How far in advance should I place my order?

We recommend placing your order as soon as possible. There are high volume periods when we sell out of certain items, making it difficult to add on or increase quantities. All orders, changes, and services are subject to availability.

How do I secure my order?

A completed and signed rental contract, signed and initialed rental policy, and a signed credit card authorization is REQUIRED. In addition, a non-refundable 50% percent deposit is REQUIRED to reserve rental items and services for your date. The deposit is non-refundable. However, we will be happy to keep your deposit on file for one year (365 days) and, subject to availability, apply it toward a future event within that period. Debit or credit cards, cashier's checks, and cash can secure and reserve your order. You may pay by personal or business check. However, your order will not be reserved until the check clears our bank. Checks that do not clear will incur a $35 Returned Item Charge and will not be re-deposited. An alternative form of payment will be required. After the deposit is paid, you may make payments as often as needed until the total balance is due, along with final counts 14 days BEFORE the event. Please see our rental contract for more details. Orders cannot be reserved until payment clears, AND ALL required documents are reviewed, initialed, and SIGNED. There are no exceptions to this policy.

Will you set up my items?

Set-up and tear-down of certain items are already included in the rental price: stage, dance floor, and tents. In addition, we can provide our exclusive White Glove Service for your other rental items for an additional fee. Just like our rental items, this service is subject to availability. Therefore, we recommend reserving this service at the time of rental but no later than 21 days before the event

Is there a minimum rental order?

We do not have an equipment rental minimum for orders approved for pick up by Southern Elegance Events. So if you need that one tablecloth or a few extra seats at the dinner table, you may place an order and make an appointment for pickup.

What happens if something gets broken or an item is missing from my event?

This question is probably the most frequently asked and the most misunderstood. A damage waiver is required and is a fixed percentage of your equipment total added to every rental order. The damage waiver covers accidental damage or breakage such as broken ceramic, glassware, or china. Items not covered under the damage waiver may include equipment that does not break, such as flatware, napkins, waiter trays, linens, stands, and silver trays. These items are often misplaced at the event. We allow up to seven days after the event for the return of such items. Rentals with multiple parts, such as drink dispensers or coffee urns, must be returned with all parts intact. Any missing piece will require the replacement of the item unless found undamaged and returned within seven days after the event. 

You are responsible for your rentals AND any special containers, coverings, accessories, or parts from the time the items are received until all items are returned and reconciled with your rental order. Items that are accidentally broken or damaged may be covered by the required damage waiver. However, any missing items, damaged or broken by mishandling, carelessness, or malicious intent, are not covered by the damage waiver and will require the current total replacement cost, including shipping, taxes, and fees.

Will your sales stylist assist me in planning my event?

Our knowledgeable and helpful event Professionals will be happy to make suggestions regarding quantities for tabletop or bar and assist you in selecting the best look for your event for your budget. We are delighted to suggest linen choices and tabletops accommodating anyone's savvy style. We are happy to work directly with your caterer or designer to ensure all your equipment needs are covered. We work with the top professionals in event design and catering and can make recommendations to ensure your event is flawless.

What other services do you offer?

In addition to our White Glove Service, we offer our Exclusive Concierge Service and On-Call Services. We can also provide professional Event Planning and Event Coordination for an additional fee. Our Event Professionals will discuss these services at your quote and rental reservation time.

What is included in the rental price?

The quote will include the rental, damage waiver, delivery, and tax. The quote may also include extra charges for services you select or are requested by your caterer, venue, or after-hours pickup.

Should I make an appointment to see rental items?

We strongly encourage clients to make an appointment to service them better and provide a visual of the look you can expect. If you are out of town, one of our Event Professionals can put examples together and send images to you. Contact us to book an appointment.

Can I combine your rentals with my own or another rental company?

We encourage incorporating our rentals to freshen up your collections. However, due to some pieces having limited availability for repurchase or are antiques, we do not allow them to be mixed with other rental companies to ensure they are not broken or misplaced. We will work with you to accommodate your entire rental order. We are always happy to price match items of equal quality to other verifiable, licensed, and insured rental companies.

Can I use your products for a photoshoot?

Southern Elegance Event is happy to have our items photographed. We will be happy to coordinate with you and your professional photographer. A copyright release will be required from the photographer and a publication release from you. We reserve the right to use photos for our in-house or marketing purposes. Photo credit will be given to the photographer, and you will receive photo credit for your event!  

Can I cancel or change my order?

The deposit confirms the inventory for the date of your event and prevents it from being sold for other events. The deposit is non-refundable and applies to the balance of your invoice. In addition, changes or cancellations must occur no later than 14 days before the event. Final counts for rental items are due no later than 14 days before the event. If you add our exclusive on-call services to your rental, we make limited accommodations for rental add-ons, subject to availability. Ask our Event Professionals for additional details about this service. Cancellations within 14 days of the event will incur the entire balance due. Please see our rental contract and speak with our Event Professional for questions and additional details.

How will my rentals arrive, and how should I pack them, so they are ready for pickup?

Your china, flatware, and glassware will arrive clean in racks covered in plastic. It is best to open the plastic at the top and keep it around the crate to collect waste and identify the correct rack to return and restock the item. We take extra steps to label our tabletop to correspond with your event, so please let us know which item you are using for each course or glassware for the table or bar so that we can properly label it for your caterer. They will love you for it! Select chair styles may arrive with protective covers to prevent scratches. Cushions that may accompany select chairs will be in individual bags. After the event, each cushion should be returned to the bag and chairs ready for pick up the same way we delivered them. Finally, let's not forget the service pieces; many items such as chafers come in special crates, so please allow space for storage and security during the event. You are also responsible for these items.

