Below are some frequently asked questions about rentals for your wedding, party, or event.
If you can’t find the answer to your question, please contact us.
Many items from our linen and tabletop collections come ‘prepackaged’ in established quantities. For example, napkins and flatware are available in 10-count packages. While you may receive a few more items than you “need,” a few extra can be very handy – you never know when a guest will drop a fork or napkin on the floor.
China and glassware is stored and rented in ‘crates’ that protect against breakage during transport and delivery. Each item has its own ‘full crate’ count, ranging from 15 on the low end (large dinner plates) to 36 on the high end (champagne flutes). The majority of our bar and beverage items are packed in crates of 25.
Many catering and event professionals recommend glassware counts of 110% to 125% of your expected number of place settings. For bar glassware, 1.5 times the guest count is a good rule of thumb.
We ask that all food is scraped from the plates. Return the products in the crates and racks in which they were delivered.
SILVER PLATED, GOLD-BRUSHED, AND BLACK-BRUSHED PRODUCTS: must be rinsed clean of food after use to avoid discoloration.
LINENS: A bag is provided to package your soiled linens. Please take care to remove excess food and debris from the linens before bagging and returning to us. Linens should be dry and free of moisture. Melted wax will damage linens. Please do not put wet linens in bags. Shake off glitter or confetti before placing used linens in bags. We will charge for missing and/or damaged linens or additional cleaning.
Yes, all final changes can be made seven days before your date of pickup or delivery (with the exception of event tents- please refer to our cancellation policy in FAQs).
We will always work to make every effort to accommodate any last-minute additions or changes, based on availability.
We will always work to make every effort to accommodate any last-minute additions or changes, based on availability.
Responsibility for equipment remains with the customer from the time of delivery to the time of return. Please be sure equipment is secured when not in use and protected from weather. Tables and chairs should be broken down and stacked ready for pickup. All china, flatware, glassware, etc. should be scraped food-free and repacked in the same containers in which they were received. Linens should be shaken off and dry to prevent staining and mildew. Laundry bags are provided with linen orders; please return them in those containers.
Our Boulder and Fort Collins showrooms are open Monday through Friday 9am to 4pm. Showrooms are closed on Saturday & Sunday, but we are happy to meet when appointments are made beforehand.
Deliveries can occur between the hours of 9am-5pm Monday-Saturday. In the busy summer months, the hours extend to 7am-7pm.
If you want the delivery or pick up to occur at a specific time, there will be an extra charge. Call for more details.
After-hours or weekend pick-ups can often be arranged for an additional fee. Before or after hours will require management approval.
We have showrooms in Boulder and Fort Collins. Our showroom hours are from 9am to 4pm Monday through Friday. While an appointment is not required, it is highly recommended so that we can ensure one of our event specialists is available to assist you.
Ample client parking is available at both stores.
Unfortunately, no. Rental terms are based on confirmed reservations and the duration of the rental. Once items are booked with a 50% deposit, they are marked as unavailable in our system for other clients and allocated to your order.
We will deliver and pick up equipment rentals at a specific location. Rates quoted are for ground floor deliveries to the address you provide at the time of order, but within a reasonable distance of 25’ to 30’ from where we can park our vehicles. Our delivery crews are instructed to neatly stack all items in a mutually convenient location on delivery. Items must be similarly stacked for pick-up.
We will deliver to locations not easily accessible, such as rear yards or up or down stairs, but additional charges will be applied.
Delivery charges are calculated based on several factors: the delivery and pickup address, the number of vehicles required, and the number of crew members needed. Typically, we make four trips: two trips for delivery (to your location and back to our store) and two trips for pickup (from your location and back to our store).
As Northern Colorado’s largest event rental company, we typically have around 20 vehicles on delivery, installation, or pick-up on any one day during our summer season. We also utilize additional transport resources such as a 53’ trailer and tractor combination for larger events. This means that even if you are outside of Colorado, we deliver and can support your event. For example we travel to Wyoming most weeks during summer.
Our damage waiver is 10% of your rental contract items and is non-refundable. It covers accidental damage from normal use but does not cover loss or negligence. If you discover a missing or damaged item, please inform us immediately. We will make note of it on your contract. We count all items as they are returned and inspect for damage. We strive to do this within 24 hours and will contact you should there be an issue.
Yes, you may pick up your order one day in advance of your event and return the equipment the business day following your successful event. PLEASE NOTE: Some items in our inventory are only available for delivery by RC vehicles and crews.
Due to insurance liability, RC Special Events employees cannot assist with the loading or unloading of rental equipment into vehicles, nor can we provide supplies such as tie-downs or straps. You must take responsibility to ensure the load is safe and properly secured. Please be prepared to load and unload the items you have ordered. This is the sole responsibility of you, the client.
