SPECIAL EVENT FEES & OPTIONAL CHARGES
Delivery and Project Fees for Live Events, Festivals, Special Events, and Filmed Projects
We often receive questions from new clients regarding our coordinating fees for live events, festivals, taped events, filmed projects, and traffic control/security operations. In the spirit of transparency, we have published this information to help our clients understand the costs involved.
Right off the bat, there is significantly more labor and coordination involved in site deliveries and event security logistics. The common pricing structure listed on our site, estimates, invoices, or rate sheets is based on client pickup, which applies to clients—such as major studios—that handle their own pickups using their own drivers, insurance liability, employees, trucks, fuel, and DOT authority.
Once our team is brought in to handle deliveries, security logistics, or traffic control (which we are happy to offer), there are considerable logistical efforts, costs, and exposures involved. Your delivery and project fees cover:
- Transportation Coordination
- Drivers
- Truck Rental and/or Wear & Tear
- Fuel & Fuel Cards
- Insurance
- Permits
- DOT Compliance
- Traffic Control Coordination
- Security Back-Office Support
For all equipment rentals, traffic control and security operations, project fees also cover essential back-office support, including coordinating permits, staffing approvals, law enforcement/security and driver scheduling, and site-specific logistics to ensure a seamless and compliant operation. Even when equipment setup, security and traffic control seem straightforward, they require significant pre-planning, mapping, permitting, and on-site coordination between multiple agencies and internal departments to ensure the best possible service to our clients.
The minimum Project Fee is $1,500.00 per project.
We hope this provides clarity on the scope of work involved and reinforces our commitment to transparency in pricing.
SECURITY PAYMENTS / DEPOSITS AND CHARGES
In addition to the agreed-upon rental rates, Overwatch TN Security Co. Inc. requires you to deposit and maintain at all times during the term a Security/Contingency Fund, as outlined in your estimate/invoice. This fund ensures adherence to all material obligations under our agreement and may be used for, but is not limited to:
- Any outstanding payment obligations owed to us, including failure to meet payment terms
- Driver overtime
- Move fees (if you change the drop-off location, including on-site moves)
- Additional fuel charges
- Parking tickets
- Cleaning fees
- Pumping fees
- Water refill fees
- Costs related to repairing actual damages caused to the equipment
Prior to using, deducting, or applying any portion of the Security/Contingency Fund, Overwatch TN Security Co. Inc. will provide a written statement detailing the deduction.
A full refund of the Security/Contingency Deposit will be issued if all payments are made on time and all equipment is returned undamaged. However, if payments are not made on time, or if the equipment is returned damaged, unclean, or unfueled, we may deduct an amount equal to the outstanding balance from the deposit. Any remaining balance will be refunded, along with an itemized statement of deductions.
Mailed checks are not accepted unless otherwise agreed upon in writing by Overwatch TN Security Co. Inc. If payment information is not submitted within 30 days of the requested date, any refundable deposit will be forfeited, and a late fee of 10% of the account balance will be applied every 5 business day until the account is current.
Some security and traffic control services may require a 25%, 50%, or full payment prior to the project start, depending on the complexity of the project and the credit viability of the client. The required prepayment amount is at the sole discretion of our staff and will be communicated in advance. This ensures we can properly allocate resources, secure necessary permits, and coordinate with law enforcement or other agencies as needed.
Overwatch TN Security Co. Inc. Transportation Services
Overwatch TN Security Co. Inc. provides professional transportation services through a fleet of trucks and trailers, subcontracted vendors, or subcontracted drivers. These services ensure timely delivery of rental equipment, and a transportation surcharge is applied to each transportation charge requested by the customer.
The transportation surcharge is not a government-mandated tax or fee, but a charge designed to defray the operational costs of transporting rental equipment. These expenses include, but are not limited to:
- Vehicle standing costs
- Running costs & depreciation
- Tier 4 compliance regulations
- DOT regulatory compliance
The current fixed component of this surcharge is 9% or a minimum of $9.00, subject to adjustment.
Overwatch TN Security Co. Inc. Environmental Fee
In our daily operations, Overwatch TN Security Co. Inc. manages materials that pose environmental risks, including fuel, oil, cleaners, batteries, and sediment. Proper disposal and compliance with federal, state, and local environmental regulations incur significant costs.
Purpose of the Environmental Fee
The Overwatch TN Security Co. Inc. Environmental Fee is not a government tax, but a charge to help offset a broad range of environmental risks and compliance costs, such as:
- Proper disposal and recycling of oil, fluids, and batteries
- Construction and maintenance of cleaning facilities
- Treatment of wash bay runoff/waste
- Investments in low-emission rental assets (e.g., Tier IV engines)
- Governmental reporting and administrative compliance
This fee is not placed into an escrow account but contributes to the company’s overall environmental initiatives. It is applied to each piece of rental equipment that has potential environmental impact.
Overwatch TN Security Co. Inc. Fuel Payment Options
Overwatch TN Security Co. Inc. provides three flexible fuel replacement options:
Prepay Fuel Option
- Purchase a full tank of fuel at the time of rental at a competitive self-service per-gallon rate.
- If the equipment is returned full, the prepayment is refunded.
Pay on Return Option
- Pay a full-service fuel rate of fuel cost + $8.00 per gallon for any fuel used.
Return Full Option
- Equipment must be returned full of fuel to avoid additional charges.