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Do you have a location where we can select our rentals in person?
Yes! We have a warehouse location with a design studio inside where we house all of our samples and rental inventory. We welcome our clients to come into our space by appointment so we can give them our undivided attention and help select their desired rentals if needed. We also love to meet with our industry partners and assist them in selecting quality rentals or simply let them utilize our design studio to select rentals for their clients. We are located in North Hyde Park near downtown Tampa. Our address is 1513 West Cypress St Tampa, FL 33606. Please email us at [email protected] or call us at {813} 494.6984 to make an appointment to come in and see us.
If you are a destination client committed to using us for your event rentals and are unable to come see us in person we are happy to work with you through email and video to put together your rental items. If you are unsure and need extra guidance we are happy to style our rentals for you and send you photos and short video clips for you to feel confident that you are booking the quality rentals and look you desire for yourself or your client from afar.
How does the rental process work once my rental selection has been made?
Once we determine your rental needs we will work to provide you with a formal rental quote and send it to you via email. This email will contain a detailed quote including all of the items you have requested along with any additional fees. We require a signed contract along with a 50% non-refundable deposit/rental retainer to place your reservation and your final balance payment is due two weeks prior to your event. Please be advised that an item that you would like to rent might be available when inquiring, but that can change at any given moment. This is why we always recommend confirming your reservation early on in the event planning process. “You can never reserve too early, but you can always reserve too late”.
How does the payment process work?
Please submit your credit card or checking information directly through the link that we will email to you along with the event quote. Your credit card or banking information will process directly through our Stripe account and we will be notified that you have made payment. A signed contract and a 50% non-refundable deposit/retainer payment is required to make your reservation and the final balance payment is due (pending any changes-per the rental agreement) two weeks prior to your event date. If there is any overlap in rentals following your reservation submittal we will contact you within 72 hours to rectify.
When is my final count & balance payment due?
Your final guest count and balance payment is due 2 weeks prior to your event date. The final invoice can be modified down by 10% of the original reservation total. If your guest count goes up we cannot promise that we will have the extra inventory available for you, but of course we will do our very best to try and accommodate any increase. We strongly recommend that if you begin to see your count climb to please notify us as soon as possible so we can reserve the extra inventory for you.
Please send any updates to [email protected] and we will revise and re-send your invoice so you can make your final balance payment accordingly. We must receive your final payment no less than 2 weeks prior to your event. We will also collect any final details and timeframe requests regarding your delivery and/or pick up at that time.
Fellow industry partners please note that unless you have a credit account established with us, we operate on a payment in full-in advance basis and require a non-refundable deposit/retainer payment to place your reservation and your final balance payment 2 weeks prior to the event date. If you would like to apply for a KR credit account we will be happy to provide you with the proper paperwork so you can submit your credit application. Please allow up to 4 weeks for reference check and approval.
Do you offer delivery & pick up?
Yes! We offer delivery and pick up services to the Greater Tampa Bay area starting at $100 round trip and will be happy to consider traveling outside of the Tampa Bay area for larger events. Please call or email us for more information regarding out of town deliveries. Our delivery and pick up service fee is based on the location of each individual event.
Our delivery team will deliver your rented items to a central location at the event site for you or your team to place accordingly. Delivery and pick up is simply a drop off service. We will assign a 4 hour delivery window and pick up window; however, if you require a narrow timeframe we will be happy to schedule accordingly. Extra fees may apply to accommodate exact and/or narrow timeframes. Please speak with your Kate Ryan representative for more detailed information regarding your event.
Please note that set up is NOT included in the delivery & pick up fee. Rented items are simply dropped off at the event site unless you elect to have our team handle the set up for you and in this case set up fees will apply. The client and/or clients representative must let us know if you would like any rentals set up upon booking your rentals in order for us to add to your order and confirm staffing availability The client and/or clients representative must let us know if let us know Upon return to pick up we ask that linen rentals are bagged and free of food and debris and tabletop rentals are placed back in the containers and crates provided -thoroughly rinsed and free of any and all food and debris to avoid any post rental strike and/or cleaning fees.
Our normal delivery hours are Monday – Saturday 9am-9pm. Any deliveries and/or pick ups required after 9pm and/or on Sunday are subject to after hours fees.
Delivery and pick up will be noted on the invoice. A 2-4 hour window will be assigned approx 5 days prior to the event. Pinpoint delivery and pick up times (PINPOINT = exact times) must be noted upon booking. Pinpoint deliveries and pick ups are subject to additional fees as more staff and trucks could have to be added to our schedule to accommodate. If our drivers have to wait to deliver or pick up an event post rental labor & trucking fees of $75 per half hour will be billed to the client to cover these additional expenses. Please note that our truck may need to leave the venue to meet another delivery or pick up time frame and in this case a complete re-delivery/pick up fee will be charged to the client.
It is the clients responsibility to make sure all rental items are ready and given to the drivers upon pick up. If any items are left behind it is the clients (or the clients representatives) responsibility to return the items to our warehouse on the next business day following the event. If the client is unable to return any missing items then a pick up fee will be charged equal to the delivery & pick up fee originally charged on the invoice for another KR truck to come to pick up the item or items.
It is the customers and/or customers representative responsibility to provide Kate Ryan Event Rentals with accurate event and delivery details in order to avoid any surprises for our delivery team which could put them behind schedule and subsequently subject the customer to post rental fees.
Deliveries with ANY stairs MUST be disclosed prior to delivery or the order will be subject to additional post rental fees or cancellation on site if the delivery is deemed too difficult and/or dangerous by our delivery team leader.
We require the customer to provide a plan B for inclement weather if the event is outside. Our team has been instructed not to deliver and leave our rentals in an area where they can be damaged by inclement weather so please do not ask them to do so.
It is the customers responsibility to disclose and furnish any applicable information described above to a Kate Ryan Event Rentals representative in writing prior to delivery to avoid any issues on the event day.
We would never want to disappoint a customer due to improper planning and documentation in advance. Please contact us at [email protected] if you have any questions regarding these very important policies and procedures.
Can we pick up and drop off our order at your warehouse?
Possibly! We allow most of our linen and smaller items to be picked up at our location free of charge. Please note that we do have rental minimums in season that must be met. Items that we do not allow to be picked up are our most chairs and larger items like farm tables and furniture. We like to protect our inventory the best we can from damage for all of our customers to enjoy, so we have found that it is best that we have our experienced delivery team handle some of our larger and/or more fragile rental items. Our warehouse location is conveniently located on Cypress Ave nearest Downtown Tampa. Our hours are “by appointment only” so we do require a pick up and drop off time, but we can work that out upon order placement and tweak 1-2 weeks prior to your event when we gather your final numbers, payment and any last minute details that we should note. If you choose to pick up please be sure to bring any straps, covers and a strong person as we will handle your rentals to our front door but due to the liability we cannot help you load them or unload them from your vehicle. Please do not ask our staff to assist you as they are not authorized by Kate Ryan Linens LLC/Kate Ryan Event Rentals in any way to do so.
What is the Rental Protection Plan?
The Rental Protection Plan is a non-refundable fee that is recommended by the American Rental Association to protect the client from post-rental accidental damage replacement fees. The Rental Protection fee however does not cover mysterious disappearance or negligence. We require that any broken items are returned for inspection for the Rental Protection Plan to cover and apply to any loss incurred to our inventory. If a client chooses not to use our Rental Protection Plan; accidental damage will be subject to the full replacement costs of an item including any rush fees and administrative fees.
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