Best in Tents – Terms & Conditions (Including Liability Waiver)

By checking the box during booking, you (“you” or “the renter”) agree to the following Terms & Conditions set forth by Best in Tents LLC (“Best in Tents,” “we,” or “the company”). These Terms create a legally binding agreement between you and Best in Tents.

1. Booking & Services

1.1 Best in Tents provides fully set-up luxury camping accommodations at select festivals. Options include Community Camp (social, grouped camping) and VIP Placement Camp (individual setups at your festival-assigned spot).

1.2 Your booking covers a complete setup including: a furnished canvas tent, bedding, seating, lighting, cooling, power, and shared amenities (see website for current setup details).

2. Payment, Refunds & Cancellations

2.1 Payment Options
Best in Tents offers two payment options at checkout:

Option A: Full Payment
Pay the full balance at the time of booking.
Option B: Interest-Free Payment Plan
Spread your booking total across equal monthly payments. The number of payments is based on how soon the festival is (e.g., 2 months out = 2 payments). These plans are interest-free and fee-free.

2.2 Refund Policy – Full Payment Option

Customers who cancel within 72 hours of their original purchase are eligible for a 100% refund.
Cancel 30+ days before the event to receive a 50% refund of the total paid.
Cancellations made less than 30 days prior to the event are non-refundable.
All applicable refunds will be processed 7 days after the event ends.

2.3 Refund Policy – Payment Plan Option

Only the initial deposit is eligible for a refund, and only if canceled 30+ days before the event.
Installment payments beyond the initial deposit are non-refundable.
You may cancel at any time to avoid future installment charges.
All applicable refunds are processed 7 days after the event ends.

2.4 Missed Payments or Unpaid Balances

If your balance is unpaid within 24 hours of check-in, your booking may be canceled without refund.
It is your responsibility to maintain an active and valid payment method.

2.5 Festival Tickets, Passes & Entry Requirements

Festival tickets, wristbands, and vehicle passes are not included in your Best in Tents purchase unless specifically stated in the product description.
Depending on the event, a separate camping pass may or may not be required to stay in our camp.
➤ Please refer to the product description for exact requirements before booking.
You are solely responsible for obtaining all necessary festival credentials and ensuring entry.

2.5 Event Cancellations & Force Majeure

If the festival or event is canceled, postponed, or materially altered due to circumstances beyond our control (including but not limited to weather events, natural disasters, public health emergencies, government restrictions, promoter decisions, or acts of God):
No Refund Guarantee: Best in Tents is not responsible for refunds of festival tickets or entry passes. Refund eligibility for your camping rental will be determined case-by-case, depending on recoverable costs and commitments made at the time of cancellation.
Credit Option: In most cases, your payment may be converted into a credit equal to the amount paid, usable for a future Best in Tents rental at a different festival within 12 months.
Non-Refundable Setup Costs: Any portion of your payment already used for pre-event logistics (equipment transport, setup, staffing) may be deducted from any potential refund or credit.
No Responsibility for Festival Operations: Best in Tents is a third-party equipment rental service and does not control festival planning or execution. We cannot be held liable for event cancellations, access issues, or festival organizer actions.

2.6 Red Carpet Pass Terms

The Red Carpet Pass is an exclusive, non-transferable membership valid for the calendar year in which it is purchased.

Usage & Eligibility: Only the original purchaser whose name is on the order may use the pass. The passholder must be physically present to claim the camp. The pass is non-transferable and cannot be used by a friend or other party.
What’s Included: One fully set-up camp at any eligible Best in Tents–serviced event during the pass term, with VIP Placement and Third Person upgrades included at no additional cost. Festival tickets, wristbands, and vehicle passes are not included.
Booking Process: Passholders must contact Best in Tents to request a unique promo code for their chosen event. A camp is not reserved until the passholder completes the booking through the Best in Tents website using the provided code. All deadlines and rules apply based on the date the booking is completed, not when the code was requested.
Reservation Deadlines: Camps are guaranteed if booked at least 30 days before the event. Bookings between 72 hours and 30 days before the event are subject to availability. No bookings will be accepted less than 72 hours before the event.
Strike Policy: A strike is earned for either (1) a no-show without cancellation or (2) a cancellation within 10 days of the event start date. Two strikes in a calendar year result in pass revocation without refund.
Event Cancellations & Regulations: The pass applies only to events that Best in Tents is officially servicing during the calendar year. If an event is canceled or Best in Tents does not attend, the benefit may be applied to another remaining event that year. Passholders must comply with all festival, venue, and local regulations.
No Resale or Scalping: Camps reserved with the pass may not be sold, transferred, or offered for profit. Violations result in immediate pass revocation without refund.
Payment Requirement: The pass must be paid in full before booking the first event. Payment plans may be offered in the off-season at the sole discretion of Best in Tents.
Revocation for Conduct: All conduct rules in Section 5 apply. The pass may be revoked without refund for unsafe, illegal, or disruptive behavior that negatively impacts staff or other campers.

