RENTAL RESERVATION CONFIRMATION & SCHEDULING
A rental reservation is not considered confirmed until all required RESERVATION DOCUMENTS are completed and the applicable CONFIRMATION PAYMENT has been received.
CONFIRMATION DOCUMENTS
This CONFIRMATION DOCUMENTS are hyperlinked within the QUOTE PDF file that is deployed to the client. This collection of documents will be referred to as the RESERVATION DOCUMENTS.
All forms are web-based forms built within the ADOBE SIGN eco system. All forms are accessible via a mobile, desktop, or tablet web browser. Upon completion of all required fields, all forms will be auto-returned to Made in the Shade when the signer has clicked the finish tab. These forms cannot be saved and returned to for completion. They must be completed in one sitting. We suggest reading through the forms prior to any data input.
Once confirmed, reservations are scheduled, inventory is allocated, labor is assigned, permits are initiated, and third-party vendors may be engaged.
CONFIRMATION PAYMENT
A CONFIRMATION PAYMENT REQUEST will accompany every QUOTE that is deployed by our sales team. This payment will be due along with the completion of our RESERVATION DOCUMENTS to confirm a rental reservation. The CONFIRMATION PAYMENT amount will be determined by the DELIVERY DATE lead time.
ADVANCED RESERVATIONS:
Rental reservations that are confirmed 30+ days before the DELIVERY DATE.
25 – 50% CONFIRMATION PAYMENT
•A 25 – 50% CONFIRMATION PAYMENT is required to confirm the rental. The percentage is calculated using the grand total of the QUOTE at the time it has been deployed by the sales team. CONFIRMATION PAYMENT REQUEST will contain a due date that may or may not be aligned with the QUOTE EXPIRATION DATE.
Note: The CONFIRMATION PAYMENT and RESERVATION DOCUMENTS must be received by the QUOTE EXPIRATION DATE to retain the pricing structure and all line items listed within the QUOTE. Confirming the rental after the QUOTE EXPIRATION DATE may impact inventory availability, including rental rates and Delivery/Pickup fees.
PRE-DELIVERY PAYMENT
•A PRE-DELIVERY payment will be requested for the remaining balance on the rental 7 days prior to delivery.
FINAL INVOICE
•Any additions or service charges incurred from the DELIVERY DATE will be billed on a FINAL INVOICE following the PICKUP and subsequent inventory review & check-in.
Failure to submit the PRE-DELIVERY PAYMENT may delay delivery or result in the cancellation of the rental reservation.
EXPEDITED RESERVATIONS:
Rental reservations that are confirmed within the 30-day window before the DELIVERY DATE.
CONFIRMATION PAYMENT
•A 100% CONFIRMATION PAYMENT IN FULL is required to confirm the rental reservations. Payment is due on or before the due date to retain pricing structure of all line items on the order and secure the allocated inventory.
FINAL INVOICE
•Any additions or service charges incurred from the DELIVERY DATE will be billed on a FINAL INVOICE following the PICKUP and subsequent inventory review & check-in.
SINGLE ITEM CANCELLATION
The following is a guideline for the cancellation of individual inventory items like tenting, structures canopies, heaters, flooring, lighting, cement block weights.
We encourage our customers to make any necessary cancellations well in advance so that we can better serve all of our customers and plan accordingly.
Individual item cancellation fees:
CANCELLATION BETWEEN 7 – 29 DAYS BEFORE DELIVERY DATE
UP TO 25% RESTOCKING FEE
CANCELLATION BETWEEN 6 – 2 DAYS BEFORE DELIVERY DATE
UP TO 75% RESTOCKING FEE
CANCELLATION BETWEEN 1 DAY BEFORE DELIVERY DATE OR AT TIME OF DELIVERY
UP TO 100% RESTOCKING FEE
ENTIRE ORDER CANCELLATION
Customers seeking to CANCEL either a part, or the entirety, of a confirmed rental reservation after the rental or service has been confirmed, and before equipment is delivered, will be subject to the following CANCELLATION POLICY.
Due to the size and scope of the annual events we cover, our daily schedule is planned out months in advance, leaving just a sliver of available delivery and pickup time slots for new rentals. When rental is confirmed, our team in fully committed to the planning, preparing, and executing the install and removal of each reservation. Depending on when and how a cancellation is communicated can dictate what our sales team will be able to do to fill that vacancy. The following cancellation portion of our CONFORMATION, CANCELLATION, AND CHANGE POLICY (CCCP) is intended to provide guidance to our customers who may be face with making a cancellation of any kind and outline the financial penalties that are activated within the week prior to the DELIVERY.
