Rental Policies
Please take a moment to review the following information about our rental policies. You are welcome to contact us with any questions, or for more information. For our complete terms and conditions, click here.
Thank you for choosing Classic Party Rentals of VA to be part of your special day! We want your event to be as enjoyable and hassle-free for you as possible.
Booking & Payments:
Book early—all good parties need to be planned in advance. Due to previously scheduled events, we may not be able to accommodate your rental needs on short notice. Because our availability books fast—especially in peak season—orders confirmed fewer than ten (10) business days before your Event Date may incur extra rush fees and depend on what’s in stock. We recommend reaching out six to twelve months ahead so you can secure exactly what you want.
To confirm and guarantee an order, please e-sign your Order Confirmation, which includes all of our Terms and Conditions, and pay a 50% non‑refundable deposit within forty‑eight (48) hours of receiving your Order Confirmation sent via email. If we don’t receive both, your reservation won’t be guaranteed. This means that we will not hold the rental items for your use, and will not arrange for any special orders. If an item unexpectedly goes out of stock through no fault of our own, we’ll do everything we can to honor your contract—whether that means supplying a substantially similar replacement, upgrading you to better equipment at no extra charge, or refunding the unavailable item, at your approval.
The remaining balance is due as indicated on your order confirmation, generally no less than seven (7) days prior to the day your order leaves our warehouse. Will Call Orders to be picked up from our West End Showroom leave our warehouse on the Wednesday prior to the scheduled pickup day. Orders with outstanding balances will not leave our warehouse if the Due Date is prior to the Outbound Date. We cannot accept personal checks for the final payment. If paying by cash, a valid driver’s license or state-issued ID card must be presented, and a copy kept on file. All Will-Call orders must be paid in advance.
Changes, Postponements, & Cancellations:
Life happens! You may change your order—adding or dropping items—at no extra charge up to ten (10) business days before your event date (rates adjust for item changes). Increases to your order nine (9) business days or less prior to your event date may incur rush fees and limitations due to availability. Reductions or other changes to your order within nine (9) business days or less prior to your event date will incur restocking fees. Any changes to your order within nine (9) business days or less prior to your event date resulting in a negative balance will not be credited or refunded. Special Orders may incur additional limitations and charges, as outlined on your order confirmation. For more information on fees, please refer to our CPR Services & Add-On Fee Chart by clicking here.
If an event date is changed, you may request an earlier Event Date, understanding not all equipment or services may be available. To postpone up to six (6) months, give written notice at least six (6) business days before the scheduled Outbound Date. We’ll apply prior payments (excluding special‑order/permit fees) to the new date. New event date and rentals subject to availability. After six (6) months any credit due will be forfeited and not subject to refund. If the total for the new event results in a negative balance, no refund or credit is due to client.
If for any reason, an event is canceled five (5) business days or less prior to the Outbound Date, that is the date it is scheduled to leave our warehouse, the order will be considered forfeited, and no monies paid will be reimbursed or credited. Term clients will be responsible for 50% of the total order cost.
A nonrefundable damage waiver fee is required on all rentals. The damage waiver fee will be applied to any missing/damaged equipment invoices resulting from the original order. Any remaining balance will be charged to the payment method on file. If no payment method is on file and no other terms apply, payment for all missing or damaged items is due upon receipt. The damage waiver fee will not apply to missing or damaged equipment sub-rented from a third party. This replacement cost must be paid in full. The damage waiver fee does not cover theft, loss, or negligence.
Examples of items covered on damage waiver:
Examples of items not covered on damage waiver:
- Special Orders
The replacement cost of all missing items under these circumstances will be charged to the contracted customer.
Classic Party Rentals of VA reserves the right to charge these costs to the payment method on file for the event payments. If the missing items are returned to Classic Party Rentals within 10 days of the customer being notified of the missing items, the cost will be reimbursed, less any applicable additional rental days incurred.
Should you wish to avoid paying the damage waiver fee, you must provide us with a Certificate of Insurance (COI) policy with $1 million per occurrence and $2 million aggregate coverage, naming “Classic Party Rentals of Virginia, Inc. 9313 Burge Avenue, Richmond, VA 23237” as additional insured at least thirty (30) days before your Event Date. This COI must be for the entire rental duration. We will charge your payment method on file for anything not returned in usable condition. It is up to you whether or not you wish to file a reimbursement claim with your insurance agent. As losses or damage rarely goes above the damage waiver fee, most clients choose to pay the damage waiver. Classic reserves the right to charge your payment method on file for late, missing, or damaged rentals.
Additional charges may apply if rental items are not ready for pickup on the contracted date. Late returns are subject to additional fees. For more information on fees, please refer to our CPR Services & Add-On Fee Chart by clicking here.
To avoid additional charges, all china, flatware, and glassware must be rinsed, free of food debris and placed in their appropriate containers (China and glassware in their correct racks, flatware in the provided totes, and linens in the provided mesh bags or linen bins). Folding banquet tables and chairs must be collapsed and stacked. Padded folding chairs must be stacked 25 high, unpadded folding chairs must be stacked 50 high. All non-foldable stacking chairs must have cushions removed and bagged, dust covers replaced and stacked seven (7) chairs high.
Will Call Orders:
Classic is not responsible for damage to customer vehicles. Orders not picked up in contracted time frame will be considered forfeited and no refund will be due. We can’t guarantee staff will be available to assist loading or unloading your Will Call order. Orders returned after their contracted return day/time will incur additional rental charges for each day they are late. Classic reserves the right to charge your payment method on file for late, missing, or damaged rentals. All Will Call orders must be paid in advance.
DELIVERY/PICKUP charges are for entry levels. Deliveries and pick-up requiring stairs or multi levels will be charged a separate fee based on location. Rental equipment must be properly racked, stacked, and ready for pick-up. If equipment is NOT ready or available for pick-up as determined on order, additional charges will apply. For more information on fees, please refer to our CPR Services & Add-On Fee Chart by clicking here.
Give us a call today and make your event successful!