FAQs
General Rental Policies
How long is the rental period? Do I pay per day or per event?
Our standard rental rates are based on a single event, not per day. We understand that you may need the items a bit before and after your event for setup and breakdown. Typically, a one-day rental covers pickup/drop-off timing that accommodates your event schedule (for example, weekend rentals often count as one day even though you might have the items from Friday to Monday) . If you need to use the equipment for multiple days or an extended period, just let us know–we offer extended rental rates or multi-day packages when applicable.
Is there a minimum order size or rental amount?
We do not have a strict minimum for local orders. However, for events located farther from our warehouse, a minimum order amount may apply to cover delivery logistics (we’ll let you know upfront if this is the case). Our goal is to accommodate events of all sizes – from small backyard gatherings to large weddings – so just ask and we’ll work with you. There may be a delivery fee (see Pricing and Fees below) for smaller orders or distant locations to ensure we can serve you efficiently.
Do I need to pay a deposit to reserve my items?
Yes. To officially reserve equipment for your date, a deposit is required. Typically, we ask for a deposit (around 25-50% the total depending on the item) when you place your order.This deposit secures your items and dates. Please note that the deposit is usually non-refundable, since once you reserve, we hold those items for you and turn away other requests for the same equipment.The deposit amount will be applied toward your total balance.
When and how do I pay the remaining balance?
Your balance is due before your event – usually by the time of delivery or pick-up. We’ll coordinate the payment timing with you (often 3 days prior to delivery or at least on delivery day before we release the items). We accept all major credit cards and can also arrange for cash, check, or other payment methods if needed. For corporate clients, purchase orders or other arrangements can be discussed. You will receive a receipt or invoice detailing all charges.
Are there any contracts or paperwork to sign?
Yes, we will provide a rental agreement or contract that outlines the terms and conditions of the rental. This ensures both parties understand their responsibilities (for example, liability for the equipment, return conditions, etc.). The contract will cover details like the rental period, our policies on damages or cancellations, and any other relevant terms. We’ll walk you through it and answer any questions before you sign. It’s a straightforward process aimed at protecting you and our business.
Are you licensed and insured?
Absolutely. LC Event Supplies is a professional, fully insured event rental provider. We carry liability insurance to operate at venues and private properties – we can provide a certificate of insurance if your venue requires it. All our equipment meets safety standards and is regularly inspected. While our insurance covers our operations, we still require customers to take reasonable care of the equipment and ensure safe use (see Damage & Liability FAQ for details). You can feel confident working with a reputable, insured company for your event.
Delivery, Setup, and Pickup
Do you offer delivery and pickup services?
Yes, we provide convenient delivery for all our rentals. Our team can deliver the equipment to your event location and retrieve it afterward, so you don’t have to worry about transport. Delivery is available throughout our service area (just ask if you’re unsure whether we serve your area). A delivery fee will apply based on your location’s distance and the size of the order , and we’ll always quote that for you upfront. We schedule pickups as well, typically the day or the next business day after your event. (If your event is on a weekend, for example, we might pick up on Monday.)
When will my items be delivered and picked up?
Delivery and pickup times are arranged in advance to suit your event schedule. A few days before your event, we’ll confirm a delivery window with you. Typically, we deliver rentals on the event day or a day prior (for example, for a Saturday event, we might deliver on Friday and pick up Monday as needed) . Standard deliveries occur during business hours (morning or afternoon window); you may request a more specific time if necessary. If you have venue time restrictions or specific timing needs, let us know – we can often accommodate exact times, after-hours, or weekend deliveries/pickups for an additional fee . On pickup, our crew will arrive at the agreed time window – usually the next day or after the event – to collect the items.
Do I need to be present for delivery or pickup?
We do recommend that you (or a designated representative) be on-site for delivery. Upon delivery, someone should be available to sign the delivery ticket and show our crew where you want the items placed or set down . This helps ensure everything is placed correctly and you have a chance to verify the order. If you absolutely cannot be there, please let us know in advance – we can make arrangements (such as getting access to the venue and instructions on where to leave items). For pickups, you do not personally need to be present as long as our crew can access all the items (and perhaps a contact person is reachable by phone). Just make sure all rented items are gathered in the pre-arranged spot and accessible. Remember, until we retrieve the equipment, you are responsible for keeping it safe (so it’s best not to leave items unattended in an unsecured area).
