Frequently Asked Questions

A1. All locations are open by appointment only Monday – Friday. Limited appointments are available on Saturday mornings at our Southside showroom.

A2. An event coordinator is on-call at all times for after hours emergencies. Call the office at 804-743-7980 and press 9 to be connected. Please note that you cannot use the emergency line to make a payment, place a new order, or update an existing order. 

Additional fees apply to any changes to an order taking place 10 business days or less prior to the delivery date. When planning and making your initial reservation, be sure to reserve for the maximum possible number of guests. Once your final RSVPs have arrived, we can adjust numbers down, if necessary. Please inspect and verify all rentals were delivered satisfactorily. If anything is incorrect, missing, broken, or damaged, please notify us immediately to give us time to remedy the situation, and for you to avoid being charged for the damaged or missing items. For more information on additional fees, click here. 

A3. No, we do not require any minimums for delivery. You can rent for a party of 5 or you can rent for a party of 5,000. Please note that napkins and flatware are rented in minimum increments of 10; china and glassware is rented by the rack (generally 20 plates to a rack, and 20 – 36 glasses per rack, depending on style).

A4. Our standard delivery & pickup is $175 per truck in the Richmond area. This includes front‑door or ground‑floor service one business day before your event and pickup the next business day during regular business hours. We’re happy to accommodate any special requests—stairs, long carries, after‑hours service, or a precise delivery window—with our flexible add‑on options. For full details, check out our CPR Services & Add‑On Fee Chart.

A flat rate fuel surcharge of $25.00 applies to all local orders requiring delivery. This fee may increase for out‑of‑town orders.

A5. Most orders can be picked up at our Southside warehouse – open Monday – Friday, 9 AM – 3 PM – where our team is on-hand to help load and unload your items. Because of their size or special handling needs, some products require professional delivery by our staff, and aren’t available for customer pickup. Please be sure to bring an appropriately sized vehicle to accommodate your rental order. Click here to learn more.

If you’d like to grab smaller items yourself—linens, china, flatware or glassware—you may pick those up at our West End showroom by appointment (generally pick up your rentals from 9 AM – 11 AM Friday, and return your rentals 9 AM – 11 AM Monday). At least 10 business days’ notice is needed to accommodate the necessary logistics to transfer your rentals to that location for pickup. Please note that there is a nominal equipment transfer fee for pickups/returns from the West End showroom. There won’t be staff there to assist with loading, so just bring a friend or two to lend a hand. If you have any questions or need delivery instead, we’re always happy to tailor our service to your needs!

A6. We’re happy to make your life easier—here’s what our team can do for you:

Heavy Equipment (tents, restroom trailers, stages, dance floors, grills, lighting, etc.): Setup & breakdown are included as part of our standard delivery service.

Chairs & Tables: Available for professional setup & breakdown at an additional per-item fee. Because we only offer a limited number of these each week, please reserve this service well in advance.

Linens, China & Glassware: These smaller items are yours to stage exactly how you like, giving you total control (and freeing our team to focus on the big pieces).

Have questions or want to lock in your setup date? Let us know, and we’ll tailor the perfect crew package for your event! For full details, check out our Special Services and Add-On Support Chart.

A7. To keep our inventory looking their best and help us process your return quickly:

Glassware: Empty and place glasses rim down in the correct rack, as indicated on the rack tag.

China, catering equipment & serving pieces: Scrape any food scraps into the trash, then place in the correct rack, as indicated on the rack tag. Most plates are 20 per rack. The rack tag will indicate any variations.

Flatware: Must be rinsed. Food acids including coffee, carbonated beverages, and tea; ketchup, dressings, and sauces; and citrus juices are especially damaging and if not rinsed can ruin the flatware.

A light rinse prevents damage and gets your items back in circulation sooner. Please note that additional fees may apply if items aren’t properly rinsed, racked, or stacked.

A8. Yes. We offer a wide selection of pole and frame tenting including standard white tops, clear tops, and sailcloth tops + tent accessories. A Classic consultant can meet you at the location and determine the appropriate tent solution. All you have to do is call to set an appointment.

