frequently asked questions
Please consult our FAQ below and see if your question is answered. If your question isn’t addressed below, then feel free to contact us.
Is there a delivery fee?
Yes, Baystate’s standard delivery fee starts between $90 and $180 and depends on your location within our service area. Standard deliveries are made Mon-Fri between 8AM-5PM. We can accommodate any delivery time or day, and will consider deliveries made outside of our service area – however pricing will vary. Please call for a quote to determine delivery cost.
When are my weekend rentals delivered and picked up?
Baystate will typically deliver Wednesday, Thursday, or Friday for your weekend rental depending on where your order fits into the schedule. Pickups take place the following Monday, Tuesday and Wednesday. We cannot take requests for delivery times, therefore, customers do not need to be home at the time of delivery. Please call for availability on any non-standard delivery.
Does someone need to be home when you deliver?
Baystate strongly suggests that you have an adult over the age of 18 on the property to receive your delivery; however, if you are unable to have an adult home at the time, you will need to mark out the area where you would like your rental placed. You will also need to sign a waiver form sent to you via email upon request.
Can I pick up rental items?
Many of our rental items can be picked up while others require delivery. You will find this information on the web page of the product you are inquiring about under “available options”.
When can I pick up my rental?
If you are renting an item for the weekend you may come on the Thursday or Friday before your event between 9am and 4pm to pick up your items (with the exception of 12:30-1:30 as we are closed for lunch). If you are renting an item for a weekday you may make arrangements with the office staff to pick up between 9-4 Monday through Friday.
When does my rental need to be returned if I have picked it up?
If you have rented an item for the weekend you may return your rental items to us on the Monday after your event between 9am and 4pm (with the exception of 12:30-1:30 as we are closed for lunch). All others are to be returned on the following business day after you are done with your rental.
When is the office open?
April through October: Our office is open 8am until 5pm every Monday through Friday.
November through May: Our office is open 9am until 4pm every Monday through Friday.
What if I have a problem with the equipment I have rented and it is after normal business hours?
If you have a problem you can call the emergency contact number (978) 851-3313. This is for assistance with equipment that you have in your possession. The on-call person will not be able to assist you in checking availability or placing an order you will need to call the office during normal business hours.
Is there a deposit required?
All rental reservations require a 50% deposit on a credit card to book and hold equipment for you. Your 50% deposit is refundable up to 31 days prior to your event. For any cancelations after 31 days customers will receive a credit on their account to be used within one year of cancellation. On large rentals such as big tents (any tent over 20’x40′), farm collection items, and Chiavari chair orders, we require a 30-day notice of cancelation to receive a refund; any orders that are canceled after the 30-day notice will forfeit the deposit and will not be issued a credit to use later.
What is the right size tent for my event?
There are a few factors that go into getting the right size tent such as all of the various things you want to accommodate such as tables, a DJ, bar, dance floor, etc. To make sure you have the appropriate size tent for your event it is best to call so we may help you determine your space requirements.
Contact Samantha (samantha@baystatetent.com) for assistance.
When/how do I place my order?
You should place your order as soon as possible to ensure that it is available however; we try to accommodate most last minute orders. To place an order, you can notify your sales representative that you’re ready to move forward, and they will send over the link for you to sign the contract and pay the deposit online.
When is final payment due?
The total balance of your order must be paid before our arrival with your delivery, 7 days prior to the event. You may setup prepayment with a credit card. Baystate does not accept personal checks as a form of payment.
Do you still deliver if it rains?
All scheduled deliveries are made rain or shine; most times rain is not a cause for delay.
What is your cancelation policy?
Your 50% deposit is refundable up to 31 days prior to your event. If you cancel after the 31 day period you may change your event date pending availability of the order on that new date or you will forfeit your deposit. On large rentals, we require a 31-day notice of cancelation to return a full refund; any orders that are canceled after the 31-day notice will forfeit the deposit.
Is there a difference between pole and frame tents?
Yes! Pole tents also known as canopies need an extra five additional feet (for a total of 10′ extra) around the perimeter of them to allow for proper staking. These tents also have center poles and tension ropes to anchor them to the ground. Pole tents are commonly used for weddings, private events, graduations, and more! Frame tents can be used on grass or cement, they don’t have center poles or tension ropes and can be weighed down with alternate stakes. Frame tents are sometimes more versatile to the area you’re working with. Contact a specialist at Baystate Tent to determine what is best for you!
What is alternate staking?
We use large cement blocks to hold down and secure our tents when we cannot stake into the ground – we call this alternate staking. These blocks are used to weigh the tent down and take the place of metal stakes. These are used when you are erecting a tent on a hard surface where you can not penetrate the ground.
What if I have a sprinkler system or a septic tank?
Baystate requires you to mark out your yard if you have any underground utilities. We will not be held responsible for damages pertaining to underground systems, wires, etc. Tents cannot be erected on leaching fields.