When should I place a reservation?
The earlier the better! We always encourage you to place a reservation as early as possible to ensure availability for your event. Our busiest months are between June – October. We rent on a first come, first served basis. A 50% reservation fee is required to secure your rental order.
How do I confirm my reservation?
All orders are confirmed on a first come, first serve basis. Orders are confirmed when you pay the 50% deposit, complete the waiver and we confirm product availability.
Is a deposit required?
Yes a 50% deposit is required
How does the pricing work? How long do I get the items for?
Our rental rates are typically based on a 3 day or 72 hour period – from the day before your event to the day after. Extended rental rates are available; feel free to call us for pricing. Delivery, set up, and strike are additional charges. We base delivery charges on time parameters, location, and distance from our warehouse. Set up and strike down is based on the scope of work. We can give you an estimate on both of these.
Delivery is required for all tents, dance floors, staging and some of our chairs and furniture pieces.
It is the client’s responsibility to inspect all rental items upon receiving them. Any missing or damaged items need to be reported immediately, before the event, to avoid any replacement fees. Notifying us at the time of return may result in replacement charges being charged to your order.
Rental costs do not reflect breakages or damage costs. Replacement charges will be added and applied on the final invoice. No refunds are given for unused items.
Payments: When do I pay?
A 50% reservation fee & signed contract is required to confirm all orders. An order is not considered confirmed or sold until the reservation fee and a signed contract is received. The reservation fee becomes non-refundable within 3 weeks (21 days) of the scheduled pickup or delivery date.
Full payment is required on delivery orders 72 hours prior to delivery, unless other arrangements are made prior in writing. Full payment on will call orders is due at the time of pickup before any equipment leaves the warehouse. A valid credit card on file is required before any equipment leaves the warehouse.
A non-refundable 50% reservation fee on all tent and dance floors is required at the time of confirmation. An additional 25% cancellation fee will be applied to all tent and dance floors cancelled less than 3 days prior to the delivery date.
What form of payments do you accept?
We accept cash, email transfer, Visa and Mastercard and Amex. If you pay by cash we still require a credit card to be kept on file.
Can I change my order?
Yes of course. Major changes and deletions must be done at least 30 days in advance and may be to subject to charges and availability. Minor changes and deletions must be made at the earliest possible convenience, no later than 7 days prior to delivery or pickup. Additions to orders are subject to product availability and need to be made well in advance. Spark Event Rentals Ltd. reserves the right to charge the full rental price of items reduced/deleted from orders within 7 days of the scheduled date.
Delivery and Pickup Service: What does the delivery process look like?
Delivery is available on all orders above minimum rental purchase of $100, regardless of size. Typically the items are dropped off the day of or day before. Delivery fees vary depending on location and time. Orders are delivered during regular business hours of 8:00 AM to 5:00 PM. You may request a 3-hour window, and we will do our best to accommodate. Otherwise, deliveries and pickups will be scheduled at our discretion. Deliveries and pickups made outside of normal business hours are considered after hours and will require additional charges. Deliveries requiring specific delivery and/or pick up times will require additional charges.
Delivery of equipment is to a specific and pre-determined destination and transported no farther than 50 feet from the delivery vehicle on level ground without prior arrangements. If equipment drop-off or pick up point is farther than 50 feet from access to the delivery vehicle, or requires stairs, additional delivery fees may be applied. We are to be notified of any permanent barriers or obstacles (e.g. stairs, hills, parking regulations, etc…) that may impede the process of a safe and timely delivery.
Someone will need to be onsite to accept delivery of all equipment. Renter is responsible for equipment until we arrive for pick up.
Equipment should never be left out in inclement weather.
- Keep in mind, that rain and dew can ruin equipment and you will be responsible to replace anything that is damaged.
- To avoid further charges please ensure all items are together in the same location as they were dropped off.
- Chairs to be restacked on their pallets in proper order with the packing strap placed as it was found.
- Linens to NEVER be placed in the linen bags or boxes when wet. This will cause mold to build up quickly and will not come out. Should linens have mold, lipstick, wax, burns or other conditions that cannot be corrected, full replacement charges will apply.
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Set-up and Take-down?
Renter is responsible for setup and breakdown of equipment (except tents, dance floors, and staging) unless specified in writing or on the rental contract. Setup and breakdown is available on most items for an additional fee. Please call our office for a quote.
Unless notified on the contract, all equipment must be broken down and ready for pick up.
All dishes and food service items must be rinsed and clear of food debris. Food left on flatware can damage the finish. Charges for missing, damaged or broken items will be assessed upon return and charged to your closing invoice.
To avoid a cleaning charge, please scrape and rinse all dishware. All dishware should be returned free of any food particles. Return all glassware in the racks provided. There will be a $50 fee for each missing rack. Return all dishware in the crates provided. There will be a $20 fee for each missing crate. Upon the return of your items to our warehouse, they will be counted and verified. Any missing/broken items they will be charged replacement costs to your credit card automatically. If you are charged for missing/broken items and you return them to us within 2 days of the return date we will happily refund the charges for these items. If you would like to know the replacement costs of your items please inquire.
Vase & decor requirements?
All items must be returned in the containers provided and free of candles, wax and debris.
Linen, napkin, sashes and chair covers requirements?
No candle wax or pen on linens – full replacement charge NO EXCEPTIONS. Linens must be dry and free of food debris and returned with the bag provided. Upon return, each linen will be inspected for any burns, stains and any other damage. Heavily soiled linens will be charged an extra cleaning fee. Please inspect and count all rentals when received. You must call 604-894-0047 to report any missing or damaged items prior to your event. An extra charge will be assessed for any missing or damaged items upon return.
Please do not attempt to wash linens. Linens must be DRY and free of food. Damp linens will mildew and mold. There will be a replacement fee applied if a cloth is damaged through misuse, mildew, candle wax or burn holes. No refunds are given on unused linens. Please return all hangers. Please place all linens in bags provided.
What is your tent policy?
A nonrefundable 50% deposit on all tent and dance floors is required at the time of confirmation. An additional 25% cancellation fee will be applied to all tent and dance floors canceled less than 3 days prior to the delivery date.
Make sure the property has a good spot to set the tent.
Here are some questions we will need to be answered when booking a tent.
- Is it going on concrete or grass?
- Can we stake the tent?
- Is the ground even?
- What size tent do I need?
How do I light and decorate my tent?
If your event runs into the evening, you will want to make sure there is proper lighting in your tent. Options include paper lanterns, café perimeter lighting, and chandeliers. We offer tent leg drapes, fabric liners and side walls for most of our tents.
Keep in mind, you will need to make sure you can get power to your tent. Either with a generator or you need to make sure the property has enough power for your event.
Can I cook in a tent?
NO. While our tents are flameproof, they are not suitable for grilling or other forms of cooking. Licensed caterers can use equipment to keep food warm inside a tent. Any grilling or other cooking must be done outside the tent area.
What if my event ends after your working hours? Do you pick up at midnight?
Ideally, we would want to pick up the following day, but if you are in a venue or public place that requires your rentals to be picked up that night, we can make that happen. We charge an after-hours fee. Please don’t hesitate to get a quote on that when placing your order. We also provide an after-hours phone number for your event emergencies.
Is set up included in the rental rate?
Listed prices are rental only except for tents and dance-floors. All items come prepared and ready for your use, but it is your responsibility to arrange for set up. You can hire us to provide this extra service for you and we are happy to calculate a fee based on your needs.