Customers who meet the criteria to receive a refund for a total rental cancellation must complete our CANCELLATION FORM.
Refunds are issued within 60 days of receipt of the CANCELLATION FORM.
CONDITIONS AND FEES FOR CANCELLATIONS BELOW
ADVANCED RESERVATIONS
Initiating the cancellation before the PRE-DELIVERY PAYMENT is submitted (Typically the 7-day window before the DELIVERY DATE)
CANCELLATION 30 OR MORE DAYS BEFORE DELIVERY DATE
Full Refund of the entirety of the CONFIRMATION PAYMENT*
*CUSTOMER MAY BE CHARGED FOR PERMIT & PROCESSING FEES & SITE VISITS
Please allow up to 60 days for the refund to be dispersed.
ADVANCED & EXPEDITED RESERVATIONS
* * * *
CANCELLATION BETWEEN 7 – 29 DAYS BEFORE DELIVERY DATE
CUSTOMER WILL BE RESPONSIBLE FOR, BUT NOT LIMITED TO:
UP TO 50% RESTOCKING FEE
on each tent/accessory line item on the order at the time of cancellation
&
The whole, or part of any PAID PERMIT, PERMIT PROCESSING, and/or SERVICE FEES may be included in a refund.
&
Equipment Prep LABOR/LOADING charges if applicable.
&
TRAVEL AND TIME for SITE VISITS for any canceled rental reservations will be billed accordingly.
CUSTOMER REFUND WILL INCLUDE, BUT NOT LIMITED TO:
Delivery, Pickup, Long Carry, After-hours, Equipment Rental (conditional), and applicable Labor Fees.
ADVANCED & EXPEDITED RESERVATIONS
* * * *
CANCELLATION BETWEEN 6 – 2 DAYS BEFORE DELIVERY DATE
CUSTOMER WILL BE RESPONSIBLE FOR, BUT NOT LIMITED TO:
75% RESTOCKING FEE
on each tent/accessory line item on the order at the time of cancellation
&
The whole, or part of any PAID PERMIT, PERMIT PROCESSING, and/or SERVICE FEES may be included in a refund.
&
Equipment Prep LABOR/LOADING charges if applicable.
&
TRAVEL AND TIME for SITE VISITS for any canceled rental reservations will be billed accordingly.
CUSTOMER REFUND WILL INCLUDE, BUT NOT LIMITED TO:
Delivery, Pickup, Long Carry, After-hours, Equipment Rental (conditional), and applicable Labor Fees.
ADVANCED & EXPEDITED RESERVATIONS
* * * *
CANCELLATION BETWEEN 1 DAY BEFORE DELIVERY OR ON DELIVERY DATE
CUSTOMER WILL BE RESPONSIBLE FOR, BUT NOT LIMITED TO:
100% RESTOCKING FEE
on each tent/accessory line item on the order at the time of cancellation
&
The whole, or part of any PAID PERMIT, PERMIT PROCESSING, and/or SERVICE FEES may be included in a refund.
&
Equipment Prep LABOR/LOADING charges if applicable.
&
TRAVEL AND TIME for SITE VISITS for any canceled rental reservations will be billed accordingly.
&
Delivery, Pickup, Long Carry, After-hours, Equipment Rental (conditional), and applicable Labor Fees.
CUSTOMER REFUND WILL INCLUDE, BUT NOT LIMITED TO:
NO REFUNDS WILL BE ISSUED
CANCELLATION ON DELIVERY DATE OR AT THE INSTALLATION SITE
CUSTOMER WILL BE RESPONSIBLE FOR, BUT NOT LIMITED TO:
100% RESTOCKING FEE
on each tent/accessory line item on the order at the time of cancellation
&
The whole, or part of any PAID PERMIT, PERMIT PROCESSING, and/or SERVICE FEES may be included in a refund.
&
Equipment Prep LABOR/LOADING charges if applicable.
&
DELIVERY FEES
&
TRAVEL AND TIME for SITE VISITS for any canceled rental reservations will be billed accordingly.
