Delivery Policy | Event Rentals in Central Maine

DELIVERY OF EQUIPMENT POLICY

This policy outlines the terms for delivery of rental equipment from Event Rent ME, LLC. By reserving equipment, you agree to the following conditions:

1. Service Area & Distance

• Standard delivery is available within 50 miles of Winthrop, Maine.
• Deliveries beyond 50 miles may be possible with prior approval and may incur additional fees. Please contact us in advance to confirm availability.

Delivery availability is subject to minimum order subtotal requirements based on distance from Winthrop, Maine:

• 0 to 25 miles requires a minimum equipment subtotal of $300
• 26 to 35 miles requires a minimum equipment subtotal of $600
• 36 to 50 miles requires a minimum equipment subtotal of $800
• +50 miles requires a minimum equipment subtotal of $1,500
• Subtotal refers to equipment rental charges only and excludes delivery fees, taxes, and other service charges.

Event Rent ME, LLC reserves the right, at its sole discretion, to refuse, cancel, or modify delivery for any order that does not meet minimum requirements or is not operationally feasible due to distance, scheduling, staffing, site conditions, weather, safety concerns, or equipment availability.

2. Scheduling

Delivery scheduling is not decided until the week prior to the scheduled event. A delivery plan will be generally discussed during communication of the reservation booking for an estimated delivery plan day, however the actual delivery day and time is not determined until the week prior to the scheduled event.

3. Permit Verification Requirement for Tent Deliveries

Event Rent ME, LLC requires proof of any required tent permits at least thirty (30) days before delivery.

If permit proof is not provided when required, Event Rent ME, LLC reserves the right to cancel or refuse tent delivery.

Delivery fees and payments remain subject to standard cancellation policies.

Someone 18+ years or older must be present for tent deliveries. Once set up, tents cannot and will not be moved.

4. Delivery Scheduling

• A precise delivery schedule will be coordinated with Event Rent ME, LLC within one week from the date of your event. Delivery is generally made 1-3 days prior to your event.
• Early delivery may occur at no additional cost due to route efficiency or multiple deliveries scheduled in your area.
• You will be notified in advance if early delivery is planned.

5. Delivery Access Requirements

• Deliveries are made to ground-level, accessible areas within 100 feet of a safe parking spot.
• Equipment will be staged in one central location (e.g., driveway, garage, covered outdoor area, enclosed entryway or lobby of public building, etc.).
• We do not transport equipment up steep hills, up or down flights of stairs, in elevators or through buildings unless arranged and approved in advance.

6. Trailer Drop-Off (When Applicable)

• Trailer drop-offs must be discussed and approved in advance.
• If your order qualifies for trailer delivery, you are responsible for securing and safeguarding the trailer and equipment during the rental period.

7. Pickup Policy

• Items should be ready at the scheduled pickup time.
• If items are not ready or accessible, additional labor fees or rescheduling charges may apply.

8. Renter Presence & ID Requirement

• An authorized Renter must be present during delivery to verify the order and inspect the equipment.
• The contract will be validated, and the Renter will sign for their rented equipment, re-agreeing the terms and agreements.
• A valid driver’s license is required at the time of delivery for identity verification.
• If no authorized adult is present, delivery may be postponed or conducted without signature at your own risk. These terms were already agreed to on our website during checkout.

9. Missed or Delayed Access

If we are unable to deliver or retrieve equipment due to blocked access, unsafe conditions, or lack of preparation:

• Additional charges may apply
• Pickup may be delayed until the next available opportunity
• You remain responsible for the equipment until it is retrieved

10. Weather Conditions

Event Rent ME, LLC may adjust delivery or pickup times due to hazardous weather or road conditions. We will notify you promptly if a change is necessary.

Event Rent ME, LLC reserves the right to pick up a tent at a time which differs from the original pick up time in the event that the tent is wet from rain or other similar weather changes. Event Rent ME, LLC will notify Renter in the event that pick up times are altered.

RENTER PICK UP

This policy outlines the terms for Renter pick-up of rental equipment from Event Rent ME, LLC. By reserving equipment, you agree to the following conditions:

1. Scheduling

• Pick up is typically scheduled for 1-3 days prior to your event.
• Early pick up may be available depending on equipment availability.

