Rental Policies
Reservations
- All reservations require a 50% non-refundable retainer, signed rental agreement, and a non-refundable Protection Fee equal to ten percent (10%) of your rental order.
- All rentals must be finalized at least 30 days prior to the event date with payment in full.
- Anything rented less than 30 days prior to the event requires full payment.
- In the event the reservation is cancelled prior to 30 days of the event you will forfeit the non-refundable 50% retainer. If the cancellation is within 30 days of the event you are responsible for 100% of the rental agreement.
- A proposal does not guarantee the availability of any items on your proposal until payment is received and contract is signed.
- Payments shall be accepted by cash, check, Visa, MasterCard, Discover, or American Express.
Rental Period
- Our rates are assessed “per event”, which we consider to be a maximum on 72 hours. This allows for delivery and set up the day before the event, a full day for the event, and a day for take down and pick up. We do offer same day drop off and pick up if needed. Additional charges may apply.
- Any rental requests for an extended period of time (longer than 3 days) may be eligible for an extended rental discount.
Changes & Cancellations
- Items may be swapped for other items of equal or greater value, if available. An additional deposit may be required.
- If any changes occur, the invoice is revised and requires client signature for approval.
- Any cancelled item(s) will result in a loss of deposit paid on those specific item(s). Deposit will NOT be applied towards the final balance due.
- If reservation is cancelled within 30 days of the agreed upon event date no refund of deposit or final payment shall be given.
- Items may be added up until a week prior to your event date. An additional deposit/payment may be required.
Protection Fee
- All orders are subject to the Protection Fee which is equal to 10% of the rental fee. This small fee covers minor damage that may occur during your event like a chipped glass, a small spill on an upholstered surface, etc. This is not coverage for damage due to neglect or misuse (example: Rental Items left out in the rain uncovered and unprotected) nor does it waive liability for loss caused by abuse, vandalism, theft, unexplained disappearance, or shortages. All broken or damaged items must be saved and returned to V&O for the waiver to apply.
- The Client assumes all responsibility for any damages that occur to rental items at their event above and beyond what is covered by the Protection Fee and agrees to pay the replacement cost which can be up to 5 times the rental rate in order to replace the damaged item.
- Velvet & Oak Event Rentals will send an invoice for any damage, cleaning, or repair fees within three business days of the event.
- Client has option to submit the balance of the invoice via the accepted method of choice. The credit card on file will be billed if no alternate method of payment is chosen.
- Damaged or missing items must be reported to Velvet & Oak Event Rentals prior to the event or the items are considered received and in good condition.
Outdoor Rentals
- V&O rentals may be used outdoors in uncovered, open spaces as long as there is no chance of inclement weather.
- Rentals may NOT be left outdoors overnight no matter what the forecast calls for.
- We do require all clients to have a backup rain plan in place to ensure a smooth event and to protect our vintage and one of a kind rentals.
- Backup rain plans may include: a tent with walls (and/or flooring depending on the items rented) or an indoor space.
- Rental items will NOT be delivered to an outdoor location to be left in the rain.
Delivery
We are located in Fresno, CA and will deliver all over California. We offer 3 tiers of delivery to fit your needs. Basic delivery will be included in your proposal and increases based on distance, load, crew size, and any venue restrictions.
Delivery fees include:
Set up;
Delivery fees include:
- The time and labor involved in packing the delivery vehicle prior to your event;
- Driving to your venue;
- Delivering all rental items on your order;
- Setting up all large furnishings and tables (attaching legs); installing backdrops;
- Driving back to the V&O warehouse;
- Returning to your venue to pick up rental items at the end of your event;
- Driving back to the V&O warehouse;
- Time and labor to unload the delivery vehicle and place items back into our warehouse.
Set up;
- Styling of small rental items such as tabletop décor;
- Dismantling of your event.
- Styling service and/or any on site setup/teardown must be reserved separately or in the appropriate tier.
- Delivery fees assume the rental items are being placed in one level area within 50 feet from the delivery vehicle. Failure to notify us of delivery conditions may result in additional delivery fees including:
- Delivery or pick-up of orders that are further than 50 feet from the delivery vehicle;
- Delivery involves carrying items up or down stairs;
- Delivery or pickups made outside our regular business hours of 8:00am to 7:00pm.
- We require a 2-hour window of time to deliver items and a 1-hour window of time to arrive for pickups.
- No guests seated in chairs, sofas, or benches;
- Any deliveries and/or pickups requiring a smaller window of time including an exact arrival time are subject to an additional fee.
- Tables fully wiped down and clear of all flowers, décor, linens, glassware, china, and flatware.
- Smaller rental items MUST be packed in their original packing and gathered in one location.
- If an event space is not ready for delivery or your event runs over time and rental items are not ready for pickup at the agreed upon time, your credit card will be charged $75 for each 15 minutes of waiting time.
- Your venue is unattended and no one is available to sign for delivery;
- If a delivery and/or pickup attempt is made within the allotted time but we are unable to access your venue or an onsite contact, additional delivery fees equal to 50% of your delivery fee will be assessed in cases where we need to return for a 2nd delivery/pickup. This includes:
- Venue doors are locked/not accessible;
- Rental items are not found/not in one central location.
- Additionally, rental items will NOT be delivered to an outdoor location to be left in the rain. A backup rain plan such as a tent or other covered/indoor area must be established in advance. Velvet and Oak reserves the right to cancel the delivery without prior notice should an adequate location not be available.
Styled Shoot Collaborations
We LOVE getting creative with other local vendors and think it’s a great way for us all to showcase new concepts and provide inspiration for our clients! However, we have implemented some new policies on styled shoots and are selective about how many we participate in each year. If you have an amazing idea in mind, reach out via our contact form with the specifics of your styled shoot, including the date, vibe of the shoot, and any items you may be interested in and let's chat!
Fell in love with our rentals?
Sign our rental contract, pay the 50% non-refundable retainer and get ready to par-tay!
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Once your wishlist is submitted you'll receive a custom quote including any delivery fees or damage protection fees that may apply.
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Wishlist
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begin at $900
Donut chocolate cake chocolate soufflé danish pudding. Gingerbread lollipop jelly-o sesame snaps bear claw sesame snaps.
Package 6
begin at $700
Donut chocolate cake chocolate soufflé danish pudding. Gingerbread lollipop jelly-o sesame snaps bear claw sesame snaps.
Package 5
begin at $300
Donut chocolate cake chocolate soufflé danish pudding. Gingerbread lollipop jelly-o sesame snaps bear claw sesame snaps.
Package 4
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