A9. We suggest reaching out 6–12 months before your event. Booking early:

• Locks in your favorite items and peak‑season dates
• Gives us time to tailor your order and refine the details
• Lets you pay a deposit to guarantee availability

If you’re under a tighter timeline—delivery in 10 business days or less—just let us know and we’ll do our best (additional short‑notice fees may apply). The earlier we connect, the smoother and more customized your celebration will be!

A10. Everything is itemized with its price, as well as the delivery/pickup dates, round trip delivery fee, damage waiver charges, any applicable additional service/special order fees, and taxes. For more information on fees, please refer to our Special Services and Add-On Support Chart by clicking here.

A11. It’s easy to make sure you’re never caught short:

• Seated dinner: Plan for 5% extra to cover spills, breakage, or last‑minute guests.
• Cocktail hour: Figure no less than 3 glasses per person (water + wine + specialty cocktail).
• Buffet dinner: You’ll need at least 1.5 plates and pieces of flatware per person. Have the additional flatware on the buffet for those making second (or third) trips.
• Action stations: You’ll want at least one plate and fork per person per station.
• Reception with full bar: You’ll need no less than one glass per person, per hour.

Your planner or caterer can fine‑tune quantities based on your menu and service style—and if you’d like personalized guidance, our team is always here to help you dial in the perfect numbers!

A12. While you can mix‑and‑match vendors, it often creates more work for everyone:

• Late‑night sorting: After an event, you’ll end up dividing chairs, tables and décor by vendor—sometimes well into the wee hours.
• Misplaced returns: It’s all too easy to send a box of napkins back to the wrong company and trigger late‑fee charges.
• Multiple schedules & contacts: Different delivery and pickup days, varied billing points—it adds confusion when you just want to wrap up.

To keep things headache‑free, we recommend choosing a single supplier—us! If you need something not in our stock, we’ll:

• Find a similar item in our inventory, or
• Coordinate with a trusted partner on your behalf, managing all the logistics

That way you get one delivery, one pickup, and one point of contact—for a seamless post‑party experience.

A13. No – you can focus on your event and let us handle the rest! Here’s all we need:

• On‑site contact: A phone number where we can reach someone if needed.
• Drop‑off/pickup spot: A safe, dry location where we can leave and collect your rentals.

We’ll alert you when we arrive and again at pickup. Once you’re back, please give everything a quick once‑over. If anything’s missing, damaged, or incorrect, just call us right away. If it’s after hours, follow the auto‑attendant prompts to reach our on‑call coordinator. Otherwise, consider it done—and enjoy your day!

A14. Yes—so we can give you our full attention! By scheduling a showroom visit in advance, we’ll:

• Have a dedicated consultant ready to walk you through setups and samples
• Reserve the space and products you’re most interested in
• Ensure your visit is efficient and personalized

Just give us a call to lock in your appointment. We can’t wait to show you around!

When you rent things from us—like tables, chairs, or linens—we expect everything to come back in the same condition it went out. But life happens, and things can get damaged. That’s where the damage waiver comes in.

Option 1: Pay the Damage Waiver (Easy Way)

• This is a small, non-refundable fee added to your order.
• It covers accidental damage, like a broken glass or stained linen.
• It does not cover stolen items, lost items, vandalism, or anything specially ordered just for you.
• If the cost to replace or fix something is more than the waiver covers, we’ll charge the difference to your payment method on file.
• If something that was marked as missing turns up and you return it within 10 days of being billed, we’ll refund the replacement cost (minus any extra rental fees, if the item was kept too long).
• Most people go with this option because it’s simple and low-stress.

Option 2: Skip the Fee (Use Your Own Insurance)

You can choose not to pay the damage waiver if you provide a certificate of insurance at least 30 days before your event. This is a document from your insurance company that must:

• Cover at least $1,000,000 per incident and $2,000,000 total
• List Classic Party Rentals of Virginia, Inc. as an additional insured
• Cover the full replacement cost of all rented items
• Be active for the entire rental period — from the moment items are in your possession until they are back in ours.

Please note: it can take up to 15 days after return for missing items to be billed; if something isn’t returned, your card on file will be charged for the full replacement cost. It’s up to you whether you file a reimbursement claim with your insurance company.

If you’re not sure which to pick, we’re happy to help! Most clients choose the damage waiver for convenience and peace of mind.