Frequently Asked Questions

Welcome to Mahaiwe Tent, where celebrations come to life amidst the stunning landscapes of the Berkshires.

Beginning the planning process can be overwhelming, but we’re here to help! By having Mahaiwe Tent be a part of your event, you will not only receive the highest quality of rentals, but also a range of services and tools that we feel are extremely helpful while planning and are included with your experience.

FAQs

Q: What is the reservation and payment schedule?

A: A 25% deposit and the signature on the last page of the contract are required before your rentals are secure. The balance will be due prior to delivery unless credit is established in advance. Forms of payment include: check, credit card, our online processing system found through your invoice. Upon signing of our agreement and receipt of the deposit, your job will be confirmed.

Q: What does the damage waiver cover?

A: The damage waiver covers the customary and expected damage that will occur during the event and is nonrefundable. This may not cover your full liability in the case of excessive damage or unanticipated labor. Charges will be imposed for excessive shortages, damaged items and/or unanticipated labor.

Q: What is your cancellation policy?

A: If guest count is 50 and under and the event is cancelled 30 days or more before the event, the deposit will be returned in full. Cancelled 30–7 days before the event, the deposit will be kept. Cancelled 7–0 days before the event, payment in full is required.

If guest count is 51–125 and the event is cancelled 60 days or more before the event, the deposit will be returned in full. Cancelled 60–14 days before the event, the deposit will be kept. Cancelled 13–0 days before the event, payment in full is required.

If guest count is 126–179 and the event is cancelled 90 days or more before the event, the deposit will be returned in full. Cancelled 90–14 days before the event, the deposit will be kept. Cancelled 13–0 days before the event, 50% of the order in dollar value is required.

If guest count is 180 and above, the deposit is nonrefundable. If the event is cancelled 31+ days before the event, only the deposit will be kept. Cancelled 30–0 days before the event, 50% of the order in dollar value is required.

Due to the current unpredictable climate, we have since implemented new COVID-19/Pandemic policies. Please reach out for more details.

Q: How do I figure out what size tent I need?

A: We recommend 20 square feet per person if you are planning on everyone seated, buffet, bar and dancing. (Example: 200 guests x 20 sq ft = 4000sq ft ~ 40 x 100 tent) If you are not having a dance floor we recommend 15 square feet per person. (Example: 200 guests x 15 sq ft = 3000 sq ft ~ 40 x 80 tent). For a ceremony we recommend 10 square feet per person. We have provided charts under all of our tent categories on this website to help you select what’s best for your event.

Q: When do I need to finalize my order?

A: Final adjustments are required 8 days prior to your event based on your R.S.V.P’s. Should you need to make adjustments after the confirmation date, we will accommodate increases to the order based on availability. Mahaiwe Tent will determine delivery and pick up dates. All jobs will be delivered at minimum, 1 day prior to the event, unless other arrangements are made. Delivery and pick up times are subject to change and may be several days prior to or after your event. It is recommended that you inventory your rentals upon delivery. Please call immediately if you have any questions or problems with your order: 413-528-5945.

Q: How do I need to return the rentals?

A: Due to sanitary regulations, rentals must be rinsed and re-crated in their proper crates/racks and left in the same location as delivered. To avoid additional charges, rentals must be kept dry and protected while in your possession. All items must be ready for pick up by Monday 8AM to avoid extra labor charges. Pick up for weekend events are made on Mondays or Tuesdays (not pre-determined) unless other arrangements are made in advance. There are no refunds for unused rentals.

Q: How do I prepare for delivery?

A: Prior to delivery, please make arrangements with us to ensure our crew has accessibility to the appropriate entry levels (garages, gates, etc.). Please make sure that the tent site has been mowed and cleared of any lawn furniture etc. Mahaiwe Tent is not responsible for the set up or breakdown of your rentals, or moving any furniture that belongs to the client. Tents will be installed and remain in the mutually agreed upon location between both Mahaiwe Tent and the client prior to installation.

Q: Does Mahaiwe Tent give discounts or donations to organizations and/or fundraising events?

A: Community is very important to us, so depending on each situation, we do our best to be as accommodating as we can. Please see https://mahaiwetent.com/donations-and-discounts/ for further information and guidance.