How should I prepare the equipment for pickup or return?
We ask that you return the items in their original containers and similar condition as they were delivered, aside from normal use. Here are a few guidelines to make pickup smooth:
Tables and Chairs
If you set them up, please fold and stack chairs, and collapse and stack tables in one area. This helps our crew load them quickly.
China, Glassware and Serving Items
Please empty all food and liquids from dishware and glassware. You don’t need to fully wash them, but give them a quick rinse or scrape off food debris. Put them back into the crates or racks provided to you to avoid breakage . (We will do the thorough sanitizing back at our facility.)
Linens
Do not launder linens yourself – we handle professional cleaning. Simply shake out any food crumbs or loose debris. If any linens are damp or wet, air-dry them before bagging to prevent mildew.
Place used linens in the laundry bags we provided. Important: Never seal wet linens in plastic bags, as this can cause mildew and stains .
Other Equipment
For things like lighting or AV equipment, pack them back into their cases if provided. For decor or other items, gather everything in one spot.
Keeping everything organized will prevent misplaced items and avoid extra fees. If items are not ready or require extra cleaning (for example, heavily soiled items or scattered chairs), additional labor or cleaning charges may apply . If you have arranged for our team to do full takedown, just ensure the area is clear of personal belongings and we’ll handle the rest.
How far will you deliver?
Our primary service area covers the local region (cities/towns around our base), but we can travel further for larger events. Delivery fees are calculated based on distance – for example, events within the immediate city will have a standard fee, while events out of town will have a higher distance fee to account for fuel and time . We’ll inform you of the delivery fee once we know your event location.
Booking and Cancelation
How do I place an order or reserve equipment for my event?
It’s easy! You can start by browsing our inventory online and adding items to your cart to book directly when you checkout, or simply call/email us with your requests or event details if you need any consultation.
If you book directly through our store you will be able to see the availability of our inventory items to ensure your date is open for bookings. A down payment will be required at checkout that will be applied to the final cost of your booking which must be paid in full prior to the delivery or pick up of the items on the date chosen. A credit card is required for online checkout and all required forms and invoices will be emailed to you prior to the rental date. We require all rental forms and invoices to be completed and submitted to our team digitally or in person on the day of the rental. For more information on how to book directly on our website please contact us by phone or email with any questions.
If you contact us to book your rentals we will then provide a quote and check availability for your event date. Once you’re ready to reserve, we require a deposit and a signed rental agreement to secure the booking . Our team will walk you through the contract and payment. After that, your reservation is confirmed. We will send you a confirmation invoice/receipt showing your deposit and balance due. If your event is far in the future (say, next year), don’t worry – we’ll stay in touch and you can adjust items later if needed. Always feel free to ask our event specialists for advice on what quantities or items work best for your type of event.
How far in advance should I reserve the equipment?
We recommend reserving as early as possible, especially for weddings and peak-season events. Popular items and dates can book up quickly on a first-come, first-served basis . For major events like weddings, clients often reserve 6 to 12 months in advance (some even up to a year ahead for prime summer Saturdays) . For smaller parties or off-peak times, a few months or weeks in advance may be sufficient. Even if your event is just a few days away, don’t hesitate to contact us – if we have availability, we’ll gladly accommodate last-minute orders. The bottom line: once you know your event date and have an idea of what you need, put in your reservation as soon as possible to ensure availability. Early planning gives you the best selection of equipment and peace of mind!
Can I make changes to my order after I’ve reserved?
Yes – we understand that event plans can evolve. You can make adjustments to your order after booking, within reason. Increasing quantities or adding extra items is usually no problem at all (subject to availability). If your guest count grows or you forgot to order an item, just let us know and we’ll update your reservation. Minor reductions or swapping items can also be accommodated if done far enough in advance. We do ask that final changes (especially for things like tent size or large quantity changes) be made at least about one to two weeks before your event date . This allows us to adjust logistics and inventory. Small last-minute additions (like a few extra chairs) can often be handled even a day or two before, but try to confirm major details about a week out. Note: Reducing large portions of your order close to the event might result in forfeiting part of your deposit (since we’ve held those items for you). We’ll always communicate any potential charges before finalizing changes. Our goal is to stay flexible and help your event run smoothly!
