Event Tent and Ancillary Equipment Rental Services

The Vendor is required to provide event tents (custom-fabricated and otherwise) and other ancillary equipment rentals directly to trust for its facility rentals, fundraising events and various other programs.
- Provide an excellent business opportunity, will be a flexible and collegial collaborator, and support our efforts to generate revenues through the tent-rental program.
- Trust reserves the right at no cost to make any changes to tent reservations, which includes adding, removing and/or cancelling tent arrangements 72 hours or more prior to event commencement (for example, if an event is being held at the customary start time of 6:30 p.m. on a Saturday evening, trust may make changes at no cost until the Wednesday immediately before the event at 6:30 p.m.). 
- Changes will be subject to relevant fees for adjusted services such as additional rentals; cancellations will not be subject to any contractor fees.
- Trust will provide to contractor expectations about the timing for tent and other equipment delivery, installation and deinstallation, to minimize disruption to museum operations as a museum and public garden. 
- At the time of contract execution, trust generally requires tents to be set up and broken down during the hours that museum is closed to the public (6:00 p.m.–9:00 a.m.). 
- However, contractor agrees to cooperate with museum to support such operations at other times as may be required from time to time by museum.
-  Trust reserves the right to alter its general times for such operations at no additional cost; however, trust shall provide contractor notice before requiring such change. 
-  Provide to trust events director or designee a delivery and installation date and time for each tent no less than 72 hours prior to each event; such delivery and installation date and time shall be subject to the approval of the events director or designee. 
- In the event of unforeseen circumstances, there may be a need for a shorter timeframe than the 3-day requirement; such shall be arranged as necessary between the contractor and events director.
-  Trust and contractor reserve the right to determine if weather conditions are conducive for set-up and removal. 
- In some circumstances, tent set-up may be postponed due to weather that poses a risk at either party’s discretion.
- Contractor shall routinely clean and provide bi-monthly maintenance and/or repairs to the tent skins, structures and equipment as needed to ensure a high-quality performance and appearance.
- In the event that trust reports a tear or other damage or disfiguration in a tent prior to the start of an event, contractor shall make a good faith effort to repair or address the concern with an on-site visit prior to the start of the event.
- Contract Period/Term: 1 year
- An optional Pre-Bid Conference Date: July 11, 2025
- Questions/Inquires Deadline: July 16, 2025