delivery and project fee’s

for live events, festivals, special events and filmed projects

We get questions with new clients regarding our coordinating fees for live events/festivals/TAPED EVENTS AND FILMED PROJECTS and in the spirit of transparency, we have published this information on our site to help our clients understand the costs BELOW.

right off the bat, there is more labor involved in the back office for coordinating the site deliveries. the common pricing structure you see on our site, your estimates, invoices OR RATE SHEET is based on “client pickup” for those clients, like the major studios, that do their own pickups with their own drivers under their insurance liability, employees, their own trucks, their own fuel and DOT authority.

Once our team is brought in to make deliveries (which we are happy to offer), there are considerable exposures and work on our end. Some of those costs your delivery and project fee’s cover

• Transpo Coordinator

• Drivers

• Truck Rental and/or wear and tear

• Fuel and Fuel Cards

• Insurance

• Permits

• DOT Compliance

Additionally, we do have to coordinate and communicate with your team to ensure the units are dropped in the right place, at the right times, even if it's an "easy set up", we still must evaluate maps and relay all info back to our driving teams and office team. we also have to have logistics meetings with our install/logistics teams to ensure we discuss where place the units, communicate who site contacts are, place units in designated areas, sometimes on very complex festival timelines and properties, level the units, open them up and set them up for use…It’s actually quite involved on our side. The coordinating fees or minimum rental periods that are charged, cover these additional operational costs, and extra days that the trailers are out due to travel/delivery time or otherwise.

The minimum Project Fee is $1,500.00 per project

I hope you understand and this helps paint a picture of some of what’s involved as We truly want to bring a spirit of transparency to these costs.

SECURITY PAYMENTS / DEPOSITS AND CHARGES:

IN ADDITION TO THE AGREED-UPON RENTAL RATES, ADVENTURE COAST, LLC REQUIRES YOU TO DEPOSIT AND MAINTAIN AT ALL TIMES DURING THE TERM HEREOF A SECURITY/CONTINGENCY FUND OUTLINED ON YOUR ESTIMATE/INVOICE. FOR THE EXPRESS PURPOSE OF ENSURING ADHERENCE TO ALL OF YOUR MATERIAL OBLIGATIONS HEREUNDER. THE SECURITY/CONTINGENCY FUND SHALL BE USED BY ADVENTURE COAST, LLC TO PAY FOR BUT NOT LIMITED TO

• ANY OUTSTANDING PAYMENT OBLIGATIONS OWED BY YOU TO US, INCLUDING YOUR FAILURE TO ABIDE BY THE PAYMENT TERMS HEREUNDER

• DRIVER OVERTIME

• MOVE FEE’s (if you change the location of your drop off, including on-site moves)

• ADDITIONAL FUEL CHARGES

• PARKING TICKETS

• CLEANING FEES

• PUMPING FEES

• WATER RE-FILL FEES

• AND/OR COSTS RELATED TO REPAIR ACTUAL DAMAGES CAUSED TO THE EQUIPMENT. NOTWITHSTANDING THE FOREGOING, PRIOR TO USING, DEDUCTING OR APPLYING ANY PORTION OF THE SECURITY/CONTINGENCY FUND, ADVENTURE COAST, LLC SHALL PROVIDE A WRITTEN STATEMENT DETAILING THE DEDUCTION.

A FULL REFUND OF THE SECURITY/CONTINGENCY DEPOSIT WILL BE MADE TO YOU IF ALL PAYMENTS OWED TO US ARE TIMELY MADE AND ALL EQUIPMENT IS RETURNED TO US WITHOUT DAMAGE.

HOWEVER, IF YOU FAIL TO TIMELY PAY US ACCORDING TO THE PAYMENT TERMS, OR IF YOU RETURN THE EQUIPMENT DAMAGED, DIRTY, UNKEPT, UNFUELED, ETC WE MAY DEDUCT FROM THE DEPOSIT AN AMOUNT EQUAL TO THE AMOUNT OWED TO US, AND THE BALANCE (IF ANY) WILL BE REFUNDED TO YOU, TOGETHER WITH A REASONABLY DETAILED ACCOUNTING OF ALL DEDUCTIONS. MAILED CHECKS ARE NOT ACCEPTED UNLESS OTHERWISE AGREED TO BY ADVENTURE COAST, LLC IN WRITING.