What is your cancellation policy?
If you need to cancel your reservation, please notify us as soon as possible. Keep in mind that the deposit you paid is generally non-refundable. This is because we’ve set aside the equipment for you and likely turned down other bookings for that inventory. For cancellations made well in advance (e.g., months ahead), you will at least forfeit the deposit, but no further payment is required. If you cancel very close to the event date (for example, just a few days before delivery), additional cancellation fees may apply – in many cases, orders canceled within a week or two of the event are charged up to 100% of the rental, especially if the items were prepped or delivery scheduled. This is industry standard since last-minute cancellations leave little chance to re-rent the items. We know plans can change due to emergencies, so if you must cancel, we’ll work with you as best we can. In some cases, we might be able to credit a portion of your payment toward a future event if you reschedule with us. Always review the specific cancellation terms in your contract, and don’t hesitate to discuss your situation with us.
What if I need to reschedule my event to a different date?
Date changes are usually handled more flexibly than full cancellations. If you just need to postpone or move your event, we will do our best to accommodate the new date with the same reservation. We’ll apply your existing deposit and payments to the new date, subject to equipment availability. Please give us as much notice as possible for a date change. If your new date is one we can accommodate (and the same equipment is free), then there’s typically no penalty or fee – we’ll simply update your contract. If the new date conflicts with other bookings or is in a higher-demand season, we’ll discuss options (we might suggest alternative but equivalent items or require an adjusted rental fee if the scope changes). Essentially, we treat rescheduling on a case-by-case basis, aiming to be flexible. Your deposit will transfer to the new date if all goes well. If we cannot accommodate the new date at all (for example, all our tents are booked that weekend), it might be treated as a cancellation, but we’d explore solutions with you first.
What if bad weather is forecast? Can I cancel or adjust for weather?
Weather is a common concern, especially for outdoor events. Unfortunately, we cannot offer refunds solely due to bad weather, since we’ve reserved the equipment for you rain or shine. Our standard cancellation policy still applies even if it rains on your event date. However, if you’re worried about weather, let’s discuss contingency plans: for example, renting a tent as a backup. Some clients reserve a tent “just in case.” If you decide to cancel a tent last-minute because the forecast turns out sunny, you may still be responsible for part of the fee (especially if the tent was already delivered or set up). On the flip side, if you didn’t rent a tent and a sudden storm hits, once our equipment is delivered, it’s yours to care for (e.g., keep tables/chairs under shelter). We always prioritize safety: in severe weather (high winds, lightning), our crew may delay setup or not be able to erect tents until it’s safe. We’ll communicate with you if weather impacts our delivery or setup schedule. In summary, plan for weather in advance. We’ll work with you to mitigate weather issues (like adding sidewalls to tents or adjusting installation timing), but we can’t waive fees for weather-related cancellations.
If I end up not using some of the items I rented, can I get a refund for those?
We’re sorry, but we cannot provide refunds for unused items. Once the equipment leaves our warehouse and is delivered to you, it is considered rented out for your event whether you use it or not . For example, if you rented 100 chairs but only set up 80 of them, the 20 unused chairs were still unavailable for anyone else that day, which is why they were part of your order. We recommend planning your quantities as accurately as possible (better a few extra than coming up short), but understand you’ll be charged for all items reserved. If you realize you have far too many of something before the event (perhaps your guest count dropped significantly), contact us in advance – we might be able to adjust the order (see the changes question above). But once items have been delivered or picked up, no refunds are issued for those not used. We hope you understand this policy, as it’s standard in event rentals to ensure availability for each client.
Damage, Cleaning, and Liability
What are my responsibilities for the equipment during the rental?
Once the equipment is in your possession, you are responsible for taking reasonable care of it until it’s returned. This means making sure items are secure, protected, and used properly. For example, keep items safe from theft or bad weather – if rain is expected, move electronics or wood furniture indoors or under shelter; if high winds arise, take down umbrellas or pop-up canopies, etc. . You are also responsible for supervising the equipment during use (e.g., ensure that rental heaters or electrical equipment are operated safely, and that children are supervised around rental furniture and inflatables). Treat the rented items as if they were your own property for the rental period. We provide instructions for any specialized equipment; please follow them for safety. In short, while we remain the owner of the items, you are the caretaker while they’re at your event.
