We keep an eye on the WEATHER, if predictions are poor we may setup early (provided equipment and site is available, etc). Wind speeds over 30 MPH (lightening, hail, extreme cold, etc) may delay or cancel setup or takedown. See below for Winter Weather.
DELIVERY / SETUP / TAKEDOWN Tent & Canopy rentals (except AP-Customer Setup Tents) include setup & takedown. Delivery charges are additional & depend on location (additional equipment ordered is included in delivery). Pricing is available on request. Make arrangements SPECIFIC. Delivery is curbside drop-off & pickup. Curbside includes deliveries to most residential garages & driveways (backyards are EXTRA). There are extra charges if location exceeds 100 ft of vehicle, or is other than ground level (hills, fences, gates, bridges, awning, low hanging trees, bushes, multiple doors, elevator, stairs, etc). What about TRUCK ACCESS to site? Be sure to arrange for space to park our Delivery truck close to the site! Most tent installations require us to be able to drive right up to where we need to work because of the size & weight of the equipment. For large projects this usually isn’t a problem but is worth mentioning in case there are access restrictions. If we need to transport materials more than a minimal distance from the truck & are not notified ahead of time BEFORE we load & route our crews (which is typically 1-2 DAY’S BEFORE your delivery), it could affect our ability to have the tent up on time (or even at all). It would affect our route schedule (which is sometimes tight) which affects the next customer’s service. In addition, there will be an additional fee. Just imagine how difficult it is to hand carry (or cart across bumpy ground) 100’s / 1000’s of pounds of tent fabric & materials from our truck to a site 250 yards away, in all types of weather!
Our delivery staff is instructed to stack items in mutually convenient place on delivery. On pickup all items must be folded, stacked, everything clean, repacked in same containers and ready to go in same convenient place as delivery. Customers will be charged additionally for items not ready for pickup at pre-arranged time. All non-Broadway Equipment (ALL personal décor, string, balloons, tape, lighting, etc) MUST be removed prior to scheduled takedown or you will incur additional Cleaning, Return Trip or Wait Time fees. Pricing for SETUP & TAKEDOWN OF OTHER EQUIPMENT (tables, chairs, etc) is available on request.
To help prepare we’d require a written SETUP/LAYOUT DIAGRAM at least 4 days in advance. Most deliveries are made (Mon-Fri) between 8 AM and 5 PM (later in June). Customers are welcome to call the day of delivery to inquire about approximate arrival times. If specific times, weekends, before or after hours, are necessary additional charges will apply.
The State of Minnesota enforces a NOISE ORDINANCE from 10 PM to 7 AM. We cannot use jackhammers for installing stakes (large tents) between those hours unless you have a special Permit.
Customer is responsible for all necessary PERMITS required by City, County, and/or State. We can supply copies of Fire Retardancy Certificates if needed. Other requirements to check: exit signs, fire extinguishers, etc.
COOKING is not permitted under any tent or canopy unless a cooking tent has been specifically requested.
CAUTION: DECORATIONS have been known to leave a residue or stain on Tent Top & Poles. You will be charged a replacement and/or cleaning fee if that happens. DO NOT USE ANY crepe paper decor or streamers! Remove ALL tape, residue, signs, lighting, and decorations or you will be charged a cleaning fee!
SITE INSPECTION & PREPARATION Tents 30’ wide & larger require a Site Inspection prior to Reservation. There’s a fee which may be credited on your final Contract. We’ve found site inspections valuable in preventing potential problems. We recommend you mow 1-2 days in advance of setup. Area where tent is to be setup should be cleared out & clean. Prevent people from parking vehicles in or around the setup area & remember to reserve closest parking spots for our delivery vehicles.
If you have ANIMALS or PETS, restrain them from interfering with delivery personnel. Prior to delivery & pickup remove pet feces in & around area where equipment is being setup & used. Please prevent pets from urinating on equipment.
FIRE PIT We require a minimum 10’ clearance away from fire pits (unless they’re not being used).
UTILITIES An 8’ clearance is required away from overhead power lines (electrical) because power can jump.
PUBLIC UTILITIES When setting up tents that require staking, State Law requires us to call Gopher State at least 2 full business days (48 hours) prior to staking but no more than 10 days in advance. After we call; each utility company will come & mark locations of underground PUBLIC utilities (gas, electric, phone, cable). They WILL NOT mark PRIVATE utilities or underground sprinkler systems. If the area is a BUSINESS PROPERTY the 4 corners need to be marked with WHITE PAINT PRIOR TO THEIR ARRIVAL (4-5 BUSINESS DAYS). If it’s a large open field, it’s recommended you also flag the area a week in advance to help Gopher One know where to do the utility locating. If Gopher One does not mark because the area was unidentified – WE WILL NOT BE ABLE TO SETUP THE TENT!
Flagging is not an option. If they happen to flag (instead of paint) you CANNOT in any way move flags (even temporarily) for mowing or any other purpose. Scheduling a specific time is not available and they will not knock on your door. If you’ve never had a tent setup in the area you are in the planning stages of your event & question whether power runs through the area, consider call Gopher One to have them locate, this may help you choose the best location.
PRIVATE UTILITIES If you have private utilities (underground sprinkler system, yard or parking-lot lights, gas grills, etc) YOU are responsible for locating and marking their locations and/or providing blueprints. Unmarked utilities will delay or cancel your setup & may incur additional Wait Time fees.
Broadway Party & Tent Rental is not responsible for hitting unmarked lines!
WINTER / COLD WEATHER SETUP When wanting a tent setup November thru March/April call to discuss details because there are potential problems in winter that sometimes make putting up the tent impossible. Extreme weather & frozen ground are 2 areas of concern. We typically request 10 days prior to the event for setup & 10 day after the event for takedown (we will not handle vinyl in temperatures below 15-20 degrees).
TENT SETUP ON THE DAY OF THE EVENT? Customers must be aware that in the event of high winds or lightning, we will not risk the safety our staff to setup or takedown the tent you ordered. Foul weather may delay or cancel your tent setup and there is no refund. We always recommend arranging for setup the day before and takedown the day after but we realize not all venues allow that, just know that there is a risk you take.
DO STAKES DAMAGE ASPHALT PARKING LOTS? Stakes will make a hole about the size of a quarter which can be patched (for a fee). There are some locations we’ve installed the same size tents over several years & we reuse the same holes with no problem. Staking vs Weighting
TENT ACCESSORIES In addition to reserving your Tent don’t forget we have Heaters, Air Coolers, Lighting, Sidewall, Flooring, Staging, Exit Signs, Fire Extinguishers and many other items available for rent!