Frequently Asked Questions

FAQs About Party Rental

Have questions about event rentals? Take a look through our FAQ’s, or contact us today for a free consultation!

How does the pricing work?
The rental rates quoted are for 48 hours. Weekend events are considered one rental period. To rent for a longer period, we will provide a custom weekly or monthly rate. All charges are for time out, whether used or not.

Can we get a quote?
Yes. We are pleased to provide a free quote upon request either by email or on phone.

Is there a minimum order size?
Yes, C$15.00.

When do we pay for our order?
Payment is due before the items are released to the customer. We require a credit card to process an order.

What form of payments are accepted?
We accept Debit card, Visa, MasterCard, Amex, Discover, wire transfer, and cash. Cheques are only accepted from corporate customers.

How early can we make our reservation?
The earlier the better. Our items are reserved for rental on a first-come, first-serve basis so we recommend booking your items as soon as possible. For large events, we suggest that you book as soon as you have determined your guest list or at least 2-5 months in advance. For smaller events, usually 2-4 weeks before the date of your event. Please note that December and summer months are peak periods and advanced booking is recommended. Early planning ensures product availability.

Is there an advance payment?
Yes. We require a non-refundable 25% down payment to confirm a reservation. Items are not to be considered reserved until the down payment is received. This enables us to make sure that items required are reserved and available to you on the date requested.

Are there any charges for cancellation?
Yes. In addition to the non-refundable down payment as mentioned above, 50% of the invoice must be paid for cancellations made between 3 days to 1 day before the scheduled delivery date, and 100% of the invoice must be paid for a cancellation less than 24 hours before the scheduled delivery date/time.

Can I add or change items on my order?
We ask that you finalize your order at least 3 business days before your scheduled delivery or customer pickup date. This time frame allows your order to be properly built, packed, and checked to ensure that your order is complete and ready for your event on time. Even with our large selection of rental items, last minute changes to an order cannot be guaranteed due to earlier reservations from our other clients. Please try to reserve your items well in advance to guarantee their availability.

Can we look at your inventory before renting?
Yes. You can do so at our warehouse facility located right by 401 in Mississauga.

When do we pick up and return our order?
You can pick up the items the business day before the event and must return them the following business day to avoid late charges.

Do you deliver at our door and is there a delivery charge?
Yes, we do deliver. The delivery charges vary according to the distance and will be quoted while making the reservation.

When do you deliver and pick up?
We typically deliver one business day before your event and pick up on the next business day following your event.
The delivery and pick-up dates are indicated on your order confirmation.

Do I need to be present to receive a delivery?
It is not required you to be present on delivery, but to ensure you receive everything you have rented it is beneficial if someone is there on delivery to check the items received and notify our office of any discrepancies.

Do we need to pay extra for delivery or pick up at a specified time or outside of normal business hours?
Yes. Our standard delivery charge is subsidized and does not fully cover our actual costs for the delivery, including the cost to run the truck as well as the wages of the driver and the crew in a truck. Delivering at a specific time or outside of routine business hours prevents us from organizing tasks into efficient workflows and routes.

Do you set up and tear down?
No, not usually, except for tents. However, with sufficient notice, we can handle such requests at an additional charge.

Who is responsible for equipment’s return in good order?
You. The customer is in charge for the rented equipment from the moment of receipt till delivery and is responsible for all breakage and loss of rented equipment and containers. All items should be secured and protected from the elements, theft or damage. Shortage must be reported prior to the event or the invoice quantities will be considered received.

How much do you charge for the loss of rental equipment?
We charge in full for any missing or damaged items at retail replacement value.

