Listed below are the most frequently asked questions about our rentals and our rental policies. We encourage all clients to review these guidelines so that we may provide the best service possible.
FAQ and Rental Policies
- Q: What forms of payment do you accept?
- A: We accept cash, checks, credit cards and money orders. All credit card charges are subject to a 3% surcharge.
- Q: How soon before my event should I place my reservation?
- A: We recommend you make your reservation at least three months prior to your event date for a large affair. To make a reservation, we ask for a deposit of 30% of the total rental for the order. The balance is due 24 hours prior to delivery or day of pickup. We reserve the right to hold 50% of your payment if you cancel within one week of your scheduled event.
Q: Do you have any tents I can setup myself?
A: Yes, we offer a 20 x 20 canopy tent can easily be set up on a lawn or grassy area.
Q: Is there a refund for unused equipment?
A: No. We charge for time out, not time used.
Q: How large of a dance floor should I order?
A: Keep in mind 40% of your guests dance at one time. For example a 15x16 dance floor will serve approximately 50 guests and a 16x18 will serve approximately 75. When reserving verify from your venue access on delivery and pickup may be extra depending on times. Don't forget to ask about our black and white dance floor.
Q: What is a damage waiver?
A: Port City Rentals offers an optional damage waiver to protect you against accidental breakage or damage to our equipment. It works similar to car insurance in that you do not get the damage waiver back if the items are not damaged. It is added to the rental charges, but it is not taxed. Please save and return all broken or damaged items so the waiver can be applied. A damage waiver does not cover missing items; we charge full replacement costs for equipment you do not return.
Q: Must we wash the dishes and glasses before returning them?
A: No. But please scrape off as much food as possible before placing them back in the crates.
Q: Is the champagne/punch fountain refrigerated?
A: No, liquid must be refrigerated prior to placing in the fountain. Or place ice in the cup prior to filling your cup. Please, no pulp.
Q: How long will a sterno burn in your chafers?
A: Usually two to three hours, which should be long enough for most events. However, we can provide extra sternos on request.
Q: How can we transport hot prepared food from the catering kitchen to the event location?
A: Most caterers use our four- or six-pan insulated cambros, which transports food pans and maintains the warm temperature for several hours.
Q: How late can we adjust reservation quantities?
A: Quantities can be adjusted up to 48 hours prior to pickup or delivery depending on availability.
Q: Are deposits refundable?
A: Upon reservation a 30% non-refundable deposit is required. If your event is canceled or rescheduled, your deposit is good for 1 year towards in store credit or toward another rental. We reserve the right to hold 50% of your payment if you cancel within one week of your scheduled event.
Q: Is there a minimum order for delivery?
A: No. Delivery costs vary upon size of the rental and where the order is going. Specific times for delivery and pickup, stairs, elevators, and setup and knockdown will incur extra charges. Please contact us for a quote and we'll gladly build you a custom order, including delivery charges.
Q: Why is there a damage waiver?
A: Damage waiver is an available option to protect the customer against accidental breakage or damage to equipment. The rate for this waiver is 10% of your total order, and is not taxed. The customer must save and return all broken/damaged items for the waiver to take effect. A full replacement cost will be charged for any missing items. Damage waiver does not cover mildew to linens.
Q: We are a non-profit organization, school, military, etc. establishment. Why are we being charged tax?
A: Rental tax differs from sales tax in that an exemption can only be made upon a notification sent to our office regarding LEASE exemption.
Q: What are the dimensions of your 6 foot and 8 foot rectangle tables?
A: 6ft - 30" Tall, 30" Wide and 72" Long. As well as 8ft -30" Tall, 30" Wide and 96" Long.
Q: What if I have an after-hours problem with my items?
A: In the event that you have a non-emergency after-hours issue or question about your rental items, please call our general phone line at (251) 471-5484. You will then be directed to an on-call technician to assist you with any information. If the situation is an emergency that requires police or fire assistance, please call 911.
Q: Do you have a minimum order requirement for any of your items?
A: No. Our large inventory enables us to accommodate all requests ranging from a single item order to large corporate orders.
Q: I don't see my question listed.
A: Please call us at (251) 471-5484 and we'll gladly answer any questions you may have.