Policies

Tax Exemption
Customers requesting tax exemption must meet the below criteria.
1. Be nonprofit entities with a current non-profit listing on the Texas State Website and a current Texas Sales and Use Tax Exemption Certification on file with EMS Party Rentals LLC.

2. Be rental companies who are re-renting and have a valid listing on the Texas State Website and a Texas Sales and Use Tax Resale Certificate on file with EMS Party Rentals LLC.

In all cases the name listed on the State websites, shown on the Certificates and the name on the rental contracts must be EXACTLY the same. Any difference in the name invalidates the no tax provision.

Reservations
Fifty (50) percent of the total rental costs are required to reserve desired items. Acceptable forms of payment include cash, check ($25.00 return check fee), money order or credit card (Master Card, Visa, AMEX).

Regardless of form of payment, a credit card number must also be left on file, to guarantee the reservation and to cover cost of any damaged or missing items.

Cancellations
Client forfeits reservation payment if cancellations and reductions are not made in writing at least two weeks in advance of event delivery date. Your balance is due 5 business days before your delivery date and the entire amount is non-refundable at that point. Cancellations within 72 hours will require a restocking fee.

Delivery
Deliveries must be arranged in advance. Regular delivery times are Monday -Friday, 9:00 a.m. to 5:00pm and 9am-12pm on Saturday. Special delivery times may be arranged, and will incur an additional charge up to $250.00.

Delivery is based on mileage, please call for a quote. All deliveries are made to a dock, door or garage that is immediately accessible to our trucks. Upstairs deliveries are subject to an additional charge. If a breakdown fee is not requested, equipment must be stacked and ready for pick up in the same place it was delivered. If the equipment is not ready, in the designated location, and already stacked for pick up, the regular break down fee will be charged.

Customer Pick Up
A $25 service fee will be charged on all orders desiring pick up. Items not returned by the next business day after the event or weekend, are subject to the per day rental charge for that item, for 7 days. After 7 days, the customer will be charged the full replacement cost.

Setup and breakdown
Set up and break down is available for $1 per chair, and $2 per table, and must be arranged in advance with our office staff. Full Service set up is available for an additional rate. Call our office for more details.

Client Responsibility
All china, silver, utensils, etc., should be rinsed free of food and re-packed in the same containers as delivered. Linens should be dry and placed in laundry bags that we provide. Tables and chairs should be taken down and stacked and ready for pickup. All items should be assembled in a single location, ready for pickup. Items not meeting these conditions will be charged additional fees.

Responsibility
Responsibility for the rented items remains with the customer from the time of possession to the time of return. Additional fees are charged for damage and loss.

Long Term Rental
Most prices quoted are for a one day charge. If you desire to use the rental items for a longer period, please call our office for long-term rates.

Pricing
Prices listed are subject to change without notice.

Tent Policies

Making Reservations
Quotes and proposals do not guarantee the availability of rental equipment. Equipment will be reserved only upon receipt of a signed rental contract and a 50% deposit.

Cancellations (Non-Refundable 50% deposit)
When you reserve a tent and any accessories, we immediately remove them from our inventory and schedule crew. Therefore, any cancellation received within fourteen days of the installation date will be charged 50% of the total rental order.

Necessary Permits and Licenses
Prior to the installation of the tent, you agree to obtain all necessary permits, licenses and other consents from the appropriate government agencies at your expense.
Special Events Permit Office – City of Austin
Austin Area: 311 Out of town: (512) 974-6501

Permitting for Special Events

Subsurface Conditions. You agree to contact the appropriate authorities at least seventy-two (72) hours before tent erection is to begin, obtain their authorization to drive tent stakes or otherwise disturb soil, and inform us of the existence of any underground utilities (e.g., phone lines, gas lines, cable lines, septic system) or conditions that may interfere with our ability to stake and/or anchor tents. It is your responsibility to mark the location of underground utilities and inform our crew when they arrive at the job site. CALL BEFORE YOU DIG (800)-245-4545.

Tent Staking. You agree, at your expense, to provide a suitable surface for the erection of the tent. We assume no liability for holes, cracks, or other damage to concrete, asphalt, or any other surface on which a rented structure has been erected.

Use of Water Barrels as Anchors. Water barrels are not the preferred method for tent erection. Should the weather become severe during erection, we will not be able to erect the tent.

You agree to provide reasonable access to a water source, within 50 feet of the tent erection site. If access is not within the immediate vicinity, you are responsible for providing the additional footage of water hose. Should a water source not be available, you are required to pay the fee to have water ported to your site.

