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Purchases

Tent Rental and Associated Items

Urbana Campus

The UIUC Purchasing Division has negotiated a University master contract for the rental of tents and associated items with Herriott's per award of Invitation for Bid (IFB) 1JWS1606. 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 P-Card for tent rentals and associated items with Herriott's 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 Herriott's. To ensure availability, departments should contact Herriott's as far in advance as possible.

  • Departments can view Herriott's website for rental items, then call or email Herriott's 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.

  • Herriott's will email 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 Herriott's rental order, complete the agreement, review it for accuracy, obtain an authorized departmental signature, and forward it to Herriott's (see below), keeping a copy to attach to the original P-Card order log and receipt.

  • At the end of the rental period, Herriott's will provide the department with a final invoice summarizing all rental charges. The department reviews the final invoice for accuracy, then contacts Herriott's to authorize payment on a P-Card and obtain a receipt. (The P-Card number may not be stored by Herriott's. The P-Cardholder must communicate their account number to Herriott's for each invoice/event.)

  • Departments must keep a copy of the University Tent Rental Agreement and the original receipt for P-Card reconciliation.

Cancellation:

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.

Contacts:

Herriott's
1420 North Neil St.
Champaign, IL 61820
Phone: 217-356-9713
Email: rental@herriotts.com
www.herriotts.com

Last Updated: July 24, 2017

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