We also reserve the right to refuse to allow certain items of our rental equipment to be loaded if we believe that damage may result to the equipment.
Items that require assembly such as tents, stages, dance floors, lounge furniture, audio, heat, and pipe & drape include set-up and tear-down in the rental fee.
Set-up of tables and chairs is available for an additional fee. Tear-down is available at the same rates as set-up. These arrangements must be made prior to delivery on a case-by-case basis if time and labor permits. If set-up and/or tear-down have not been contracted in the rental contract and we must perform either of these services, additional fees will apply. A diagram must be provided, and it is highly encouraged that a representative from the event be on-site for set-up. Set-up of other items is not available.
To ensure that your rental needs are met, we encourage you to reserve your equipment as soon as you know the date of your event. Summer events, especially weddings, should be booked at least 6 months in advance. However, due to our large inventory, we frequently can accommodate last-minute events. We can take your reservations by phone or in person at our store locations where our experienced events staff can help you make choices You can submit a quote request on our website using the shopping cart option. If you order using the shopping cart, an event specialist will email your quote within 24 hours. Please review your order and a 50% deposit will be requested to secure a firm reservation.
We are constantly adding to our inventory. We therefore encourage customers to visit our showrooms or discuss their rental needs with an event specialist if what they require is not listed on our website.
Yes, we have the largest selection of tents in Northern Colorado and also the largest tent for rent in Colorado! We take great care of our tents and add to our inventory every year.
Our tents range from small pop-ups that clients can choose to set up on their own to large tents used for festivals, weddings, corporate events, and galas. It is not unusual for us to have events during the year that involve over 80 tents at one location.
We highly recommend only staking for our tents which can be done in grass, dirt, asphalt, etc. For concrete, we recommend screw-in eyebolts. After your event, we ensure holes are filled. Depending on your surface, there may be additional charges, but you can be assured that your tent was installed by experts.
We do not secure tents by water barrels or water filled weights.
For weddings, we can provide tent liners or clear tops which, when used with our specialty lighting, will create an event atmosphere everyone will remember.
For events using tents, we provide a complimentary on-site consultation to ensure that our installation crews encounter no surprises during your tent setup. We will create layouts using our Computer Aided Design (CAD) software that will be presented to you for approval and sign-off. These CAD layouts, the site pictures we take, and the reservation form a file that the crew leader will have as part of your delivery order. Our trained event specialists will help create your most memorable event!
You are required to have utilities and/or lawn sprinklers and water lines marked. We are not responsible for any damage caused to unmarked utilities or water lines caused by our stakes which are required to secure the tent. The stakes penetrate about 30” to 48” depending on the tent type.
This will best be determined by your desires for your event and what type of ground it will be installed on. All tents require an anchoring system. Some require being staked into the ground while others are OK with concrete weights. Our event specialists can help you understand all your options.
The size tent you will need to cover your event is varied. It is best to reach out to one of our event specialists to review what exactly you want to do under the tents. Is it for a wedding? Is it for the reception? Will there be dancing? Do you need food stations? All of these questions and more will be considered when finding the right style and size of tent for the space you are wanting to cover.
We have all types of tent structures. Pole tents will have center poles, while Clearspan Frame tents will only have poles around the perimeter. All tents have functional advantages and budget benefits. Contact us to assess which tent will best fit your budget and need.
We offer a full array of lighting options for our tent installations. It could be as simple as functional lighting to more elegant lighting like bistro lights, colored LED lights, or chandeliers. See our galleries to get ideas for what would work for your event. We also have a wide range of additional décor options from disco balls to rattan shades to draping to……the list is endless!
The time to install is determined by the size and style of the tent. The larger the tent, the longer the installation. Most tents can be installed in a day, but larger tents that include lighting and décor can take multiple days. Once you have determined the size of tent and rentals needed, the RC event consultants can give you a production schedule that allows your other vendors and venue to work around.
Because of the time needed, it is always best to install the tent the day or days before the event and pick up the day after. On a weekend event, that would mean a Thursday or Friday install and Monday or Tuesday pick up. We charge for the one use of the tent, not for the number of days it is on site. We do offer long-term rental rates for applications that are more than one event day.
Our tents will cover you for rainy weather. If you need to put sidewalls on the tent to enclose it, they are available for an additional cost. If the temperatures drop, we have heaters that can be used to climate control the inside. Should the weather be hot, there are options for tent fans as well.
We also offer flooring solutions that can provide a level and flat surface where perhaps the ground is not totally suitable for your event. Again, we can consult and advise.
The weather. You need to hope for the perfect weather day and design your event around that. Then you need to have a plan for inclement weather that allows our team to pivot into a pre-determined option for the site that ensures everyone is covered. By having this mapped out before the event week, you are only faced with deciding which option to choose and you have a budget to allow for a change in the weather.
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