Do I need to clean the items before returning them?
A: We don’t require deep cleaning, but we do ask for basic cleanup to avoid extra fees. As mentioned in the pickup prep answer: dishes, glassware, and catering items should be emptied/rinsed of food and repacked in the crates provided (we’ll do the sanitizing wash later) . Linens do not need to be washed – actually, please don’t wash them yourself, as commercial laundry is included in our service. Just shake off any loose debris and make sure they’re dry before putting them in the provided laundry bags . Tables, chairs, and other furniture should be free of decorations or attachments (please remove any tape, ribbons, or centerpieces). If something got excessively dirty (spilled drinks on a table, mud on a chair), a gentle wipe down is appreciated but not strictly required. Normal cleaning is part of our job – we just charge a cleaning fee only if items are returned in unusually dirty condition beyond normal use (for example, if our linens are returned with heavy mildew from being stored wet, or there’s candle wax melted all over a centerpiece). In summary, return items in a similar condition as you received them, aside from ordinary use, and we’ll handle the rest.
What if something breaks, gets damaged, or goes missing during my event?
A: We understand that accidents can happen. If an item breaks or is damaged while in your care, you will be responsible for the repair or replacement cost of that item. Common examples are a broken glass, a torn linen, or a damaged chair. We will assess the item and charge the fair replacement value or repair fee as needed. Similarly, if any item is missing when we come to pick up (e.g., a few glasses didn’t make it back into the bin, or a stake is missing), you are responsible for those as well. However, if you locate the missing items later, please inform us and return them as soon as possible. In many cases, if you return a missing item promptly (within a short grace period), we can refund or waive the charged replacement cost (minus any late fees). We encourage you to double-check your venue when cleaning up to ensure all rentals (small items especially) are gathered. It’s a good idea to assign someone to be in charge of rental items so nothing gets thrown away or mixed with venue supplies. If you notice something is damaged or missing during the event, you can also call us right away – sometimes we can provide a replacement on the spot or guide you on a fix if it’s minor. Ultimately, per the rental contract, you are financially liable for rented equipment from the time it’s delivered until it’s returned.
Are we liable if someone gets injured using the rental equipment?
We strive to provide safe, high-quality equipment, but how it’s used at your event is beyond our control. Generally, the renter (you) is responsible for supervising the safe use of all rented items during the event. We are not present during the event, so we cannot be liable for injuries that may occur due to misuse or accidents with the equipment. For example, if a guest falls off a chair or someone trips on a tent line, any injury would be handled like any accident on your premises. We strongly advise following all safety guidelines we provide: secure tents properly, do not allow roughhousing on furniture or inflatables, use lighting and electrical equipment as instructed, etc. If you’re renting items like heaters or cooking equipment, exercise caution and keep them attended. We do carry liability insurance for our operations (which covers things like faulty equipment causing harm), but that is rarely needed. If you have concerns about liability at your event, consider obtaining event insurance which can cover accidents. Rest assured, we will set up equipment correctly and provide any safety instructions needed so you can host a safe event.
Do you require a security deposit in case of damages?
Depending on the order, we may require a refundable security deposit (separate from the rental fee) or simply keep a credit card on file. In many cases, the credit card you use for payment will serve as the security guarantee for any incidentals. For larger orders or certain high-value items, we might put a hold on your credit card or collect a security deposit check. This deposit/hold is not charged unless there is loss or damage; if all items are returned in good condition, we release the hold or return the deposit in full. For example, we might place a hold that’s a percentage of your order total or a flat amount (and it would be released within a few business days after the event once items are inspected ). We will inform you if a security deposit or hold is required when you book, so there are no surprises. This is just a precaution common in the rental industry.
Pricing and Additional Fees
How are your rental prices determined?
Our pricing is based on the type of equipment and the duration of the rental (generally per event, as mentioned). Each item has a rental rate, typically for a one-day event use. The prices you see in our catalog usually assume the item will be used for a standard event period (a day or a weekend). If you need items for a longer time, extended rates can apply. We strive to keep our rates competitive and transparent. When you receive a quote or invoice, it will list each item’s price, the quantity, and the total. Important: The rental price covers the use of the item and normal cleaning after use – it does not automatically include delivery, setup labor, or damage waiver fees, which are separate line items. We’ll make sure you understand all costs before you commit.