2. Pickup Policy

• Items should picked up and returned at the scheduled pickup and return times.
• If items are not returned at or before the return time, additional labor fees or rescheduling charges may apply.
• If items are not picked up at the scheduled pickup time, then Event Rent ME, LLC reserves the right to cancel the reservation in accordance with the Cancellation Policy or to charge additional fees as Event Rent ME, LLC deems appropriate.

3. Renter Presence & ID Requirement

• An authorized Renter must be the person to pick up the equipment in order to verify the order and inspect the equipment.
• The contract will be validated, and the Renter will sign for their rented equipment, re-agreeing the terms and conditions.
• A valid driver’s license is required at the time of pick up for identity verification.

4. Indemnification

• Renter hereby indemnifies and holds Event Rent ME, LLC harmless from any and all claims arising out of Renter’s presence on Event Rent ME, LLC’s property and from any and all claims arising out of the pick up, loading, unload, and securing of said equipment.

CONTACTLESS RENTER PICKUP ADDENDUM

In addition to the terms and conditions set forth in the Rental Agreement, the Renter has opted to participate in the Contactless Renter Pickup. In order to participate in Contactless Renter Pickup, the Renter agrees to abide by the additional following terms and conditions, which terms and conditions are in addition to the terms and conditions of the Rental Agreement:

1. Reservation Request

The Renter submits a rental request through Event Rent ME, LLC’s booking system, website, email, phone, text message, or other approved communication method.

Event Rent ME, LLC reviews the requested items, rental dates, pickup date, return date, inventory availability, and Renter eligibility for contactless pickup.

Event Rent ME, LLC reserves the right to deny contactless pickup for any reason, including order size, item type, prior Renter history, scheduling concerns, weather concerns, or risk of loss or damage.

2. Payment Link Sent

Once the rental request is approved, Event Rent ME, LLC sends the Renter a payment link for the required rental amount, deposit, fees, taxes, and any applicable charges.

No equipment will be released for pickup until required payment has been received and cleared.

3. Electronic Communications

The Renter agrees that electronic signatures, electronic records, text messages, emails, access logs, payment records, photos, and video footage may be used to document the transaction.

No equipment will be released for pickup until all required agreements have been completed and signed, either hardcopy or electronically.

4. Identity and Vehicle Verification/Monitoring

Before pickup access is granted, the Renter must provide verification information requested by Event Rent ME, LLC. Verification information may include the following: Renter name, Phone number, Email address, Photo of government issued ID, Vehicle make and model, License plate number, Name of any authorized pickup person, Photo of the authorized pickup person’s government issued ID, if different from the Renter

The Renter agrees that this information is collected for identity verification, equipment security, loss prevention, dispute resolution, and enforcement of the Rental Agreement and Contactless Renter Pickup Addendum.

Event Rent ME, LLC may deny pickup access if the information is incomplete, does not match the Rental Agreement, appears inaccurate, or raises security concerns.

The Renter agrees that the contactless pickup shed, access area, and return area may be monitored by cameras, smart locks, access logs, lights, and other security systems.

The Renter agrees that photos, video footage, lock records, timestamps, text messages, emails, payment records, and electronic signatures may be used by Event Rent ME, LLC to verify pickup, return, condition, access, identity, and compliance with the Rental Agreement.

Event Rent ME, LLC may retain Renter verification information, vehicle information, access records, camera footage, communications, signed documents, and related transaction records for business, security, legal, insurance, accounting, dispute resolution, and collection purposes.

Event Rent ME, LLC will limit access to sensitive Renter information and may delete, redact, or dispose of verification records when they are no longer reasonably needed for the rental transaction, legal compliance, dispute resolution, or business records.

5. Pickup Window Assigned

Event Rent ME, LLC assigns the Renter a specific pickup date and pickup time window.

The Renter may only access the contactless pickup shed during the assigned pickup window unless Event Rent ME, LLC gives written permission.

Early pickup, late pickup, or access outside the assigned pickup window is not allowed unless approved in writing by Event Rent ME, LLC.

6. Temporary Access Code Issued

After payment, signature, and identity verification are complete, Event Rent ME, LLC will issue a temporary access code for the assigned contactless pickup shed door via email or text message to the Renter.

The access code is for the Renter or authorized pickup person only.

The Renter may not share the code with any unauthorized person.

The access code may be limited by date, time, door number, or access window.

