Frequently Asked Questions
Reserving Rental Items
Talking to us in advance helps ensure that rental items are available for your event. Once we receive the 50% nonrefundable down payment and a signed rental agreement your items will be held for your date. If your event is within 14 days, a full payment will be required. You can contact us via e-mail or phone for assistance with quotes and orders. Most items are also available for you to place your own online order with advance notice.
Rates
Quotes are based on a one-day event. Weekend rentals are typcially considered a one-day rental. Please contact us for a customized quote for longer term rentals and off season rates. Once we have received a down payment and signed rental agreement, prices are guaranteed. However, prices quoted by phone, e-mail or via our website are subject to change.
Payment
We accept all major credit cards, cash or check. A 50% down payment is required to reserve items. Full payment is due 14 days prior to your event. We may require that at least one payment be made by credit card to keep your card on file for incidentals or damages or to issue the EPD refund (see below). We do require down payments for in-store pick up orders too.
Equipment Protection Deposit
An additional refundable deposit may be added to your order to cover cleaning and maintence of rental items. Dishware should be returned washed, tables & chairs should be restacked for pick up and kept out of the weather. If items are picked up restacked and clean, you will receive your deposit back. (This fee does not cover damaged, broken or lost items). Please ask our office if this fee applies for your order.
Preparing Rental Items for Pick up or Return
We are often asked about what is required before returning rental items, including tablesware, linens, tables or chairs. Please return your dishware, glassware or catering items washed to avoid additional fees. Concession equipment can be wiped down. Linens should be recounted and returned in the bags we've provided. Customers are responsible for restacking tables and chairs and keeping them under the tent or in a dry location for pick up.
Changes and Cancellations
The 50% down payment for reservations is nonrefundable. Cancellations fees will apply to your order, the fee depends on how much advance notice is given. In some cases you may receive a partial "raincheck" or store credit for future use. The deadline for order changes is 14 days prior to your event date. This is also when your remaining balance is due. There are no refunds on special order items or items delivered but not used. We do not issue cancellations due to weather. Remember, we have been holding these items for your event and have lost the opportunity to rent to other clients. Our office staff would be happy to review our rental agreement in more detail with you.
Delivery
When your order is placed, we will review the details of your delivery, including how the event site needs to prepared for your items to be delivered. (An example could be mowing and marking private underground utilities, if you have a tent set up). We will also review set up and tear down procedures so you'll know what to expect and how to prepare. Standard delivery is M-F 8am-4:30 pm. We often delivery 1-2 days prior to events and will be in contact with you about 5 days prior to discuss a delivery day. We must be able to delivery within 50ft of the event site. Inform us if there is difficult terrain or stairs- additional fees may apply as the labor time will take longer. As there are many variables such as staffing, weather & location, we may not be able give you a specific delivery time but may instead say A.M. or P.M delivery for a specific day. Requests for after hours or weekend deliveries will incur extra fees. Last, remember that all items rented from Bedrock Party Rentals are your responsibilty from delivery through pick up.
Missing Items/Items Not Returned
All rental items are counted at delivery to your site and at the time of pick up. We will make every attempt to locate all items and will promptly notify you if any are missing. Should any items not be returned at the end of the rental period, you will be charged the replacement cost for the items. Should you find the item later, and return it to us in good condition, we will be glad to refund this charge.
Package Quantities
We have several inventory items (tablesware, glassware, china) that are available in certain quantities rather than by individual pieces. These quantities can range by product and are listed on the website. This allows for safer transport of items, and also helps keep the products in sanitized condition. Items such as napkins, chair covers or sashes, may need to be ordered in specific quantities.
Rental Order Minimum
For distances over 60 miles, we have an $800 order minimum for delivery. Delivery fees, tax or other fees, such as EPD are in addition to this minimum amount.
Customer Self-Serve Pick Up of Rental Items
We offer some of our inventory for customer pick up from our site. Our will-call is open Monday-Friday from 9am-4:45 pm. You can pick up items and return during these hours. For weekend events, you can pick up on Friday and return Monday. Our will-call is not open on the weekends- never leave items outside the building. The customer assumes all responsibiliy of transporting items safely and returning items in clean condition. The Equipment Protection Deposit (EPD) may be added to your order to ensure safe return of rental items. We require items be transported covered in a clean vehicle, to protect from weather elements and road grime. You should be prepared to load and unload the items yourself and bring appropriate gear such as tarps and straps to secure items.
Tent Safety and Inclement Weather
If you have concerns at any point (with tent safety or any rental items) please reach out via e-mail or leave a voicemail message (740-594-7127) and we will get back to your shortly. Safety is our highest priority. Once a tent is installed, do not adjust the tent in anyway. We follow the manufacturers recommendations and safety guidelines for safe tent installation. A tent is a temporary structure and should be evacuated in the event of severe weather. Keep in mind, tents are not guaranteed to be waterproof or leakproof. In the event of a storm, use your best judgment on weather to evacuate. It is the customer's responsibility to evacuate the tent. If you see lighting or hear thunder, you should immediately leave the tent until the threat is no longer. Metal tent poles make excellent electrical conductors, so serious injury could occur by remaining in the tent. High winds also pose a risk. If we have concerns regarding the safety of the guests and possible damage to the tent, it might be possible that we will have to take down the tent.
