installation of equipment, a written plan accurately showing the location of all underground items.

​Cancellation

Please note the following terms and conditions for booking with iPic360:

- All initial booking deposits are non-refundable, except if agreed to by iPic360 management.

- Final balances are due within 10 days of your setup date.

- Any funds added after the initial deposit are subject to the tiered cancellation structure as stated below.

- Cancellation within 1-14 days before your setup date will result in a 100% loss of your total booking paid up balance.

- Cancellation within 15-30 days before your setup date will result in a loss of 75% of your paid-up booking.

- Weather cancellations are not valid reasons for a refund as inclement weather is a risk you take when having an outdoor event.

- In the rare case of the death of hosts or party members, iPic360 will work on resolutions on a case-by-case basis.

We hope this clarifies our policies for you. Please let us know if you have any questions or concerns.