Tent Rental and Associated Items
UPAY Card Services and the UIUC Purchasing Division have negotiated a University master contract for the rental of tents and associated items with Champaign County Tent & Awning (CCT&A) per award of RFP 1CCZ106. This contract includes terms and conditions that protect the University and allows payment with the University P-Card for rental of tents and associated items. All rentals of tents and/or associated items covered under this contract are for University-funded activities only, both by departments and recognized student organizations.
Note : This contract allows payment for tent rentals and associated items with CCT&A only. It does not allow payment with P-Card to any other tent rental providers.
To use the master contract, departments initiate the rental of tents and/or associated items directly with CCT&A. To ensure availability, departments should contact CCT&A as far in advance as possible.
Departments can view CCT&A's website for rental items, then call or email CCT&A to place their order. The following information will be required to obtain a quote:
Date(s) and time(s) for tent delivery, set-up and pick up**
Location(s) for tent set-up
Number and size of tent(s)
Any associated items and quantities
**Allow one full day for delivery/set-up and one full day for pick-up. When scheduling your event, plan delivery for the day prior to the event and allow time to decorate. Departments should schedule pick-up for the day after the event, allowing time to clear items out of the tent.
CCT&A will e-mail a rental order to the department contact. Departments should verify the University contract pricing by clicking on the following link University Contract Rates . Note: if the rental order total exceeds the Cardholder's single transaction limit, an Exception Request Form must be submitted to UPAY Card Services for approval ten days prior to making the purchase. P-Cardholders should check with their Department Card Managers to learn their single transaction limit. Allow ten business days to process an Exception Request.
To confirm the rental order, departments must download the University Tent Rental Agreement located on the OBFS website. Using the information provided by CCT&A's rental order, complete the agreement, review it for accuracy, obtain an authorized departmental signature, and forward it to CCT&A (see below), keeping a copy to attach to the original P-Card order log and receipt.
At the end of the rental period, CCT&A will provide the department with a final invoice summarizing all rental charges. The department reviews the final invoice for accuracy, then contacts CCT&A to authorize payment on a P-Card and obtain a receipt. (The P-Card number may not be stored by CCT&A. The P-Cardholder must communicate their account number to CCT&A for each invoice/event.)
Departments must keep a copy of the University Tent Rental Agreement and the original receipt for P-Card reconciliation.
University departments may cancel, with written notification, any tent rentals and/or associated items up to 14 days prior to event without incurring a cancellation fee. Within 14 days to 72 hours prior to event, departments will incur a 33% cancellation fee from the total cost of rented item(s). Within 72 hours prior to event, University departments will forfeit 100% of the entire rental cost.
Champaign County Tent & Awning
308 E. Anthony Drive
Urbana, IL 61803
Last Updated: March 22, 2013