IF YOU DO NOT SEND US YOUR PAYMENT INFORMATION WITHIN 30 DAYS OF THE REQUESTED DATE, YOU WILL FORFEIT YOUR REFUND, IF ANY IS OWED.

Adventure Coast Transportation Services

Adventure Coast offers transportation services to its customers through knowledgeable professionals via a fleet of trucks and trailers, subcontracted vendors or subcontracted drivers that provide timely delivery of the wide variety of rental equipment that Adventure Coast offers. This transportation surcharge is added to each transportation charge, for the transportation services requested by the customer. The transportation surcharge is NOT a government mandated tax or fee. The transportation surcharge is our charge intended to defray a wide range of transportation expenses (both direct and indirect), which are not always fully recovered by other transportation charges. While the transportation surcharge is intended to defray these expenses, it is not specifically designed to recover an exact percentage of the costs attributable to any particular transaction. This transportation surcharge is not placed in an escrow account; it becomes part of Adventure Coast’s revenue and is used at our discretion.

The fixed component of the transportation surcharge is intended to defray rising delivery vehicle costs, including, but not limited to vehicle standing costs, running costs, depreciation, Tier 4 compliance, etc. Currently, this fixed component will be 9% or a minimum of $9.00 until further notice.

Adventure Coast Environmental Fee

In our daily operations, Adventure Coast handles materials that could pose environmental risks, such as fuel, oil, cleaners, batteries, and sediment. Managing these materials responsibly is costly, but our commitment to protecting the environment and community health is paramount. We invest in various measures to minimize our environmental footprint and ensure compliance with federal, state/provincial, and local regulations. These measures include containing potentially hazardous materials, treating wash bay runoff/waste, and ensuring the proper disposal or recycling of oil, filters, fluids, tires, batteries, and shop waste.

Purpose of the Fee: The Adventure Coast Environmental Fee is not a government-mandated tax or fee. It is designed to help offset a broad range of environmental-related risks and expenses, both direct and indirect, associated with the operation of our rental fleet. These expenses include:

• Waste disposal

• Oil recycling

• Fuel and fluid handling

• Construction and operation of cleaning facilities

• Treatment of wash bay runoff/waste

• Investment in low emission rental assets (e.g., Tier IV engines)

• Governmental reporting

• Administrative costs

Application of the Fee: This fee is not allocated for any specific purpose nor placed into an escrow account. It becomes part of Adventure Coast’s revenue and is used at our discretion to support our environmental initiatives.

Fee Implementation: The Environmental Fee is intended to be added to each piece of rental equipment identified as having a potential for environmental impact. The applicable fees are categorized according to the groupings set forth in the accompanying chart.

Adventure Coast Fuel Payment Options

Adventure Coast allows you to choose how you want to replace the fuel before returning your equipment. For fuel replacement, Adventure Coast provides three options: Fuel Option (Prepay), Pay on Return, and Return Full.

Prepay Fuel Option
For your convenience, Adventure Coast offers a Fuel Option (Prepay). This option allows you to purchase at the time of rental a full tank of fuel at a competitive, self-service per gallon price (posted fuel charge at Adventure Coast location). The charge is based on the average fuel tank size for the equipment class. There is no hassle and this option saves time and money. As an added convenience, you can purchase the Fuel Option (Prepay) at the time of rental. However, if you decide to return the equipment full of fuel, you will be refunded the cost of the Fuel Option (Prepay). This way, you have the flexibility to either fill it up yourself or let Adventure Coast refill it upon return—it’s your choice.

Pay on Return Option
With this option, you can pay the full-service fuel price (cost of fuel + $8.00/per gallon) per gallon of fuel used. This is another easy, time-saving option where you only pay for the fuel you use.

Return Full Option
The final option is returning the equipment full of fuel. You will be charged the Fuel Option (Prepay) cost at the time of rental, but you will receive a refund when you return the equipment full of fuel.