We accept Mastercard, Visa, American Express, Discover, check, money order/cashier’s check, ACH, Zelle, and cash. A debit or credit card is required to make the initial payment and will be stored on a secure server in case we need to charge for cleaning/damage fees after the conclusion of your event. Please see Payment Policy details for more information about payment types and when/what we accept.

Our minimum order amount for deliveries more than 5 miles away is $250 unless otherwise stated or waived in writing. There is no minimum order amount for deliveries within a 5 mile radius of our location, or for customer pickup will-call orders.

Our listed rental prices are good for up to a 3 day rental. Rentals from 3-7 days are charged at 1.5x the standard daily rate. For rentals longer than 7 days, please review the ‘long-term rental’ FAQ.

Yes. If you are interested in a long-term install, meaning a week or longer, let us know and we can work with you to determine a weekly or monthly rental fee. As a general rule, one week rentals are 1.5x the daily rate. Two week rentals are 2x the daily rate. Monthly rentals are 3x the daily rate. Monthly rentals will also be charged a monthly inspection fee of $200.

Yes. Once you sign off on the estimate, you will need to agree to the terms and conditions of our rental agreement and make a payment to reserve the rental equipment for your event. You can download a PDF copy of our Rental Agreement Terms & Conditions at the link at the top of this page.

• For reservations made 28 or more days (4 weeks) in advance, a 50% deposit by credit or debit card is required at the time of reservation unless otherwise stated in writing. 
• For reservations made less than 28 days (4 weeks) in advance, or for any order of less than $500, payment in full is required by credit or debit card at the time of reservation unless otherwise stated in writing.
• Lessee agrees to allow the credit or debit card used for the initial payment to be saved on a secure server and used for all future invoiced charges, including any post-event charges assessed by Heartland Tents, unless payment in some other form is provided prior to the future payment due date. 
• Equipment will not be reserved and delivery/pickup will not be scheduled until a payment is received.
• Unless otherwise stated in writing, final payment for delivery orders is due three days prior to the scheduled delivery date. 
• Payment on-site at the time of delivery is not accepted unless agreed upon in writing in advance.
• Final payment may be made by cash, money order/cashier’s check, personal check, ACH, Zelle, credit card, or debit card. 
• A 3% discount is offered for all cash, Zelle, money order/cashier’s check, and personal check payments on final invoices. This discount is not offered for check payments made by corporate entities, nonprofits, or governmental agencies.
• All cash or money order/cashier’s check payments must be arranged in advance and paid in-person at our office.
• Payment by personal check may be made in-person at our office or by mail, and must arrive at least 7 days prior to the payment due date.
• All Zelle payments must be sent to chris@heartlandtents.com.
• In compliance with Illinois law, all orders will be charged sales tax on the total amount of rental or sale items unless a tax-exempt form is provided.
• A monthly service charge of 1.5% per month (18% APR) plus a $35 late fee will be assessed to all final balances more than 7 days past due. 
• Returned checks will be assessed a $50 service charge plus any bank fees incurred. 
• Exceptions to these payment terms for business clients, nonprofits, or governmental agencies may be arranged in advance on a case-by-case basis.

• Cancellations with more than 90 days notice will result in a full refund, minus any services already rendered such as services included in the Event Consultation Package or site visits, plus a $50 cancellation fee. 
• Cancellations or significant reductions of rental items with less than 90 days notice but more than 28 days notice must pay 50% of the total invoice amount plus a $50 cancellation fee (if applicable) unless otherwise agreed upon in writing. 
• Cancellations or significant reductions of rental items with less than 28 days notice still require full payment of the total invoice amount unless otherwise agreed upon in writing. 
• If a canceled event is rescheduled with Heartland Tents at a mutually agreed upon day and time, the cancellation policy will not apply, and a 15% rescheduling fee will instead be assessed. 
• Last minute cancellation due to adverse weather conditions still requires payment of the full rental amount.