Weather-Related Risks. Tents are temporary structures and could possibly collapse during a severe rain, snow, or windstorm. Evacuation of tents in high winds, heavy snows, or extreme lightning is recommended. You agree that in the event of a predicted or actual storm or excessive winds, we may dismantle any previously installed rented tents and related item to ensure the safety of all persons involved. You assume all weather-related risks involved in holding an outdoor, tented event.

Risk of Loss or Damage. You agree to pay for any rented tents and related items lost, stolen, or damaged while in your possession, other than by rain, hail, storm, tornado, high winds, a fire caused by lightning or other disturbances of nature or Acts of God, provided that you notify us immediately.

Hold Harmless. You agree to assume the risk of, and indemnify and hold us harmless from and against any and all claims, demands, actions, lawsuits and proceedings of every kind, including costs, expenses, and attorneys’ fees for personal injury or property damage caused by, connected with, or resulting from:
(a) The delivery, loading, unloading, erection, installation, dismantling and use of the rented tents and related items.
(b) Contact with underground wires, pipes, cables, or other obstructions.
(c) Necessary surface repairs to asphalt.
This includes but is not limited to ruts in grass, scratches or cracks on the installed surface, and high wind related damages. Client also understands that tents are temporary structures and may leak during heavy rain.

Codes
Texas Department of Insurance
State Fire Marshal’s Office, Mail Code 112-FM
333 Guadalupe  P.O. Box 149221, Austin, Texas 78714-9221
Phone 512-305-7900
Fax 512-305-7910

Requirements for Commercial Type Tents Introduction:
Commercial type tents are tension pole tents normally rented from and erected by a party or tent rental businesses. Typically the tent is larger than 800 sq. ft. (20ft. x 40ft.) in size. The tent may or may not have side coverings. Any type of food preparation (cooking) is prohibited unless done so in a separate tent or area away from other use tents and approved by the State Fire Marshal.

Fire and life safety requirements for tents are designed to comply with Codes and Standards from the National Fire Protection Association (NFPA). NFPA 101, the Life Safety Code (2006 edition), sets minimum requirements which provide for a measure of safety from fire and the requirements for means of emergency egress. The following summarizes the requirements.

Flame Resistance:
All tents shall be flame resistant. All tent fabric shall meet the flame propagation performance criteria contained in NFPA 701. Certificate of flame resistance shall be attached to the tent or otherwise provided to the State Fire Marshal. (NFPA 101 – 11.11.2)

Location and Spacing:
There shall be a minimum of 10 feet between stake lines. (NFPA 101 – 11.11.3.1) Adjacent tents shall provide an area to be used as means of emergency egress. (NFPA 101 – 11.11.3.2) Spacing shall be approved by the State Fire Marshal.

Placement of tents relative to other structures shall be approved by State Fire Marshal, with consideration given to occupancy, use, opening, exposure, and other similar factors. (NFPA 101 – 11.11.3.5)

Fire Hazards:
Ground Within and Near the Tent: This portion of the Code prohibits the use of hay or other combustible material as ground covering. The ground enclosed by any tent, and the ground for a reasonable distance but not less than 10 feet outside of such a tent(s) shall be cleared of all flammable or combustible material or vegetation. (NFPA 101 – 11.11.4.1)

Cigarette Smoking:
Smoking is not permitted within the tent. (NFPA 101 – 11.11.4.2)

Open Flames:
Open flame devices, candles, and cooking are not permitted within tents.
a. Sterno type devices for heating prepared food for serving are permitted.
b. A separate tent (minimum of 10 feet from the dining tent) is preferred to be used for serving prepared food.
c. When food serving is in the dining tent, the serving area shall be a minimum of 10 feet from the nearest dining tables.

Heaters for Cold Weather:
a. Fired Heaters: Only labeled heating devices are permitted. Fuel-fired heaters and their installation shall be approved by the State Fire Marshal.(NFPA 101 – 11.11.6.1.1 & 11.11.6.1.2)
b. Liquefied petroleum gas (LPG) heaters are not permitted unless the tanks are a minimum of 5 feet from any tent. The tanks shall be secured in the upright position, protected from vehicular traffic, and be in accordance with NFPA 58, Liquefied Petroleum Gas Code. LPG heaters and their installation shall be approved by the State Fire Marshal. (NFPA 101 – 11.11.6.1.3 & 11.11.6.1.4).
c. Electric Heaters: Only labeled heaters are permitted. Heaters shall be connected to electricity by electric cable suitable for outside use and is of sufficient size to handle the electrical load. Electric heaters and their installation shall be approved by the State Fire Marshal. (NFPA 101 – 11.11.6.2).

