FAQs and Policies
For even more helpful information for your party rental needs, check out our Helpful Resources page for more!
You can fill out the ‘Request A Quote’ information on our website or contact an Event Specialist by calling 317-272-9746 or emailing info@hoosiertent.com. If you prefer to make an appointment to visit our showroom, please contact an Event Specialist to schedule an appointment.
Helpful Tip: Review ‘Our Process’ that our team put together to help answer questions you may have.
Our team is dedicated to providing personalized, friendly service with prompt turn-around time and response to all inquiries. With the exception of weekends and holidays, you will hear back from an Event Specialist in less than 24 hours regarding all inquiries.
All Quotes are itemized.
No, a quote does not hold the item(s) for you or guarantee the availability of rental item(s).
In order to reserve a rental, we require a signed Quote, Temporary Structures Addendum (tent rental only) and a Credit Card Form (required to be on file regardless of what payment method you choose) to be returned as well as the 25% nonrefundable deposit to be paid.
If the event is within 30 days, then the balance will need to be paid in full.
You will receive an email from one of our Event Specialists to confirm your rental is reserved. If you have not received a reservation confirmation, your order is not on hold.
*We require a Credit Card Form to be on file for all reservations. If you prefer to mail us a check or stop by the office to pay with cash or check, please contact an Event Specialist so a note can be made on your account.
Yes, we require an appointment to be scheduled to visit our showroom. You can schedule an appointment by visiting our website, calling our office at 317-272-9746 or emailing us at info@hoosiertent.com.
Appointments to visit the showroom are Monday through Friday between 8 AM and 3 PM. If a specific time is requested outside of these hours or a weekend appointment is requested, please speak with an Event Specialist so we can do our best to accommodate your needs.
We recommend placing an order as far in advance as possible. We have a large quantity of inventory items, but they do end up fully booked from time to time. Keep in mind that May, June and September are our busiest months of the year. We will make every effort to provide the items requested at the time the order is placed.
By combining your imagination with the experience of our Event Specialists, Hoosier Tent & Party Rental is confident we will understand your vision and needs to assist in producing the event you dream of hosting. You can schedule an appointment to speak with an Event Specialist over the phone or schedule an appointment to visit our showroom. We look forward to bringing your vision to life!
Helpful Tip: Use our ‘Prepare for Your Appointment with An Event Specialist’ that our team put together for you to help prepare for your appointment.
No, we do not offer packages. With over twenty years working with customers for various events, we have found that giving our customers the opportunity to select the items and quantities is more favorable especially since each event is unique. You are able to select any item(s) and quantities you are interested in renting when requesting a Quote.
Prior to requesting a quote, please speak with your point of contact at the park to ensure a tent or the items you’re interested in renting can be delivered to the park. Keep in mind all weekend rentals will be delivered Wednesday, Thursday or Friday and picked up the following Monday or Tuesday. You are responsible for the rental equipment during the entire rental duration. Please confirm with your point of contact at the park that the tent is able to be set-up during the entire rental duration and if other equipment needs to be stored at a different location at the park.
If specific delivery and/or pickup is needed, please speak with an Event Specialist prior to reserving a rental.
Yes, please speak with an Event Specialist regarding your long-term rental request so we can discuss your needs.
Yes, below is a list of items that require to be rented in multiple quantities:
Napkins: Quantities of 10’s
Table Sashes: Quantities of 10’s
Chair Coverings: Quantities of 5’s
Flatware: Quantities of 10’s
Stemware: Quantities of 25’s
China: Quantities of 20’s
To help determine what table(s) best fit the needs of your event, please view this document our team put together for you.
We are happy to put your ideas into our CAD program so you can better visualize the layout you have in mind. There is a nonrefundable $75.00 per design fee which includes two revisions. The fee needs to be paid prior to putting the design together.
Once you are within 30 days of your event, if you reduce or cancel, you will not receive a refund. You can add to an existing order, as long as the items are available, up until the trucks are loaded which is typically the Monday prior to your event date. Final order for linens is due two weeks prior to your event date.
