Frequently Asked Questions
How does the pricing work?
The rates listed are for a one to five day rental. If you desire to use rental items for a longer period of time, we have weekly and monthly rates. All charges are for time out, whether used or not. A $50.00 minimum order applies to all rentals.
How and when do I pay?
Payment is due before items are released to the customer. We accept Debit, Visa, Mastercard, cheques or cash. Businesses may set up charge accounts upon credit approval.
When should I make my reservation?
For large events and tents, we suggest you call as soon as you have determined your guest list. We carry the largest inventory of tents in North East, Calgary, however we are unable to predict who will reserve what and when. For smaller events, usually a week or two will suffice. Early planning ensures product availability. We do ask for a non-refundable deposit of 25% to confirm a reservation. The reservation fee is your assurance that the items requested will be available on the day you request. Cancellations may be made up to a week prior to the event, afterwhich the entire invoice must be paid. We require a Visa or Mastercard number in order to process any order.
What about changes in my order?
If a portion of the equipment scheduled for delivery/pick up is cancelled less than one week prior to delivery/pick up date, the charges for this equipment shall be due and payable as per the agreement. Additions to an order are welcome but subject to availability. A $10.00 administration fee is applied to changes made within 48 hours of the rental.
When should I pick up and return my order?
Items may be picked up the day before the event and returned the following business day, by 11:00 a.m. (to avoid late charges).
Is there a delivery charge?
Most items can be transported by the customer however delivery is available. Please call our office at (403) 605-7493 for a quotation on delivery. Our drivers are instructed to stack rental items and should be ready for pick up the same way. Please have all rental equipment (except tents) folded, stacked, bagged and crated ready for pick up. We do not dismantle and clean up your party. Our labour rate is $30.00 per man-hour if we have to take down and fold tables and chairs and hunt for our equipment. If our driver cannot locate the items or get access to where they are, the delivery or pickup fee will apply and be charged a second time for the return trip. Please remove everything from under the tent after your party. We must charge an additional pick-up fee if we have to come back later.
When do you deliver/pick up?
Deliveries are usually made the day of the function (if it falls Monday-Friday) or one day earlier. Pickups are done on the next regular business day after your event. The delivery and pick up dates will be noted on your rental agreement at the time you place your order.
What time of day will my equipment be delivered?
Our hours of operation are 8 a.m. to 10 p.m. Monday–Friday . Each of our trucks have many stops during one day. Schedules are made one day ahead.
Do you have out of town delivery and pickup service?
Yes, charges for delivery/pickup are based on the size of the order, the kilometre distance from our shipping dock and the amount of handling required by our delivery personnel. We can also ship via a common carrier where appropriate. Please call our office for further details.403-605-7493
Can you deliver without my being there?
Yes, provided there is a secure area which is protected from the elements where the items may be left and you have already signed and faxed back a rental contract to our office. These arrangements must be made prior to the delivery or pick up. Please call our office with instructions as to where the equipment is to be left. If you are not home and we have no instructions, it will cause a delay and an extra cost to you for rescheduling a truck.
Will my rental equipment be set up and taken down?
Set up and take down services are available at an additional charge. These arrangements MUST be made in advance of delivery and pick up.
What is my responsibility for the equipment’s return?
Responsibility for equipment remains with the renter from the time of receipt to the time of return. Tables and chairs should be taken down and stacked in a single location for pick up. Linens should be refuse-free and dry to prevent staining and mildew. All linen should be returned in the containers or linen bags provided. Any mildewed linen returned in plastic bags will be charged to the customer. Items not meeting these conditions are subject to additional fees. Customers are responsible for all breakage and lost equipment including containers . All items should be secured and protected from the elements, theft or damage. Shortage must be reported prior to the event or the invoice quantities will be considered received.
Do I have to wash the linen?
No, we take great pride in our in-house linen service and ask that you do not launder the linen. Please shake out the linen to remove any debris. Do not pack them in plastic bags, please use the bags provided. Soiled linen left in plastic bags will mildew. Any tablecloth damaged by wax or burns will be charged to the customer. Please keep candle flames enclosed.
What about losses?
We charge for missing as well as damaged items at retail replacement value.
What if I would like to rent something not on the price list? We are constantly adding new items to our rental inventory. If the item is not listed, please call and ask, we probably have it.