3. Rental Period & Responsibilities

3.1 You are responsible for the camp setup as soon as our team confirms that your camp is ready.
3.2 Your responsibility ends:

Community Camp: When you leave the site.
VIP Placement Camp: When our team arrives for teardown.
3.3 You are expected to leave your setup in clean condition. Additional cleaning or repair fees may apply if equipment is returned dirty or damaged.

4. Equipment Use & Care

4.1 Use all provided gear respectfully and responsibly, including electronics and furnishings.
4.2 You are liable for any damage caused by misuse or negligence, including liquid damage to electronic gear.
4.3 Promptly report issues to our team. Do not abandon or leave gear unsecured.
4.4 Charges may apply for missing or damaged items as assessed by Best in Tents.

5. Guest Conduct & Festival Rules

5.1 You must comply with all festival rules and regulations, including check-in protocols, security procedures, and on-site conduct.
5.2 If you are denied entry or removed from the event for any reason, you are not entitled to a refund.
5.3 We reserve the right to refuse or revoke service for any unsafe, illegal, disrespectful, or disruptive behavior.
If revoked before check-in or during your stay, you are not entitled to a refund.

6. Liability Waiver

By booking, you acknowledge and agree to the following:

6.1 Risk Acknowledgment:
Camping and festivals involve inherent risks including injury, illness, theft, and exposure to natural elements.

6.2 Assumption of Risk:
You voluntarily accept all risks, known and unknown, associated with your participation.

6.3 Release of Liability:
You release Best in Tents LLC and its staff from any liability for personal injury, loss, or property damage, even if caused by Company negligence.

6.4 Cooking Equipment Use:
Use all cooking gear at your own risk. Never cook inside tents or near flammable materials.

6.5 Food Allergies & Health:
We are not liable for allergic reactions or food-related issues. You are responsible for communicating dietary restrictions.

6.6 Emergencies:
You are expected to understand emergency procedures and how to use fire extinguishers or contact event safety staff.

7. Electronic Signature, Communications & Marketing Consent

7.1 Electronic Signature:
Checking the box at checkout constitutes your legally binding signature.

7.2 Service Communication Consent:
You agree to receive booking confirmations, updates, and essential event information via email or SMS.

7.3 Consent to Receive Marketing Communications:
By providing your contact info, you consent to receive marketing communications from Best in Tents LLC, including event announcements, promotional offers, and product updates.

You may opt out anytime by:

Replying “STOP” to any SMS
Clicking “unsubscribe” in email communications
Emailing [email protected]

Standard messaging and data rates may apply.

8. Legal Compliance

8.1 This agreement is governed by the laws of the State of California. Any disputes must be resolved in Sacramento County, CA.
8.2 Best in Tents operates in full compliance with applicable safety, environmental, and business regulations.
8.3 We may update this agreement to reflect changes in laws or operations. Continued use of our services signifies your acceptance of the updated terms.

9. Service Scope, Land Use, and Third-Party Support

9.1 Equipment Rental Only
Best in Tents LLC provides temporary camping equipment rentals. Bookings do not include the purchase, lease, or reservation of any land, site, or space. Customers must secure their own access to festival grounds through the official event channels, including tickets, wristbands, and required camping or vehicle passes.

9.2 Land Use Disclaimer
Where equipment is placed in Best in Tents’ designated community area, such space is not sold or leased to the customer. Any space acquired is held by the company solely for logistical purposes, and guests are granted only temporary access for the use of rented equipment.

9.3 Third-Party Logistics Support
Setup, delivery, breakdown, and transportation of camping equipment may be carried out by third-party service providers acting on behalf of Best in Tents. These logistics operations are not billed separately to the customer and are provided solely to enable safe and effective use of rented items.

9.4 No Hospitality or Concierge Services Sold
Best in Tents does not sell or offer hospitality, concierge, event hosting, or recreational services. Any on-site support is limited to equipment functionality and safety. Guest interactions with our team should not be construed as the sale of personal services or entertainment experiences.

9.5 Volunteer Assistance & Promotions
Guests may be offered discounts or promotional arrangements in exchange for voluntary assistance with camp setup or breakdown. These offers are not employment agreements and are extended at the sole discretion of Best in Tents. No work or assistance is ever required as a condition of participation.

✅ Acknowledgment

By checking the box at checkout, you confirm that:

You have read and understood this entire agreement
You accept all terms, including refund policies and the liability waiver
You consent to receive communications electronically
You agree to abide by all rules during your stay
You are legally authorized to enter into this contract