It depends on what you’re renting. Some items require advance notice, but we will do our best to accommodate you.

• TABLES, CHAIRS, & SMALL ITEMS: We can typically accommodate last minute table, chair, and small item rental requests as long as you either pickup the items from our warehouse, or your location is within a 10 mile radius of our location in East Dundee.
• TENTS: We DO NOT rent staked tents with less than 5 business days advance notice due to the legal requirement of having underground utilities marked out by JULIE or 811 in the installation area. Beware of any tent rental company that will rent you a last minute staked tent, because they are ignoring the law by not filing an 811 or JULIE ticket, and you may be liable for very expensive repairs if they hit a gas, electric, phone, water, or fiberoptic cable line. If you need a last minute tent, your options are as follows:
  • Popup tents: We can rent you a popup tent with sandbag weights. Please note that popup tents are fair-weather tents for customer setup and takedown only, we cannot install them for you due to liability reasons. We offer 10×10 and 10×20 popup tents.
  • Weighted frame tents: We can install a commercial grade frame or high peak tent on short notice, but we would need to use either concrete blocks or water barrels for weight. Industry standard requirements for weighted tents is a minimum of 10 pounds of ballast per square foot of tent coverage. So for example, a 20×20 tent is 400 sq/ft and would require 4000 pounds of ballast. That means 8 500 lb. concrete blocks or 55-gallon water barrels. Blocks & barrels are $40 each. Please note that pole tents must be staked, and therefore cannot use blocks or barrels as ballast.
• LINENS: Linens in our Premium Linen Collection line require a minimum 5 business day advance notice and are not available for last minute rentals. For last minute rentals, our Linen Essentials line is available.
• RUSH FEE: All orders with less than three (3) days notice will be assessed a 15% rush fee.

The Equipment Protection Plan (EPP) is a damage waiver fee that gets added to every order. The EPP is sort of like insurance – if something unexpected or unintentional happens, like uncle Leo falls on a table and breaks it, or Aunt Stella spills red wine on our white tablecloths, or a bad storm damages a tent, don’t sweat it.

When you opt in to the EPP, you pay 10% of the total amount of the rental items and in return, you receive protection from being liable for any accidental damage that may occur while the rental items are in your possession. If you do not wish to opt into the EPP, you must specifically request for it to be removed, and a refundable security deposit will instead be required as explained below.

Some examples of accidental damage that you would normally be liable for, but are covered when you opt into the EPP, are as follows:

• weather related damage
• wild animal or insect damage
• stained items such as linens due to accidental spills
• items scratched during the course of normal use such as flooring
• accidental breakage of glass items
• damage to electrical equipment due to power surges or other power malfunctions

However, there are some things that the EPP does NOT cover. Some examples of things that are not covered by the EPP include:

• theft and missing rental items
• damage due to neglect, misuse, abuse, or malicious destruction of rental items
• water or sun damage due to leaving items out in the elements for an extended period of time
• damage due to any violation of the terms of the Rental Agreement

If you opt out of the Equipment Protection Plan, a refundable security deposit of $250 or 25% of the total invoice amount, whichever is greater, will be authorized and held on your credit card for the duration of time that the items are in your possession. When the rental items are returned with no damaged or missing items, the credit card authorization will be released and no further payment will be due. If there are any damaged or missing items, the fees for the damaged or missing items will be taken out of the security deposit, and any additional fees beyond the amount of the security deposit will be charged to your card on file.

Yes, however this is a change from previous years. The state of Illinois passed a new law requiring sales tax to be charged on all rentals, including item delivery and removal services, effective January 1, 2025. Optional services like table & chair setup, A/V technician services, and the equipment protection plan are not subject to sales tax at this time.

Since this is a new law and many rental companies are not yet in full compliance, please be sure to check your estimates from other rental companies when price comparing multiple quotes. If other companies are providing quotes to you without sales tax, be sure to ask about it to avoid any surprise last-minute charges.