Additional fees will be charged if items are not ready for pick up and require extra handling. Please follow the guidelines below and those included in the rental contract package to avoid additional fees.

All items should have food or beverage removed before re-crating.

DO NOT wash or rinse any items unless specifically directed based on the rental contract package.

Silver or gold plated items, including silver plate flatware, pewter, alumiware, or metal cake stands, must be rinsed with water to remove all food residue immediately after the event. DO NOT WASH. Rinse only with water. Southern Elegance Events will charge an additional cleaning fee totaling up to 100% of the rental fee for these items.

Place items into the appropriate crates and containers. Cover with the plastic bags that were in place upon arrival.

How do linens need to be handled, and in what condition should linens be returned?

Once finished using the linens, please loosely place them in the boxes we delivered them in after shaking them free of excess food. DO NOT place linen into plastic bags because this may lead to mildew. If you can’t find the boxes provided, just return them in a cardboard box. Be sure to count the linens to ensure you are returning the amount rented. Incidentally, candle wax can ruin the linens. It is best to put spill protection between the candles and linens. Staples, heavy-duty tape, candle wax, and some stains may permanently damage linens. Renter returning damaged linens will be charged rental plus full replacement cost. Lost linens will also be charged rental plus full replacement cost.

I need a tent, what steps should I take?

Tent pricing is based on installation over a flat, grassy surface that is accessible to our trucks during our normal installation schedule. Some installations may require additional fees based on a variety of site-specific factors. All tent quotes and proposals require an on-site evaluation by a rental professional. At that time, we will evaluate the area for the correct sized tent and appropriate installation style. The evaluation is the only way to guarantee that you receive the correct sized tent and that the installation will run smoothly for your event. In addition, our professionals will work with you to schedule the site inspection. In addition, some areas may not be eligible for tent rental due to distance, location of the event, or an unsatisfactory site inspection. If you need a tent for your event, we recommend contacting us as soon as possible to inquire if tents are available for your area and for your date.

Tent Installation

Installation of a tent must be done correctly to protect the location, your guests, the tent, and ultimately the success of your event. Therefore, it is our strict policy that all installations and take-downs are done by our experienced crews.

Weather

Tents have been evaluated for proper strength and installed following local ordinances. Tents, however, are temporary structures designed to provide limited protection from weather conditions, primarily sun, and rain. There may be situations, particularly those involving strong winds and lightning, where the tents will not provide protection and may even be damaged or blown over. Evacuation of tents to avoid possible injury is highly recommended when severe weather threatens the tents' area. People must leave the tents and not seek shelter in tents during such conditions. It is best to evacuate when in doubt. It is your responsibility to be aware of changing weather conditions. You must be aware that if a predicted or actual storm or excessive winds occur, Southern Elegance Events reserves the right to dismantle any tents or equipment at any point to help ensure the safety of all involved.

Rain Plan Tents

News of approaching inclement weather makes our phones ring off the hook with people hoping to rent a tent to save their event from the impending rain. You can avoid competing with others for this last-minute need by contacting us a few months before your event. With a signed agreement and a 50% non-refundable retainer, we can put aside a tent for you just in case it rains. Even if you end up not needing the rain plan tent(s), you have avoided the very real possibility that none would be available to you when needed.

Preparation for Tent Installation and Takedown

The first step our crews take in installing a tent is to spread out parts on the ground in the area where it will be erected. It is important that you have cleared the area of furniture and other obstructions (such as pool step railings, etc.), plus an additional five feet all around before we arrive onsite. After your event, the tent must be totally empty before we can take it down. If you need our crew to clear the site before setup or takedown, we can usually handle that for you for an additional fee. If those arrangements, however, are not made before the event, and we ultimately have to clear the area before or after an event, additional labor fees will be assessed for the additional time and delay. If those arrangements, however, are not made before the event, and we ultimately have to clear and/or clean an area (for example, remove the family pet’s waste) before or after an event, additional labor fees will be assessed for the additional time and delay.

You Must Know What is Underground

It is your responsibility to advise us where the utility lines and other underground items are located, such as sprinkler lines and wells, sewage lines, fill lines, etc. You must always call “Dig Safe” at 811 before you allow staking on the property. One easy phone call starts the free process of marking most of your underground utility lines. When you call this number from anywhere in the United States, your call will be routed to your local One Call Center. Operators will ask you for the location of your event and route your call to affected utility companies. Your utility companies will then send a professional locator to your location to mark the known underground utilities. You must call 10 days in advance and advise them we are penetrating the ground 39-49 inches deep.

Will your sales stylist assist me in planning my event?

Our knowledgeable and helpful event Professionals will be happy to make suggestions regarding quantities for tabletop or bar and assist you in selecting the best look for your event for your budget. We are delighted to suggest linen choices and tabletops accommodating anyone's savvy style. We are happy to work directly with your caterer or designer to ensure all your equipment needs are covered. We work with the top professionals in event design and catering and can make recommendations to ensure your event is flawless. If you would like Southern Elegance Events to assist you in planning or coordinating your event, we are happy to provide those services for an additional fee.