Encore will contact you to arrange a date and time-frame for delivery at least 1-2 weeks before your event date. If your venue has date/time restrictions, let your representative know upon booking so we can ensure you have priority when it comes to scheduling.

Generally Encore will deliver/install a day or two before the event date, and pick-up/take-down a day or two after the event. This allows more time for you to setup/decorate, and cleanup after your event.

Note: the delivery/pick-up timeframes refer to the arrival time, which are approximate and subject to change in the event of unexpected traffic or other instances not within Encore’s control

Yes! We do our best to ensure your order is exactly as you need to make your event successful.

Any adjustments to the invoice must be made in writing and would require Encore’s approval.

Any additions to the rental order are subject to availability so let us know as soon as possible so we can secure items for you, or order them if possible.

Removal of items may result in the forfeiture of any deposits prepaid on those rental items. This refers mainly to our larger items that we carry less inventory of (tents, dance floors, restroom trailers, etc.) as we forgo other rental opportunities to secure these items for you. Smaller items, on the other hand, like chairs, tables, etc., we are happy to remove them from your order if you do not require them without a penalty charge.

For information about specific order items please contact your Encore representative.

Prepare the Grounds. Ensure that the property is clean and prepared for tent installation prior to arrival; including lawn preparation, tree trimming, pets/animal feces removal, and road clearance to the installation site.

Note: If cutting the lawn, ensure it is done so at minimum 3 days prior to our arrival, otherwise fresh cut grass will stick to and stain the tents, which could result in additional cleaning costs

Measure for Placement. Before the delivery, measure the venue location for placement of rental items (e.g. tents, restroom trailers, etc.)

Obtain Special Permissions. If applicable, obtain any required permits/approvals for the rental and use of the rental equipment (e.g. erecting a tent and staking into the ground at a public park)

Ensure Adequate Clearance. Ensure there is adequate clearance in relation to the width, length and height for the transport vehicle(s) (and trailer(s) if applicable) and confirm the size requirements with Encore if required. Clearance can be compromised by such things as trees/foliage, access gates, low clearance bridges, etc.

We understand that things happen and you may need to cancel or postpone your event. Here are our policies on canceling or rescheduling your order:

Cancellation. Cancellation must be in writing. Cancelling an event after a sales order has been made and the deposit paid is subject to a cancellation fee of 25% of the contracted rental price (referred to as the non-refundable deposit). The Client can cancel their event at any point, but any deposits or prepaid rents will be forfeited by the Client.

Rescheduling. The Client can reschedule their event no earlier than 6 months of the original event date. Rescheduling within 6 months of the original event date will forfeit any deposits paid and will require the Client to pay an additional 25% non-refundable deposit. In addition, the Client will only be permitted to reschedule the same equipment on an available rental date. If their requested date is not available, and no other dates suit the Client, the Client will forfeit any deposits or prepaid rents.

Unless otherwise agreed upon, Encore is responsible for the setup/installation of tents and tent accessories, dance floors, arbours and restroom trailers. The Client takes full responsibility of all other rental items, including the proper set-up of tables and chairs to ensure proper leg locking for full stability.

Tent Walls. If you’re wanting to block rain, wind, or something unsightly, we have solid or window tent walls available. They are each 20’ in length, which covers one side of our marquee tents. Our tent walls are on sliding cables so you are welcome to open/close them as desired.

20’x20’ tent = 4 sides
Hexagon tent = 6 sides

Visit our ‘rentals’ section for more information on tents and tent dimensions

Gutter Guards. If is is expected to rain and you have rented multiple tents, you may need a gutter guard in between your tents to prevent water from dripping in between them.

Cement Weights. If the tents are being placed where we cannot stake into the ground (e.g. on cement, unknown location of irrigation systems, or other underground systems such as underground cables, pipes, or conduits) then you will require cement weights to anchor the tents.