What additional fees should I be aware of (delivery, setup, etc.)?
A: In addition to the item rental prices, there may be a few additional charges depending on your needs and situation. These can include:
Delivery/Pickup Fee
A fee for us to deliver the equipment to your location and pick it up afterward. This fee is based on distance and order size (e.g., local deliveries start at a base rate, with increased fees for longer distances or very large loads) . We’ll quote this in advance.
Setup/Breakdown Labor
If you request that our team set up items like tables and chairs, or other decor, there will be a labor charge. For example, setting up dining tables and folding chairs might incur a small per-item fee (quoted based on your specific setup) . Tents, stages, and dance floors include setup in their price, but extra decor or extensive arranging of items would be extra.
After-Hours Service
If you need delivery or pickup outside of our normal hours (late night, early morning, or on a holiday), there could be an extra charge for the convenience of special scheduling . We’ll discuss this if your event has unusual timing.
Cleaning Fee
We generally do not charge cleaning fees for normal use (we expect some dirt on tent canopies, footprints on floors, etc.). However, if items are returned excessively dirty or with damage beyond normal wear, a cleaning or repair fee may apply. For instance, heavily stained linens (wine spills, wax, etc.) that require special treatment, or mud-covered chairs might incur a cleaning surcharge. We will document any issue and charge fairly according to the situation.
Late Return or Missed Pickup Fee
If the equipment is not available for pickup at the agreed time (for example, you kept the items an extra day without arrangement, or a venue wasn’t accessible when our crew arrived), a fee could be charged. This is often equivalent to an extra day’s rental or a specific late fee, since it impacts our schedule and the next use of the equipment . To avoid this, just communicate any changes in schedule – usually we can adjust if needed.
Damage/Replacement Charges
As noted in Damage & Liability, any missing or broken items will be billed at replacement cost. This isn’t exactly a “fee,” but it’s a potential additional charge to keep in mind and avoid by taking good care of the rentals. If you opted for a damage waiver, that fee is charged up front (typically a small percentage of the order) and then you wouldn’t see individual damage charges for covered items.
Minimum Order Fee
If your order is below a certain amount and outside our immediate area, we might have a small order surcharge or require you to meet a minimum. For local events, we don’t usually have a minimum order fee, but we’ll let you know if your situation has any such requirement (see General Policies above about minimum orders).
We promise there are no hidden fees. All applicable fees will be clearly listed in your quote/contract. Transparency is important to us, so if you have any questions about a charge, just ask!
Do you offer any package deals or discounts (e.g., for renting multiple items or for non-profits)?
We do offer package pricing in some cases. For example, if you rent a large tent along with tables, chairs, and lighting from us, we can sometimes provide a bundled discount compared to itemizing everything at full price. We also occasionally run seasonal promotions or offer deals for weekday (Monday–Thursday) events since weekends are peak times. If you represent a non-profit organization or are planning a charitable event, let us know – we try to support the community and may provide a discount or added value when possible. For very large orders (like a corporate gala or festival requiring big quantities), we can discuss custom pricing. We aim to provide excellent value for the quality and service we deliver. Don’t hesitate to inquire about any current specials or to see if your booking qualifies for a discount.
Are your prices different for weekend vs. weekday?
Our rental rates for the equipment itself remain the same regardless of weekday or weekend. The major difference is that on weekends we often allow a longer rental period by default (as mentioned, a Friday-to-Monday counts as one rental period in most cases). This doesn’t incur extra cost as long as the items are used for that single event. However, if you have an event that spans multiple days (say, a two-day festival on Saturday and Sunday), then additional day charges or multi-day rates would apply – we would work out a fair price for the extended use. Delivery or pickup on a Sunday or holiday might incur an extra fee (see After-Hours Service above), but the item’s base rental price is not automatically higher just because it’s a weekend. We keep it straightforward: rent the item for when you need it, and we charge for the event use, not by the day of the week.
Is tax included in your prices?