Event Rent ME, LLC may cancel, change, disable, or refuse an access code at any time for security, nonpayment, incomplete paperwork, suspected fraud, misuse, weather concerns, or any violation of the Rental Agreement.

7. Renter Pickup

Event Rent ME, LLC will place only the Renter’s approved rental order inside the assigned contactless pickup shed before the scheduled pickup window.

The Renter is responsible for confirming that the items and quantities provided match the rental order before leaving the pickup area.

If any item is missing, damaged, incorrect, dirty, or not as expected, the Renter must notify Event Rent ME, LLC immediately before leaving the pickup area.

If the Renter leaves without reporting an issue, the Renter accepts the equipment as received in good condition and in the quantities listed on the Rental Agreement.

The Renter assumes full responsibility for the rented equipment once the pickup shed is opened, the pickup area is entered, the assigned access code is used, or the equipment is removed, whichever occurs first.

The Renter is responsible for loss, theft, damage, misuse, missing parts, improper loading, improper transport, weather exposure, unsafe use, late return, cleaning fees, replacement costs, repair costs, and any other charges allowed under the Rental Agreement.

8. Return of Equipment

The Renter must return all rented equipment by the agreed return date and return time window.

The Renter must return the equipment to the assigned contactless return area, shed, door, or location specified by Event Rent ME, LLC.

Equipment must be returned in the same general manner it was picked up, including stacked, folded, organized, and placed in the proper assigned area.

The Renter must close and lock the pickup shed or return area after returning the equipment.

The rental is not considered fully returned until Event Rent ME, LLC has verified that all rented items, parts, accessories, bags, cords, cases, and related materials have been returned in acceptable condition.

If items are missing, damaged, dirty, improperly returned, left outside without approval, returned to the wrong area, or returned late, the Renter remains responsible for all applicable fees, repair costs, replacement costs, cleaning charges, late fees, recovery costs, and loss of use charges.

If the Renter does not return the equipment by the agreed return date and time, Event Rent ME, LLC may charge late fees, replacement rental costs, lost revenue, recovery fees, replacement costs, and any other charges allowed under the Rental Agreement.

The Renter understands that late returns may interfere with another Renter’s event and may cause additional damages beyond the rental price.

9. Unauthorized Access or Misuse

The Renter may not access any area not assigned to them.

The Renter may not take any item not listed on their rental order.

The Renter may not tamper with locks, cameras, lights, doors, signs, inventory, storage areas, or other equipment.

The Renter may not allow an unauthorized person to access the pickup shed or return area.

Any unauthorized access, code sharing, theft, attempted theft, damage, tampering, or misuse may result in additional charges, cancellation of the rental, collection action, and referral to law enforcement when appropriate.

Event Rent ME, LLC may require staffed pickup or staffed return instead of contactless pickup at its discretion.

If, after the Contactless Renter Pickup Addendum is executed in full, the Renter requests staffed pickup or pickup outside the contactless process, additional fees may apply.

Contactless Pickup Acknowledgment

By signing this agreement, I agree that I am using Event Rent ME, LLC’s contactless pickup option voluntarily. I understand that I must complete payment, sign all required documents, provide requested identity and vehicle verification, use only my assigned access code, pick up my approved rental order, return all items by the agreed return date and time, and follow all pickup and return instructions.

I understand that I am responsible for the rented equipment once the access code is used, the pickup shed is opened, the pickup area is entered, or the equipment is removed, whichever occurs first.

I understand that cameras, smart locks, access logs, photos, text messages, emails, payment records, and electronic records may be used to verify pickup, return, access, identity, equipment condition, and compliance with this agreement.

I understand that this Contactless Renter Pickup Addendum is subject to all policies, procedures, terms, conditions, requirements, and agreements set forth in the Rental Agreement.

By signing below or electronically agreeing, the Renter affirms that they are authorized to enter into this Agreement, have read and understood its contents, and agree to be legally bound by its terms.

Seen and Agreed to this ____ day of ________________________, 2026.

RENTER signature: ____________________________________________

By (company or business): _______________________________________

Phone: _______________________________________________________

Email: _______________________________________________________

Mailing Address: _______________________________________________

Date Accepted and Approved: _______________________ ____, 2026.

Event Rent ME, LLC: ____________________________________________

Questions or Special Requests?

We’re happy to work with you on special delivery needs. Contact us in advance at:
📧 [email protected]
📞 207-890-3818