Frequently Asked Questions
Party and Event Rentals
Below are some frequently asked questions about event rentals for your special day.
If you can’t find the answer to your query here please feel free to contact us.
What are your business hours?
From May 1st, we are open Monday through Friday 9.00 am to 5.00 pm.
From October 1st , our sales offices are open 9.00 am to 4:00 pm and on Saturdays and Sundays by appointment.
What are your payment terms?
A 50% deposit is required to guarantee price and availability of products on a reservation. The remaining balance is due three days before a delivery or when calling for customer pick-up items.
Reductions in quantity of items within 3 full days of order.
What is a Damage Waiver?
Our damage waiver is 10% of your rental contract 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 with you should there be an issue.
Do you have a delivery policy?
For a nominal fee, 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 time of order, but within a reasonable distance 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. Particularly during our busier months, we strive to meet a.m. or p.m. delivery times and our delivery crews are given very specific directions and delivery instructions. They are not authorized to deviate from those to ensure we provide reliable delivery and pick up performance for each customer.
Our summer hours are from May through October & we operate on a 7/7/7 schedule for deliveries and pick-ups during these months. This means that seven days a week you can have items delivered and picked up between the hours of 7am and 7pm at our standard delivery rates. For times outside of 7am or 7pm we will propose a fee to you for your event needs. Winter hours are from through April, during these months the standard delivery fees apply Monday to Friday 8am to 5pm. Outside of these days and times we may have to propose an additional delivery charge but will strive to minimize any added amounts.
During the summer months, our Sales offices are open and we have staff in office to discuss your event rental needs and assist with any will call pickup or drop off orders. These hours are Monday to Friday 9am to 5pm. Winter hours, the show room is open from 9am to 4pm and we are closed over the weekend. However, we do accept weekend appointments so we could schedule a time and date to meet if necessary.
What are your delivery procedures?
We will deliver either the day of the event (depending on the time of the event) or the day before and pick up the first business day after the event. You will only be charged a one-day rental rate. We require a four-hour delivery window. For delivery outside of normal business hours or for a narrower delivery window, an additional charge may apply.
The client must be available to count all items upon delivery and pickup otherwise RC Special Events counts will be considered accurate.
Can I pick up and return my order to your stores?
Yes, you may pick up your order one day in advance of your event and return the equipment the following business day.
Due to insurance liability, RC Special Events employees can not 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.
How far in advance should I place my order?
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, in person at our store locations where our experienced events staff can help you make choices or from our website using the shopping cart option. If you order using the shopping cart an event specialist will call within 24 hours to review your order with you and at that time 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. Check out our latest additions to inventory.
Do you offer set up and take down services?
We are pleased to offer assistance with the setup and takedown of your special event rental order. Rates for setup and takedown service are based on type of equipment and location.
For example we can set up and take down tables, chairs, install linens, chair covers and sashes. We can lace full table settings, centerpieces, décor and more.
Please ask an event specialist at any one of our locations for a plan that best fits your needs.
Do I have to wash the items I have rented?
We ask that all food service products be rinsed of all food and liquids. Completely dry the products and return the products in the crates and racks in which they were delivered.
SILVER PLATED PRODUCTS: Water is extremely damaging to silver plated products.
Please help to maintain the quality of our equipment (and avoid a replacement charge) by ensuring ALL excess water is removed prior to packaging.
LINENS: A bag is provided to package your soiled linens. Please take care to remove excess food and debris from the cloths and napkins prior to bagging and returning to us. Linens should be dry and free of moisture. Please be aware that melted wax will damage linens. We will charge for missing and/or damaged linens.
Do you rent tents?
Yes, we have the largest selection of tents in Northern Colorado and maintain them with the only automatic tent washing machine in the state! We take great care of our tents and add to our inventory every year.
Our tents range from canopies that clients can choose to set up on their own to large tents used for festivals 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 experts will have installed your tent.
Water barrel installation can only be offered in very specific circumstances and at our sole discretion. We require the client to sign a waiver accepting all liability for the tent and any losses or damage to property or persons.
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. Own the Moment….Rent the WOW!!!!
Do you offer on-site consultation?
Yes, our trained event specialists can visit your site and do an on-site consultation to help create your most memorable event. For events using tents we ask for an on-site consultation to ensure that our installation crew encounter no surprises, during your tent set up. We will create layouts using our latest 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.
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.”
Do you rent linen tablecloths and napkins?
Yes! We offer an extensive selection of beautiful solid colors and specialty fabrics in an assortment of sizes. We have the largest selection in our stores in Northern Colorado ready to go. Given time, there is nothing that we cannot get for you.
We also carry quantities of chair covers and sashes (and the chairs to go with them should your event location not have those!).
We launder and maintain all of our own linen products to ensure quality and availability.
Our website gives an indication of styles, materials and sizes.
What size linens should I use to cover the 8' banquet tables at my party?
What sort of look you do you wish to achieve with your linen choices? Do you want the linen to cover the table completely or simply drop half way. Will you be using a colorful overlay on the table or one single linen? View our linen and table compatibility chart to calculate which size of linen will provide the best look for your event.
How many styles of china do you have?
Many styles, from traditional, contemporary, event specific and more. We have styles and quantities to support any size event from backyard parties to large weddings and corporate events.
How many styles of flatware do you have?
We carry several styles in stainless steel, sterling silver, and brushed copper in quantities to match our china.
Can we rent different types of glassware?
We have a large variety of different types of glassware available, anything from water glasses to champagne flutes in an assortment of styles to fit your event. We recently added a popular upscale white and red wine glass and matching water goblet and just in, a stemless wine glass.
I need centerpieces for my event, can you help?
RC Special Events has an extensive range of centerpieces that can accomodate candles, flowers and more.
What items can I rent for my wedding rehearsal dinner, ceremony and reception?
Everything from the dance floor to the tent top and everything in between! This includes gazebos, arches, linens, aisle runners, china, flatware, glassware, centerpieces, chairs, chair covers, elegant tent liners, lighting, sound systems, power and much more!
We can take on the planning for your event working with you or your wedding planner.
Do you deliver to my area?
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.
Do you have a credit application I can download?
Yes, please download our Credit Application (.doc).