Sales tax is not included in the listed rental prices. Applicable taxes will be added to your total in the final quote/invoice, in accordance with state and local laws. We will clearly show any taxes on your invoice. If your organization is tax-exempt (for example, a nonprofit with a tax exemption certificate), please provide that documentation during booking so we can adjust the charges accordingly.
Equipment Availability and Reservations
How do I make sure the equipment I want will be available for my event?
Availability is on a first-come, first-served basis, so the key is to reserve early. Once you’ve paid your deposit and signed the contract, those items are committed to you for your date, and we won’t rent them to anyone else . To check availability, you can inquire with us at any time. We keep our inventory counts updated, and our team can tell you if something is currently available for your date. Popular items (like certain tent sizes or specialty chairs) can book out particularly fast during peak season, so don’t delay if you know you need them. We also maintain a wide inventory; if one item is fully booked, we might have a similar alternative to offer. In some cases, if demand is extremely high, we might even acquire additional inventory or sub-rent from a partner to fulfill your needs – but that’s handled behind the scenes. The best practice is: as soon as your venue and date are confirmed, reach out to us to lock in the rentals you need. Even if you only have an estimated guest count, we can reserve a baseline and adjust quantities later.
Can I reserve items now and decide on specifics later?
Yes, you can definitely secure the main items early and finalize the details as your event approaches. Many customers will reserve “big ticket” items like tents, stages, or a rough number of tables and chairs well in advance to ensure those are held, and then confirm the exact quantities or linen colors a few weeks out. We usually need final counts and choices (like linen colors, chair counts, etc.) about 1–2 weeks before the event. For example, you might reserve a tent and 150 chairs six months ahead for your wedding, and then confirm exactly 140 or 160 chairs once your RSVPs are in. This is perfectly fine. Just keep in mind that drastically increasing an order last-minute is subject to availability (but we do our best to accommodate). It’s always better to reserve a bit more and adjust down if needed, rather than under-reserve and find nothing available late. We encourage you to at least put down a reservation on critical items; think of it as holding your spot. You can make your “best guess” on quantities , and we’ll refine later together.
Can I see the rental items in person before the event?
We know how important it is to see and feel items like linens, chairs, or china to make sure they fit your vision. We welcome clients to visit our showroom or warehouse by appointment. There you can view samples of our inventory – for example, you can see the difference between two chair styles or compare linen colors in person. Just call us to set up a time, and our team will be happy to show you around and answer questions. If an in-person visit isn’t possible, we have an extensive photo gallery on our website, and we can also send you close-up photos of items or even arrange a video call to showcase items. For corporate clients or large installations, we can sometimes do a site visit with example items if needed. We want you to be confident in what you’re renting, so don’t hesitate to ask for a viewing or more details on any product.
Is it possible to get a last-minute rental or add items the day of the event?
We understand that last-minute needs come up. We have fulfilled same-day and next-day requests when inventory and schedule allow, so it never hurts to ask! If you find you need something on the day of your event (or a day before), call us immediately rather than emailing. We’ll check our stock and delivery routes to see if we can get the item to you in time. There may be an extra fee for a rush delivery, especially if our trucks have to make an additional trip. The selection might be limited for last-minute orders (for example, a specific style of chair may be fully booked, but we could offer a different style as a substitute). We prioritize our existing reservations first, but we do try to accommodate emergencies or sudden needs for our customers. It’s one reason we sometimes pack a couple of spare chairs or bulbs for lighting rentals, just in case. Bottom line: yes, it’s possible to add or rent last-minute, but it’s subject to availability and might have some limitations. Planning ahead is best, but we’ve got your back if surprises arise.
Do you ever substitute equipment if something is unavailable?
Our policy is to provide exactly the items you reserved. In rare cases, if something unexpected occurs – say an item was damaged by a previous renter right before your event, or we encounter a shortage – we may substitute with an equivalent or better item. We would inform you as soon as possible in that scenario. For example, if the specific style of glassware you ordered became unavailable, we’d offer a close match in style or an upgrade at no extra cost. We know consistency matters, so substitutions are a last resort. You will always be notified and consulted about any changes to your order. In many years of operation, substitutions have been very uncommon for us due to careful inventory management, so you can be confident you’ll get what you expect.
If you need more information or want to discuss your specific event needs, please reach out to us. We’re here to help make your event a success!