What size of tent do I need?
First, determine how many people you want to accommodate at any one time for your event. Then refer to our”Space Requirement Chart" for easy guidelines. Remember to consider adding additional space for buffet tables, bars, dance floors or whatever your situation may call for. After you’ve added all those numbers up you’ll have the total size you need. Then see which tent has close to (or slightly larger) the same square footage and that’s the one you want.
When do you install and remove a tent for my party?
If your party is on a Saturday for example, we usually install the tent on Thursday or Friday depending on when your function starts. Sometimes even earlier depending on the situation, weather factors and how many projects might be scheduled for that week and where they are located. Pickup is most often scheduled for Monday but we will ask you for the event start and end time to determine exactly when the best time for pick up would be. For most events, there is no cut and dried time for installation and strike because of many different factors but we always strive to be flexible and accommodate the needs of our customers balanced with what is possible for our tent crew to do in a day.
Is there any time of year that party tent rentals are not possible?
All Shelter is the exclusive supplier of tents to the Festival and a major supplier of tents to the Stampede Exhibition in Calgary. Therefore rentals on the Civic Holiday weekend, as well as weekends prior to and following must be booked months in advance in order to allow for proper scheduling and product availability.
Do I need a floor in my tent?
In most cases you do not. Sometimes you might want a floor other than for dancing on and yes we can provide those. Flooring rents for $1.50 per square foot.
Do you provide decoration service for tents?
Yes We Provide Full Decoration.We have pole drapes, tent liners, and special lighting available to decorate you event. We also carry wedding arches, flower stands, roman columns and urns, candelabras and candle lamps. See the accesories section of our price list for complete details.
Do you have tents for Barbequing under?
Yes, we have specific tents (MQ10 and MQ20 only) assigned to BBQ parties. You MUST tell us in advance and we’ll make sure that you are given one of these tents. Once a tent has been used to BBQ near it becomes virtually useless for anything else. If you do not warn us that you will be BBQ’ing near our tents and you smoke up or ruin one of our tents in this manner we will charge you for the replacement cost of the fabric.
What size of tent can I install myself?
We have MQ10 and MQ20 tents available for do-it-yourself set ups. There is no colour choice available for do-it-yourself installations. You can easily join two or more similarly sized tents with our unique gutter system. These tents require very little manpower to setup or take down. Comprehensive, easy to follow instructions are sent with each tent. The longest part in any of our do-it-yourself tents is 9'3” long so a ½ ton truck with a full-length box is the smallest you can pick the tent up in.
Who is responsible for the security of tents from vandalism or other damage?
Fortunately we have had very few incidents over the years however you are responsible for any damages caused by vandalism or unruly guests to any of the rental equipment. Often our customers arrange for overnight security service to assure nothing happens.
How do you anchor tents?
We use 30" steel stakes which driven into the ground. Our Peak Marquee tents are staked through the base of the leg and our Peak Pole tents have guy ropes which are staked into the ground. Generally there are two stakes per leg, however this may vary depending on the size of the tent, ground conditions, wind load and length of rental. When you book a tent, if your setup surface is anything other than grass, it is important that you let us know. We have special methods and devices used for various anchoring situations. Underground and overhead utility locates are the customer’s responsibility and must be completed prior to tent erection.
What are your general rental terms and conditions?
The rates listed are based on a one to five day rental period.
Items may be picked up the day before the event and returned by 11:00 a.m. the following business day (to avoid late charges).
Responsibility for equipment remains with the lessee from the time of delivery/pick up to the time of return to us.
All underground and aboveground line locates are the responsibility of the customer and must be obtained prior to tent erection.
Rented items must be secured when not in use and protected from the elements.
Any damaged or missing items will be charged to the customer.
Any shortage must be reported prior to the event or the invoice quantities will be considered received.
Minimum order of $10.00 applies to all rentals.
Charges for delivery/pickup are based on the size of the order, the distance from our center and the amount of handling required by our delivery personnel.
Delivery is to ground level/main entrance.
All rental equipment (except tents) should be folded, stacked, bagged, crated etc., and ready for pickup after your event.
For sanitation purposes dishes must be either scraped or rinsed free of food waste and dry before they are returned.
Click Here to see the terms and conditions you agree to when signing our rental agreement.