Charges for site visits (Site visits are a courtesy for confirmed rentals) will be billed accordingly based on a $100/hour for MITS attendance + any transportation costs (up to $3/mile)*.
Site visits for confirmed rentals are complimentary.
Equipment secured on behalf of the customer from a 3rd party vendor are Subject to the cancellation policy of that vendor.
CUSTOMER REFUND WILL INCLUDE, BUT NOT LIMITED TO:
NO REFUNDS WILL BE ISSUED
CANCELLATION CONDITIONS
Cancellation of the order must be initiated by the customer in writing (via Email) or over the phone. Completion of a cancellation request will be required to receive a refund of any kind.
Failure to complete the formal cancellation request via Cancellation Form is a forfeiture a refund. Customer has 30 days to complete the form. Refund timeline is contingent on the date the form has been received.
Part of the rain plan reservation requirement is that Made in the Shade will plan as if the rental will occur with the job maintaining a dedicated position on the delivery/pickup schedule.
CANCELLATION REFUNDS
REFUND DISBURSEMENTS MAY TAKE UP TO 60 DAYS FROM THE DATE THE CANCELLATION WAS REQUESTED.
NOTE:
Charges for site visits (Site visits are a courtesy for confirmed rentals) will be billed accordingly based on a $100/hour for MITS attendance + any transportation costs (up to $3/mile)*.
Site visits for confirmed rentals are complimentary.
Equipment secured on behalf of the customer from a 3rd party vendor are Subject to the cancellation policy of that vendor.
ORDER CHANGES & REVISIONS
BEFORE CONFIRMATION AND DURING QUOTE PROCESS
Revisions & changes are limited to 3 versions before the rental is confirmed.
AFTER RENTAL CONFIRMATION
All revisions and changes should be completed 2 WEEKS BEFORE the DELIVERY DATE.
Eliminating/cancelling an item will be fall under the SINGLE ITEM CANCELLATION section of the policy.
RENTALS REQUIRING APERMIT
All revisions and changes should be completed 4 WEEKS BEFORE the DELIVERY DATE.
This will allow enough lead time to submit permits to presiding fire departments.
HOW SOON SHOULD I CONTACT MADE IN THE SHADE
If your event is 5–7 days away and rain is in the forecast:
1.Submit a request via our Request a Quote form.
2.Call our office at (916) 371-8500 to follow up.
IMPORTANT CONSIDERATIONS
•Peak season (April, May, June, July, September, October, November): Space is limited on our job schedule, making last-minute requests difficult to accommodate.
•Event Types We Service: Large concerts, festivals, sporting events, construction, manufacturing, agriculture, and corporate events. We do not provide tents for small private events or weddings.
HOW WILL I KNOW IF A TENT IS AVAILABLE TO RENT?
Response times depend on demand, and availability is determined by:
•Installation time frames & site accessibility
•Delivery & pickup scheduling
•Equipment inventory
If we cannot fulfill your request, our team will notify you as soon as possible.
WHAT IF I SUBMITTED A QUOTE REQUEST,
BUT I HAVE NOT HEARD BACK?
If rain is in the forecast, we receive a high volume of inquiries, which may delay responses. If you haven’t heard back:
✅ Double-check your email inbox (including spam).
✅ Call our office at (916) 371-8500 for assistance.
WHAT FACTORS SHOULD BE CONSIDERED FOR LAST MINUTE RENTAL REQUESTS?
PERMIT REQUIREMENTS FOR LAST-MINUTE RENTALS
•If your event requires a fire permit, the fire department must approve the installation.
•Private homes and funerals are exempt from permitting requirements.
If permitting is required, the fire department in charge of the jurisdiction where the event will take place must be contacted, an application submitted, and an inspection time scheduled. If the fire department does not approve the rental, then we cannot install the equipment. Private homes and funerals are exempt from permits.
DOWNLOAD THE COMPLETE CANCELLATION POLICY
RAIN PLAN TENTING POLICY
Made in the Shade’s RAIN PLAN CANCELLATION POLICY includes aspects
of the CCCP; however, that policy is a stand alone cancellation policy available for review HERE.
STORM PREPARATION
Learn more about preparing for a storm via hyperlink button below.
WE ARE HERE TO HELP
Our staff is ready to answer questions or provide additional assistance. Contact us today by PHONE or EMAIL.
To obtain a tent rental estimate for an upcoming event, complete the REQUEST A QUOTE form.
