PLANNING FOR RAIN
Due to high demand and limited space available on our active job schedule, Made in the Shade Tent Rentals does not hold equipment on a contingent basis.
We understand that planning any event can be challenging when dealing with inclement weather. Of course, if rain is predicted for the date of your event, a tent is the only real solution other than cancellation. As the tent rental company, when a customer confirms a rental reservation we set aside time and resources to plan and execute the rental. Once a rental is confirmed, the rental will be placed on our master schedule. Lastly, cancelling a confirmed rental reservation leaves a gap in our schedule which might fall too close the delivery date. More likely than not, work was turned away due to the existing rental reservation. Because of the variables involved in the planning and scheduling of a tent rental we have drafted a rain plan policy to inform and guide our customers while they plan for the big event!
DEPOSIT/RESERVATION FEE
(PAYMENT TERMS)
(ABRIDGED)
ADVANCED RESERVATIONS
•A 50% DEPOSIT/RESERVATION FEE is required at the time of confirmation (if booked 30 or more days before delivery).
Remaining balance on the reservation is due 7 days prior to delivery.
Reservation will be automatically canceled if remaining balance is not received by due date (See criteria for refund below).
EXPEDITED RESERVATIONS
•A 100% DEPOSIT/RESRVATION FEE PAYMENT IN FULL is required at the time of confirmation (if booked 30 days or less days before delivery).
CANCELLING THE ORDER &
REFUND CRITERIA
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.
ADVANCED RESERVATIONS
Initiating the cancellation before the final balance is due (if rain is no longer in the forecast)
30 days or more before delivery
Full Refund of Deposit paid
ADVANCED & EXPEDITED RESERVATIONS
* * * *
Cancellation 7 – 28 day window before Delivery
ADVANCED
Delivery, Pickup, Long Carry, After-hours, Equipment Rentals (conditional), and Install/Removal Labor Fees will be fully refunded.
Customer responsible for 25% Restocking Fee based on the the total rental amount for each tent/accessory line item on the order.
Refunds will not include any fire permit/processing fees or site visits that were scheduled as part of the planning for the rental.
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)*.
EXPEDITED
50% of the total payment in full that was applied to order (Delivery, Pickup, Long Carry, After-hours, Equipment Rentals (conditional), and Install/Removal Labor Fees) will be fully refunded.
Of the Remaining 50%:
Delivery, Pickup, Long Carry, After-hours, Equipment Rentals (conditional), and Install/Removal Labor Fees will be fully refunded.
Customer responsible for 25% Restocking Fee based on the the total rental amount for each tent/accessory line item on the order.
Refunds will not include any fire permit/processing fees or site visits that were scheduled as part of the planning for the rental.
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)*.
Cancellation 6 – 2 days before Delivery
Delivery, Pickup, Long Carry, After-hours, Equipment Rentals (conditional), and Install/Removal Labor Fees will be fully refunded.
Customer will be charged a 75% Restocking Fee based on the the total rental amount for each tent/accessory line item on the order. Refunds will not include any fire permit/processing fees or site visits that were scheduled as part of the planning for the rental.
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)*.
Cancellation 1 day before Delivery
Delivery, Pickup, Long Carry, After-hours, Install/Removal Labor Fees will be fully refunded.
Customer will be charged 100% for the remaining items on their order.
Same-day cancellation & cancellation upon crew arrival at the event site
Customer is responsible for 100% of the order total job order.
*Site visits are a courtesy or confirmed rentals.
REFUND DISBURSEMENTS MAY TAKE UP TO 60 DAYS FROM THE DATE THE CANCELLATION WAS REQUESTED.
WHAT IS THE BEST WAY TO OBTAIN PRICING FOR RAIN PLAN TENTING?
Our sales team will provide an official rental quote that will give the option to confirm the rental by completing the rental agreement and submitting a deposit. This will place your rental on our schedule, reserving the action dates of your rental. Keeping the quote past the expiration date will impact inventory, pricing structure, and crew availability. We strongly suggest that upon make a decision to have rentals delivered to you
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 Quickly Will I Know If a Tent is Available?
Response times depend on demand, and availability is determined by:
•Installation timeframes & site accessibility
•Delivery & pickup scheduling
•Equipment inventory
If we cannot fulfill your request, our team will notify you as soon as possible.
HOW WILL I KNOW IF A TENT IS AVAILABLE TO RENT?
Response times depend on demand, and availability is determined by:
•Installation timeframes & 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.
WHEN WILL I GET MY REFUND?
Based on the date the cancellation was requested and the submission of the official cancellation form, a refund disbursement will be issued within 60 days. Failure to complete an official cancellation form within 30 days of the cancellation will result in a 100% forfeiture of the total amount received at the time of the cancellation.
MADE IN THE SHADE RAIN CANCELLATION POLICY
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.