Tents for Dining:
Main aisles and aisle access walkway between tables:
Aisles shall be maintained so any individual is able to move without undue hindrance at any time to the exits. Aisles are also maintained so crowd management, security, and emergency services personnel are able to reach any individual at any time, without undue hindrance. Layouts shall be approved by the State Fire Marshal.
a. Exits shall be located and exit access shall be arranged so exits are readily
accessible at all times. (NFPA 101 – 13.2.1 & 7.5.1.1)
b. Exits shall be arranged so the total length of travel distance from any point to reach an exit shall not exceed 200 feet. (NFPA 101 – 13.2.6)
c. The maximum travel distance to an aisle is 36 feet. (Maximum length of a row of tables is 72 feet.) (NFPA 101 – 13.2.5.7.5)
d. The minimum distance between dining tables providing seating on both sides shall be 50 inches from table edge to table edge. The distance allows 19 inches each for seating at each table and 12 inches for walkway. (NFPA 101 – 13.2.5.7)
e. The minimum distance between dining tables providing seating on one side shall be 31 inches from table edge to table edge. This allows 19 inches for the seating and 12 inches of walkway. (NFPA 101 – 13.2.5.7)
f. The main center walkway aisle shall be a minimum of 44 inches of clear width. (NFPA 101 – 13.2.5.8.2)

Tents for Merchandise Display or Sales:
No display or exhibit shall be installed or operated to interfere in any way with access to any exit.
a. Exits shall be located and exit access shall be arranged so exits are readily accessible at all times. (NFPA 101 – 13.2.1 & 7.5.1.1
b. Exits shall be arranged so the total length of travel distance from any point to
reach an exit shall not exceed 200 feet. (NFPA 101 – 13.2.6))
c. The main center walk way aisle shall be a minimum of 36 inches of clear width.
(NFPA 101 – 13.2.1 & 7.3.4.1)

Portable fire extinguishers:
Portable fire extinguishers are required in all tents. (NFPA 101 – 11.11.5) Arrangements should be made with the vendor supplying the tent(s) or a local fire extinguisher vendor for supplying portable fire extinguishers. No display or exhibit shall be installed or operated to interfere in any way with access to fire extinguishers.
a. The minimum rating for portable fire extinguishers is 3A:40B:C. Portable fire extinguisher sizes of 51b. or 101b. ABC rating will typically meet the rating requirement. (NFPA 10 – Table 5.2.1)
b. The maximum travel distance to portable fire extinguishers shall not exceed 75 feet. (NFPA 10 – Table 5.2.1)
c. A minimum of 1 portable fire extinguisher is required in tents not exceeding 75 feet in length. Tents exceeding 75 feet in length shall have a minimum of 2 portable fire extinguishers. (NFPA 10 – Table 5.2.1)
d. Portable fire extinguishers shall not be obstructed from view or access. (NFPA 10 – 1.5.6)
e. Brackets for the portable fire extinguishers shall be securely mounted so the top of the fire extinguisher is not more than 5 feet from the floor (ground). (NFPA 10 – 1.5.10)
f. Portable fire extinguishers shall have a current inspection tag from a licensed fire extinguisher vendor.

Electrical:
Electrical shall meet the requirements of NFPA 70, National Electrical Code.
a. Typical electrical wiring or cord requirements:
1. In good working condition.
2. Suitable for outside use.
3. Protected by Ground Fault Circuit Interrupter (FGCI) 4. Of sufficient size to handle electrical load. 5. Protected from pedestrian foot traffic.

Crowd Managers:
There shall be a minimum of 1 Crowd Manager per 250 occupants. The crowd managers are present to assist with crowd control. When tents are filled to capacity or become too crowded for free movement, the crowd managers shall restrict entry until the crowd diminishes. The crowd managers shall also have knowledge of the locations of exits, the locations of portable fire extinguishers, and trained how to direct occupants in the event of an emergency. (NFPA 101 – 13.7.6).

Emergency Services:
Vehicle Access Fire Lane and Height Requirements: Austin Fire Department: a. Fire lane and height requirements shall be maintained at all times. b. The minimum width for emergency vehicle access is 15 feet for one way traffic. c. The minimum width for emergency vehicle access is 25 feet for two way traffic. d. The minimum height clearance for overhead banners and such is 13 feet, 6 inches.

Should you have any questions, please contact Deputy State Fire Marshal at (512) 463-5479.