FAQs

We have a broad range of rental equipment from tents, tables, chairs, china, linens and glassware.  In addition, we also carry a variety of lounge furniture, catering equipment, dance floors, bars, draping, staging and products used for trade shows.  Our focus is on the special event industry and any private party or event.

You need to reserve as soon as you know you need it.  Availability is key, especially in our peak months.  There is not a set time in advance you must book items, but we recommend four to six months out from your event to guarantee the best availability. If your event requires professional setup, like tenting, dance floors, stages, etc., you need to reserve the products even sooner to secure labor.

You can use the online system to “Request a Quote” or you can visit one of our many showrooms and have one of our team members prepare the quote.  All quotes are good for 7 days.  If you do not book within that time, the quote will need to be re-evaluated to confirm the rates and availability are accurate.

To take your quote to a reservation, you will need to sign the contract and make a 50% prepayment of the contract cost. This 50% prepayment is NON-refundable. This secures the products you will need and still allows you to finalize your order 7 days before delivery with firm counts and final payment.

Absolutely. The items you rent are prepped for your use. All foodservice and linen items are washed every time they go out on an order.  We ask that before you return, you shake all the linens free of debris or food and that the plates and glassware are rinsed or wiped off before return.  We will then clean and sterilize them for the next customer.

Find our linen sizing sheet on the “resources” tab.  It will explain the basics on what size cloth fits with each table.  If you are still having trouble, our knowledgeable sales staff can help you to figure out what size you need. They can be reached via email or phone.  Please “Contact Us” to learn more and book your linen rentals.

Depending on the circumstance, a replacement cost will be given to you upon return of the equipment.  It is your responsibility to pay the replacement charge on these missing items.  If you are able to return the items you would not be charged the replacement costs. 

Yes, please visit one of our many showrooms to see first-hand the products we rent.  Each location has a design center equipped with chairs, linens, china, glassware, napkins and flatware to put your look together in person.  Once you have made your selections you can move forward to reserve your items by paying the 50% non refundable deposit to secure your rentals. 

Our showrooms are open Monday – Friday from 9am – 4pm.  Saturdays and Sundays we are closed. While an appointment to visit our showroom is not required, if you have been working with someone to get your quote started, it would be in your best interest to schedule time with that person so they can be available for you.

Many of our rental items can be picked up from our warehouses. Some items, due to size or use, require delivery. The salesperson helping you will confirm if your order requires delivery or not. There are some items that always require delivery, like Tents, Dance Floors, Staging, and Specialty Bars. Depending on the location, the delivery prices vary. If your order is eligible for Will-Call Pickup, Party Reflections does not accept liability for products loaded or unload by our staff or yourself. While we are happy to assist, it is ultimately the renter’s responsibility to load and unload their vehicle.

The fee quoted will cover delivery and/or pick up depending on your request. The fee covers a standard delivery of items to one central location the truck can drive to. If equipment has to go upstairs or in a remote location we cannot drive to, please communicate that to our event professional at the time of making a reservation. We are happy to quote that appropriate cost for special circumstances and ensure our drivers have enough time allotted to complete it.

Most of our delivery vehicles are a 26′ box truck.  While we have a few smaller vans and pickups, you should expect the delivery to be made in a full-size box truck.  If you have delivery constraints that we should be aware of, please communicate that to our event consultants upon making your reservation.

If you need us to set up chairs and tables, you can have that service added to your contract for a small fee. Our delivery routes are scheduled with time allowances that, if requested and paid for, we are happy to accommodate. Some of our products require our installation and that is included in labor fees. The linens and tableware are left onsite, packaged in linen bags and crates.

Yes, speak to your sales rep to get the most accurate cost for delivery depending on what your time constraints are.  The least expensive delivery option will always be an 8am-5pm window on both the delivery day and the pickup day.  We are happy to accommodate late evening pickups and timed deliveries, but there will be a premium fee associated with that.

Because our insurance prevents handling equipment other than ours, we are only able to deliver our equipment. It is in your best interest to have the event site ready for the equipment to be delivered so there is no delay for the installation.

Yes. The Delivery driver will require a signature on delivery acknowledging all the items on the contract were received. For Pick up, please count all items and put them back in one central location for our drivers to count and load. Locate any missing items prior to pick up in order to avoid missing item fees.

We are open Monday – Friday with location specific hours for picking up your order. Confirm with your local store to confirm operating hours. Saturdays and Sundays we are are closed.

This will best be determined by what type of ground it will be installed on as well as guest count and style preference.  We offer Pole Tents, Frame Tents, Structures, and Sailcloth Tents. Our sales staff can help you to determine what will work best for your needs.

The size tent you will need to cover your event is varied.  It is best to reach out to our sales staff to review your specific needs.  Here are some questions to consider: Is it for a wedding? Is it for the reception? Will there be dancing? Do you need food stations? Are there seated dining tables? What is your guest count? Having answers to these questions prepared will help our sales team determine what size tent is right for you.

It depends on the tent you select! Pole tents will have center poles, while all other tents will only have poles around the perimeter.  All tents have functional advantages and budget benefits.  Contact us to assess what tent will best fit your budget and need. 

Tents can have a white or a clear top.  Each has a specific application.  Clear tops are more expensive but offer a beautiful al fresco event experience.  White tops are sun blocking to provide maximum shade.

We offer a full array of lighting options for our tent installations.  It could be as simple as utility lighting to more atmospheric cafe lights or chandeliers. See our galleries to get ideas for what would work for your event.

Draping is an accessory that can add design and décor to the tent.  It is an additional fee to add but it will create a unique look. Once the size of tent is determined, a quote can be given for the custom install needed to add draping or fabric.  There are different types of fabric available and in a range of colors options. 

The time to install is determined by the size.  The larger the tent the longer the installation.  Most tents can be installed in a day, but larger tents that include lighting and décor will take multiple days.  Once you have determined the size of tent and rentals need, the 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 before the event and pick up the day after.  On a weekend event, that would mean a 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 sides 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 fans and air conditioning as well.

The weather.  You need to hope for the perfect weather day and design your event around that.  Then you need to have a rain plan that allows our team to pivot into a pre-determined option for the site that ensures everyone is covered.  By having this mapped out prior to 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.