How do we prepare the event rentals for pick up?
Tables and chairs should be taken down and stacked for pick up from a single location. All crockery and cutlery should be rinsed clean and repacked in their containers. Linens should be debris-free and dry on return. Any moldy linens can result in further charges, whereas any linens damaged by wax or burns will be charged to the customer for their replacement cost.
We do not dismantle and clean up your party. Our labour rate is $50.00 per man-hour if we have to take down and fold tables and chairs and hunt for our equipment. If our driver cannot locate the items or get access to where they are, the delivery or pickup fee will apply and be charged a second time for the return trip. Please remove everything, which has not been rented from Meadowvale Party Rentals, from under the tent after your party. We must charge an additional pick-up fee if we have to come back later.

Do we need to wash linens, tableware, or flatware?
No. But please shake out the linens to make sure they are particles-free and rinse or clean dishware, glassware, and flatware to ensure they are free of any vestiges of food. If the linens are wet, please let them air-dry before putting them in the bags.

Is the item list on your website or brochures exhaustive?
No. We continually add new items to our inventory. If the item you need is not listed, it is still worthwhile to call us and check.

Can we rent a tent from you and set it up ourselves?
No. Only our 10’x10’ and 10’x20’ popup tents can be installed by our customers. The rest of our tents need to be installed by our professionally trained crew.

FAQs About Tent Rental

What size of tent do I need?
First, determine how many people you want to accommodate at any one time for your event. Then refer to our “Tent Capacity Chart” for easy guidelines. Remember to consider adding additional space for buffet tables, bars, dance floors or whatever your situation may call for. After you’ve added all those numbers up you’ll have the total size you need. Then see which tent has close to (or slightly larger) the same square footage and that’s the one you want. For smooth installation, we highly recommend leaving 2 feet of additional space on all sides of the tent. For example, if you require a 20’x30’ tent, we suggest that the area be at least 24’x34’.

What other information is important when booking a tent?
We would need the following information to be able to quote you accurately:
• Are there any obstructions on the ground?
• Are there any overhead obstructions?
• Is there a sprinkler system?
• What is the surface of where the tent is going to be set up (grass, asphalt, gravel, deck etc.)?
• Do you need walls for the tent?
• Do you need globe lights for the tent?

How do you anchor tents?
We use steel stakes which are driven into the ground. When you book a tent, if your setup surface is anything other than grass, it is important that you let us know as we may require weights or water barrels to secure the tent. Setting up tents on surface other than grass (especially on decks) may entail extra charges.

How early should I reserve a tent?
The earlier the better. We recommend booking tents at least 1 month prior to your event if not sooner.

Can we arrange a prior site visit?
Yes. There is a $40 per site inspection fee, which is waived if you proceed with renting a tent from us. The site visit allows us to not only determine what size tent you may need but also make any other suggestion about the spacing and placement requirements for tables, chairs, bars, barbecues, buffets, dance floor, games, etc.

When do you install and remove a tent for my party?
We usually install the tent on 1 to 3 days before the event and sometimes even earlier depending on the situation, weather factors and the extent and locations of projects we have for that week. Pickup is most often scheduled for 1 to 3 days after the event. For most events, there is no cut and dried time for installation and takedown because of many different factors but we always strive to be flexible and accommodate the needs of our customers within our capacity to fulfil them.

Can you set up the tent without my being there?
Setting up a tent rental on an unattended property is fine, as long as we have access (i.e., gates are open, no obstacles to delivery vehicles, etc.) and the location of the tent has already been clarified, or there are markings on the ground for the installation team to follow.

Is there any time of year that party tent rentals are not possible?
We do not usually set up tents in winter or particularly harsh weather.

Do I need a floor in my tent?
In most cases you do not, except for dancing. Sometimes you might want a floor other than for dancing and yes we can provide both these floors for an additional cost.

What size of tent can I install myself?
We have 10’x10′ and 10’x20′ white pop-up tents available for do-it-yourself set ups. These tents require very little manpower to setup or take down.

Who is responsible for the security of tents from vandalism or other damage?
Fortunately, we have had very few incidents over the years however you are responsible for any damages caused by vandalism or unruly guests to any of the rental equipment, including tents. Often our customers arrange for overnight security service to assure nothing untoward happens.

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