Delivery Fees, Special Services & Add-On Support
At Classic Party Rentals, we know events rarely go exactly by the book. That’s why we offer a range of flexible services to help meet your unique needs. From tight delivery/pickup time frames to last-minute changes, our team is here to support you.
These services are offered on a limited, first-come, first-served basis and are designed to help when you need more time, flexibility, or hands-on assistance. We will always do our best to honor last-minute requests, but availability depends on our existing event schedule. The earlier you reach out, the more we can do for you! Please note that these fees are in addition to standard round-trip labor and delivery charges and will be listed as a separate line item on your order confirmation.
Standard Delivery Fees
| Service | Fee | Description |
|---|---|---|
| Southside Will Call | No charge | Customer pickup and return from our Southside warehouse at 9313 Burge Avenue, directly off Interstate 95, just minutes south of downtown Richmond. Will Call hours are Monday–Friday, 9:00 AM–4:30 PM. Please arrive with an appropriately sized vehicle and proper tie-downs for safe transport. *Seasonal Saturday Will Call hours are available April, May, June, September, October, and November. |
| West End Will Call | $25 | Pickup and return at our West End showroom, 9127B West Broad Street. Will Call Hours are Monday & Friday 9–11 AM. This is a self-service location; staff are not available to load or unload. Recommended for smaller orders only. Some restrictions apply. Additional lead time required, as all rentals are stored at our Southside Warehouse. |
| Standard Transportation Fee | Minimum $225 | Our standard curbside delivery and pickup service during normal business hours (Monday–Friday, 8:30 AM–5:00 PM). Includes first-floor or dock-level delivery within 100 ft of the truck. Setup, teardown, or extended carry will incur additional labor fees. Our minimum fee covers most of Richmond and the Tri-Cities. For orders requiring delivery greater than 25 miles one-way, please inquire. Out of town mileage is calculated 4(M x $2.50). M is the one-way distance in highway miles from our Burge Avenue warehouse to the location of the event. |
| Fuel Surcharge | $25 | A surcharge applied to all delivery and pickup orders to offset fluctuating fuel and vehicle operation costs. Adjusted periodically based on current market conditions. |
Priority Delivery & Pickup Windows
| Service | Fee | Description |
|---|---|---|
| Priority 1 — 30-Minute Window | $150 | Guaranteed within a 30‑minute window during standard business hours (8:30 AM–5:00 PM). |
| Priority 2 — 2‑Hour Window | $125 | Choose from: 8:30–10:30 AM, 10:30 AM–12:30 PM, 12:30–2:30 PM, or 2:30–4:30 PM. (Last window honored until 5:00 PM.) |
| Priority 3 — 4‑Hour Window | $100 | Choose from: 8:30 AM–12:30 PM or 12:30–4:30 PM. (Last window honored until 5:00 PM.) |
| Priority 4 — Standard/Flex | No additional fee | Our standard/flex service includes a full-day delivery window 1–3 business days before your event and full-day pickup window 1–3 business days after your event. We’ll confirm your delivery/pickup day the week of, and we’ll call or text when we’re on the way! This gives you extra time to setup and breakdown your rentals at no extra charge! |
Rush & Expedited Services During Normal Business Hours
| Service | Fee | Description |
|---|---|---|
| Next Business Day Delivery or Pickup | $200 | Need it ASAP? We’ll prioritize your order for next‑business‑day delivery or pickup—even if it’s a brand‑new order or a last‑minute addition. |
| Same Day Delivery or Pickup | $300 | When you need it now, we’ll move mountains to make same‑day delivery or pickup happen whenever our schedule allows. |
| Next Day Will Call | $35 | Fast‑track your order for next‑business‑day pickup at our Burge Avenue warehouse. |
| Same Day Will Call | $75 | For those urgent needs—we’ll do our best to prepare your order for same‑day pickup from our Burge Avenue warehouse. |
| Week‑Of Production Labor | $50 | Added to orders requiring fulfillment within the same calendar week they are placed. |
Weekend & After-Hours Support
| Service | Fee | Description |
|---|---|---|
| Emergency | N/A | The caterer broke a rack of glasses, something’s missing, or the unexpected happens—CALL US! Dial 804‑743‑7980 and press 9 to bypass the auto attendant and reach our on‑call coordinator. Please note that you are unable to place a new order or make a payment via our emergency line. |
| Weekend Delivery or Pickup | $300 per truck | If your venue limits vendor access to weekends, select this add-on. It covers delivery or pickup on Saturday or Sunday. If weekday access is allowed, choose Standard Delivery to skip this fee. |
| After‑Hours Delivery or Pickup | $300 per truck | When your event starts early or ends late, we’re ready to work around your schedule. This service includes delivery or pickup of equipment Monday–Friday between 5:00 PM–8:30 AM. |
| Holiday Service | $500 per truck | For events that can’t pause for a holiday, we’re still here for you. This service includes delivery or pickup on days our offices are closed (New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day). |
| After‑Hours Warehouse Access | $150 | Sometimes plans run late—or start early! If you need to swing by for a new pickup, drop off, or to add to an existing order outside our normal hours, we’ll do our best to accommodate. This fee covers the additional labor to open our facility Monday–Friday between 5:00 PM–8:30 AM, Saturdays before 9:00 AM or after 1:00 PM*, and anytime on Sunday. *Seasonal Saturday morning hours are available April, May, June, September, October, and November. |
Setup & Breakdown Services (Must Be Scheduled in Advance)
Setup and breakdown services are not included with standard delivery and must be added to your order in advance. Unless setup and/or breakdown service has been scheduled, customers are responsible for setting up and breaking down all tables, chairs, and other rental items.