Final payments are due 30 days prior to your event date. All reservations require a Credit Card Form to be on file. If you prefer to mail us a check or stop by the shop to pay with cash or a check to avoid the 3% convenience fee when using a debit or credit card, please contact an Event Specialist so notes can be made on your account.
There is a 3% convenience fee when using a debit or credit card. If you prefer to mail us a check or stop by the shop to pay with cash or a check, please let an Event Specialist know so a note can be made on your account. We require a Credit Card Form to be on file for all customers regardless of the payment method chosen.
Yes, the minimum delivery fee is $100.00 and is based on the mileage from our warehouse to the delivery address provided. The delivery fee will not change based on the items reserved.
The delivery fee includes our crew setting up and tearing down the tent.
At the time of making a reservation, please let an Event Specialist know if you would like to include set-up and tear down of tables and/or chairs. Set-up: $1 per chair and $2 per table. Teardown: $1 per chair and $2 per table.
Reminder: If tables and chairs are reserved then they will be stacked under the tent at time of delivery, unless specific set-up and/or tear down is requested at time of reservation. You are responsible for stacking the tables and chairs the same way prior to pick up or you will be charged $2 per chair and $4 per table.
We strongly encourage you or someone designated by you who knows where the items should be delivered and set-up to be on-site at time of delivery and pickup, especially for a tent rental.
If you are not able to be on-site at time of delivery, please make sure you communicate with an Event Specialist to make sure our team knows where the items will be going.
Tent Rental Only: A description and/or map for the tent placement is required to be on file at least 30 days prior to the event date.
We do allow customer pickup and return but we have specific hours to ensure at least one crew stays back to help load and unload. Pickup: Friday between 8 – 9 AM. Return: Monday between 8 – 9 AM. Only exception is holidays. A full-size truck or enclosed trailer is required.
Requests for different pickup and/or return day/times is required to be made at time of reservation.
Please note: Table legs fold but the table surface does not.
All tents, dance floor, stage, bleachers, large quantity of items and other items not listed require delivery. For a list of items able to be picked up and returned, please click HERE.
Additional customer pickup and return information can be viewed HERE.
You will receive an email the Monday prior to your event regarding delivery. Delivery is scheduled for Wednesday, Thursday or Friday for all weekend events. Our crew will then return the following Monday or Tuesday for pickup. The only exception to this is holidays, long-term rentals and if a specific delivery and/or pickup is listed on the Order Confirmation.
A four-hour window will be provided for all deliveries during standard business hours.
Morning deliveries: 9 AM – 1 PM.
Afternoon deliveries: 1 PM – 5 PM
Prior to reserving a rental with Hoosier Tent & Party Rental, please let one of our Event Specialists know if a specific delivery and/or pickup time is needed. There is a fee of $100 for specific delivery during our standard business hours and a fee of $100.00 for specific pickup during our standard business hours.
Please speak with an Event Specialist regarding weekend or after-hour delivery and/or pickup requests as our team will do our best to accommodate your needs.
There is a fee for specific delivery and pickup due to the schedule being planned around your request.
Reminder: Specific delivery and/or pickup requests must be submitted at time of reservation.
With a range of tents and various sizes, our team is happy to discuss your tent needs and recommend the one we feel would be best for your event. We recommend looking over the diagrams we have put together for you on our website to give you a better visual as far as what will fit underneath.
Prior to contacting an Event Specialist, it is best to know the date and location of your event as well as where the tent will be going on the property.
Our team at Hoosier Tent & Party Rental will contact 811 to have utilities marked prior to set-up. Please make sure the delivery address is listed correctly on the Order Confirmation. We require a description and/or map for tent placement to be on file at least 30 days prior to your event.
You, as the customer, are responsible for marking septic, irrigation systems or any utilities past the meter.
There might be a permit or tent notification required for commercial tent rentals based on the rental duration, zip code, township, size of tent or city. Our Event Specialist will determine if a permit and/or tent notification is required when requesting a quote.
