Here are some things for you to know about the rental process, and other important bits of information to help the process go smoothly!

OTHER NOTES ON DELIVERY AND WILL CALL || Delivery does not include styling or setup of rental items other than assembly of arbors and tables, and general placement of large furniture pieces.

Will Call orders MUST have an appropriate method for transporting the rental items. This includes a covered form of transport for upholstery items. You are responsible for any damages to rental items that may occur during transport, even if accidental or weather related.

RENTAL WINDOW || Rental rates are for a 48 hour period.  If you are needing a longer rental period than this, then please just ask and we may setup an extended rental discount to allow for ease of your rental experience. 

CHANGES AND CANCELLATIONS || I understand that sometimes changes have to be made, especially when you are planning far in advance. Additions can be made to your rental order up until 30 days before your event date (as availability allows).

Please understand with cancellations and adjustments that:

  • Your retainer is non-refundable regardless of when notice of cancellation is given.

  • For order cancellations made less than 30 days before your event date, you are responsible for an additional payment equal to 50% of the remaining balance. This is due to the nature of items being held for your event and the loss of sales that it equates to if you cancel them.

  • For order changes that involve exclusions, adjustments that cause your new total to be less than the 50% retainer paid, Vintage Rental Co. is not required to refund that amount. That retainer is non-refundable.

  • If additions are made to your order, an additional retainer may be required depending on the amount of additions made.

  • All changes must be requested via email for tracking/reference purposes.

LAST MINUTE ORDERS || Rental orders made less than 2 weeks before the event date may incur a rush order fee of 10% of the rental sum. 

PICTURE PERFECT CHARGE || A 10% wear and tear fee is applied to ALL orders. This covers general maintenance and cleaning required pre and post event to guarantee that your items are “picture perfect”. This is different from a damage fee should items be broken or lost. 

DAMAGED ITEMS || Rental items are your responsibility upon will-call or delivery. Should items be returned or picked up damaged (including candle wax, spills or water damage, and not limited to weather related damages) you are responsible for replacement fees. This can be 5-10 times the rental rate and sometimes more depending on the rental items. Damaged or missing items will incur replacement/repair fee charges. 

OUTDOOR EVENTS || Rental items cannot be left outside overnight, so please be sure to have a secure, covered place where items can be stored. 

WEATHER RELATED ISSUES || Vintage Rental Co. does not issue refunds for inclement weather.  Should bad weather or wind become an issue, we reserve the right to refuse or release items and offer a substitution of in-stock items to help facilitate an indoor function.  The client assumes all risks and hardships involved with having an outdoor event.  Please discuss “Plan B” with your coordinator.  Vintage Rental Co. is not responsible for revising your event design the day or two prior to your event, should inclement weather be ensuing.  It is our desire that your event go as smoothly as possible.  However, if you choose to chance the weather, the client assumes full responsibility for wind and weather damages.  If Company arrives for a delivery and the weather is bad or impending, we will call you or a contact person to discuss options.  Please always provide an additional contact name and number should you be unavailable the day of your event.  

CANDLE USE || Though I love the look and feel of the warmth of real candles, candles are not allowed in any terrariums, hurricanes, lanterns, votives or jars. Taper candles are allowed in candelabras, brass candle holders and clear candle holders, however, I highly recommend dripless tapers as you are subject to cleaning fees for wax that has dripped on the candle holders or other décor near the candles that wax may have dripped on. If wax is found on items that do not allow open flames then you are subject to a fee six times the rental rate of that item.

I know that some of these guidelines might sound a little harsh or extreme, but to extend the rental life of the items I have curated for my rental inventory, I have to enforce these guidelines. It also ensures you, as my client, of a quality rental experience where I'm not having to notify you of rental items being no longer available due to damage from a previous client and vice versa. I appreciate your understanding in all of this!