Setup and breakdown are priced per item. For larger-scale events (more than 25 tables and 200 chairs), a $500 minimum labor fee applies to ensure proper staffing and timely service.
Placement and removal of place settings—including china, flatware, glassware, chargers, menus, centerpieces, favors, and other tabletop décor—are not included in setup or breakdown services.
If breakdown service was not added to your order and our crew arrives to find items not properly broken down, additional labor charges may apply if our staff is available to perform the work at the time of pickup.
| Item | Setup Fee | Breakdown Fee |
|---|---|---|
| Tables | $2.50 each | $2.50 each |
| Chairs | $1.00 each | $1.00 each |
| Chairs with Cushions | $2.00 each | $2.00 each |
| Linens | $2.00 each | $2.00 each |
Out of Stock Fees
Sometimes an item you want may not be available in our inventory. When that happens, we may be able to bring it in from one of our trusted rental partners. Additional fees may apply for these items.
The best way to avoid these fees is to reserve early or choose a similar item that we have in stock. Our team is always happy to help you find an alternative.
Any special fees, requirements, or restrictions for out-of-stock items will be listed on your Order Confirmation. Because these items are reserved or brought in specifically for your event, they cannot be canceled, refunded, or credited after the cutoff date.
| Service | Fee | Description |
|---|---|---|
| Out of Stock Equipment Handling (Estimate) | $100 Minimum | Covers additional coordination, handling, and logistics when sourcing unavailable equipment so you can work with one rental provider. |
| Out of Stock Linen Shipping – Tier One (1–5 Linens) | $60 | Minimum shipping and handling for a small quantity of sourced linens. |
| Out of Stock Linen Shipping – Tier Two (6–10 Linens) | $120 | Minimum shipping and handling for a moderate quantity of sourced linens. |
| Out of Stock Linen Shipping – Tier Three (11–15 Linens) | $180 | Minimum shipping and handling for larger linen orders sourced outside our inventory. |
| Out of Stock Linen Shipping – Tier Four (16–20 Linens) | $240 | Minimum shipping and handling for high-volume sourced linen orders. |
| Out of Stock Linen Shipping – Tier Five (21–25 Linens) | $300 | Minimum shipping and handling for large-scale sourced linen orders. |
| Out of Stock Linen Shipping (25+ Linens) | Quoted | Custom quote provided based on quantity, sourcing, and logistics. |
On-Site Labor & Unexpected Challenges
| Service | Fee | Description |
|---|---|---|
| On‑Site Labor | $100/hr per person (1‑hour minimum) | This fee may also apply after the fact if there are unknown obstacles at the venue or if rentals are not ready for pickup. To avoid additional labor charges, please ensure:
|
| Second Attempt Pickup Fee | 50% of original labor and delivery fee minimum. Additional After Hours or Holiday Hours fees may apply. | Added if breakdown is not complete and we don’t have time to finish, requiring a rescheduled pickup. |
| One‑Day Additional Rental Charge | Per day the rentals are in your possession | This charge applies for each day the rentals remain in your possession after the scheduled inbound date. |
Changes & Cancellations
We understand that plans change! Here’s what you need to know:
| Service | Fee | Description |
|---|---|---|
| Rescheduling | N/A |
Need to move your event? Give us at least 6 business days’ notice before your order leaves our warehouse, and we’ll do our best to help. If your new event date is within 6 months and we have availability, we’ll move any eligible payments you’ve already made to the new date. Special-order items, permit fees, and other non-refundable charges cannot be moved or refunded. Please keep in mind that the same rental items and services may not be available on your new date. If you do not choose a new date within 6 months, you will lose any money you have paid, and no refunds or credits will be given. |
| Changes to Your Order | Varies |
Need to make changes? No problem. You can add, remove, or change in-stock rental items up to 10 business days before your event at no extra charge, subject to availability. You may still be able to make changes within 9 business days of your event, but additional fees may apply. Because inventory, staffing, transportation, and logistics have already been committed to your event, items removed from an order during this period will be subject to a 50% restocking fee. Changes made during this period that reduce the value of the order will not result in a refund or credit. Our team is always happy to help you review your order in advance so it reflects your final event needs. Special-order items are ordered, reserved, or arranged specifically for your event. Because of this, they usually cannot be canceled, removed, refunded, credited, or moved to another event once they have been ordered. We’ll always do our best to help, but we cannot guarantee exceptions. |
| Cancellations | Varies |
We understand that plans can change. If you need to cancel your event, please let us know as soon as possible. If you cancel more than 5 business days before your order leaves our warehouse, you will lose your deposit. Any special-order items, permit fees, and other non-refundable charges will also not be refunded. If you cancel 5 business days or less before your order leaves our warehouse, you will lose any money you have paid toward the order. No refunds or credits will be given. If you have not paid in full, you will still owe the remaining balance. If your deposit requirement was waived and you cancel 5 business days or less before your order leaves our warehouse, we may charge a cancellation fee equal to 50% of the rental charges. Thinking about canceling? Give us a call first. In many cases, we can help you move your reservation to a new date so you don’t lose the value of your reservation. |
We’re here to help, so if you need anything last-minute, just reach out—we’ll do our best to accommodate!
Questions? Special Requests?
Just ask! If there’s something you don’t see here, we’re happy to explore solutions that work for your event. We’re your partner in making things easy, smooth, and stress-free.
We mean it when we say: “Keep the Freakin’ Out for the Dancefloor!”