Hoosier Tent & Party Rental will oversee the permit and/or tent notification process. You, as the customer, will be responsible for paying the additional fee associated with the tent permit and/or tent notification.
We recommend measuring the area prior to requesting a quote to ensure the tent size requested is able to fit in the designated area. If you would like a member of our team to come out to measure the area and discuss tent options, we would be happy to schedule an appointment with you. We require the delivery fee to be paid in advance prior to coming out to measure. The delivery fee is nonrefundable and will apply towards the order.
Hoosier Tent and Party Rental has created an interactive walkthrough to show you the difference in these two awesome tent rentals. Click HERE to view. Also, this document has been put together by our team for you to download. If you have additional questions, please contact an Event Specialist and a member of our team will be happy to answer any questions you may have.
Based on the location of the tent, we are able to stake into the grass, stake into asphalt, anchor into concrete or use concrete blocks. Please review this document our team put together to give you a better idea of the options you have when anchoring a tent.
All rental items must be returned in the same condition, with the exception of linens, or there will be an additional cleaning fee. All china, glassware and stemware should be rinsed food-free and repacked in the same containers in which they were received.
Please view this document for cleaning fees HERE.
Yes, we are happy to offer both linens and Kwik-Covers.
Our team has put together a table linen guide to help you determine the best length to fit your needs. You can view the diagram HERE.
For additional information regarding linen rentals, please view the document HERE.
Kwik-Covers are plastic table coverings with elastic that go around the tables so they are popular for outdoor events, especially graduations. Kwik-Covers are offered in a variety of colors and make for an easy clean up after an event as they can be easily removed and thrown away.
You are responsible for all items rented from Hoosier Tent & Party Rental during the entire rental duration. If items are missing at time of pickup, then you will be charged the replacement cost.
By signing the Quote in order to reserve your rental, you agree to the Rental Agreement. If you need a copy of the Rental Agreement sent to you, please email our team at info@hoosiertent.com.
Responsibility for equipment remains with the customer during the entire rental duration: from time of delivery to the time of pickup. Please be sure equipment is secured when not in use and protected from weather. Tables and chairs should be broken-down and stacked ready for pickup. All china, glassware and stemware should be rinsed food-free and repacked in the same containers in which they were received. Linens should be dry to prevent staining and mildew. Please make sure a bag is marked for linens to ensure they do not get thrown away or misplaced.
Limited Damage Waiver is not insurance. The LDW is nonrefundable and highly recommended to have for your rental. Please review section 9 and 10 of the Rental Agreement you agree to when signing a Quote which is required to be signed in order to reserve a rental. To request a copy of the Rental Agreement, please email our team at info@hoosiertent.com and we would be happy to send you another copy.
If you decline the Limited Damage Waiver, we would need to have that in writing by emailing us at info@hoosiertent.com. You may decline the Limited Damage Waiver if you provide property damage/inland marine insurance specifying the specific rental equipment with specific dates for the rental duration.
Not covered under the Limited Damage Waiver:
- Rental item(s) not returned
- Theft
- Damage resulting from vandalism from failure to secure Rental items during transport, overloading or exceeding the rated capacity of the Rental items
- Any damage resulting from use of the Rental items in violation of any provision of this Agreement or violation of any law, ordinance or regulation
- Any damage due to weather
- Any damage to third party sub rental items or specialty linens
- Wax on linens
- Paint on linens
- Stickers or decorations put on vinyl of the tent and/or sidewalls that leave adhesive on the equipment
Once you are within 30 days of your event, if you reduce or cancel, you will not receive a refund.
If you need to reschedule, please email our team at least two weeks prior to the event date. We are happy to work with you to reschedule as long as it can be rescheduled within 365 days of the original event date. Once we determine the new event date, we will confirm availability and resend an Order Confirmation to have an updated signature on file.
All cancellation and rescheduling requests must be submitted to info@hoosiertent.com
