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How does the rental process work once my rental selection has been made?
Once we’ve finalized your rental selections, we’ll create a formal rental quote and send it to you via email. This quote will include all of your requested items, along with any applicable fees and information.
To reserve your rentals, we require a signed contract and a 50% non-refundable deposit/retainer. Your final balance is due two weeks before your event.
Please note that availability can change quickly. An item may be available when you inquire, but it isn’t guaranteed until your reservation is confirmed. This is why we always recommend securing your rentals early — you can never reserve too early, but you can always reserve too late!
How does the payment process work?
Once you’ve approved your rental quote, we’ll email you a secure link to submit your credit card or checking information. Payments are processed through our trusted Stripe platform, ensuring your information stays safe and secure.
To reserve your rentals, we require a signed contract and a 50% non-refundable deposit/retainer. Your final balance is due two weeks before your event, pending any changes per your rental agreement.
If there’s ever an overlap in rentals after you submit your reservation, we’ll notify you as soon as possible to resolve it.
When is my final count & balance payment due?
Your final guest count and remaining balance are due two weeks prior to your event date.
Your final invoice can be reduced by up to 10% of the original reservation total. If your guest count increases, we can’t guarantee additional inventory will be available, but we’ll always do our best to accommodate. To improve your chances, please let us know right away if you anticipate needing more items so we can try to reserve them for you. Rush fees may apply.
Send any updates to [email protected], and we’ll revise and re-send your invoice so you can submit your final payment. At that time, our logistics team may also collect final delivery details and timing requests.
For Industry Partners:
Unless you have an established credit account with us, we require full payment in advance — including a non-refundable deposit/retainer to secure your reservation and your final balance two weeks prior to the event to avoid rush fees. If you’d like to apply for a Kate Ryan credit account, we’re happy to provide the necessary paperwork. Please allow up to four weeks for reference checks and approval.
Do you offer delivery & pick up?
Absolutely! We provide delivery and pickup services throughout the Greater Tampa Bay area, starting at $150 round trip. For larger events, we’re happy to travel beyond Tampa Bay — just call or email us for a custom quote.
Delivery & Pickup Details
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Standard Hours: Monday – Saturday, 9:00 AM – 5:00 PM.
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After-Hours Service: Deliveries or pickups after 5:00 PM (weekdays) 9pm on Saturdays/Sundays are subject to after-hours fees.
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Delivery/Pick up Windows: A 2–4 hour window will be assigned approximately 5 days before your event.
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Pinpoint Timing: If you require an exact delivery or pickup time, it must be requested at booking. Pinpoint times incur additional fees as they often require more staff and trucks to accommodate.
Onsite Expectations
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Wait Fees: If our drivers are delayed onsite (e.g., unable to access the venue), a $75 per half-hour fee will be billed. If our truck must leave to stay on schedule, a full re-delivery/pickup fee will apply.
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Stairs: Deliveries with stairs must be disclosed in advance. Failure to do so may result in additional fees or cancellation onsite if the delivery is deemed unsafe by our team.
- Weather: For outdoor events, a Plan B for inclement weather is required. Our team cannot leave rentals in areas where they may be damaged by weather.
- Surface Area: If rentals are used outside it is the clients responsibility to have the rentals placed on dry level ground free of dirt, mud and/or sand. Any rentals requiring cleaning due to improper surface area conditions will be subject to post event cleaning fees.
Client Responsibilities
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Accurate Details: It is the client’s (or their representative’s) responsibility to provide accurate event and delivery information to avoid delays or additional fees.
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Rental Readiness: All items must be ready for pickup at the agreed time.
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Left-Behind Items: Any items left behind must be returned to our warehouse the next business day. If that’s not possible, a second pickup fee (equal to your original delivery fee) will be charged.
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Linen & Tabletop Care: Linens must be bagged and free of debris. Tabletop items must be thoroughly rinsed and returned in their crates to avoid post-rental cleaning or strike fees.
Why We Emphasize These Policies
Our goal is to make your event seamless. These guidelines ensure our delivery team stays on schedule and safe while keeping your rentals in excellent condition.
Questions?
We’d love to walk you through these policies. Email us at [email protected] for more details or assistance planning your delivery.
Can we pick up and drop off our order at your warehouse?
Possibly! We do allow most linens and smaller items to be picked up from our warehouse.
However, we do not allow pickup of most chairs, farm tables, furniture, and other large or fragile items. These pieces require our experienced delivery team to handle them safely, protecting our inventory so that all clients can enjoy rentals in excellent condition.
Important Details:
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Rental Minimums: Please note that seasonal rental minimums may apply for all orders.
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Warehouse Location: Conveniently located near Downtown Tampa/ Ybor City on 40th Street.
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By Appointment Only: Pickup and drop-off are by appointment, scheduled at order placement and finalized 2 weeks prior to your event when we collect your final numbers, payment, and details.
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Bring Help & Supplies: If you’re picking up, please bring straps, covers, and someone strong to help you load. For liability reasons, our staff will bring your rentals to the front door but cannot assist with loading or unloading your vehicle.
We appreciate your understanding, as these policies help us protect our rentals and ensure smooth operations for all our clients.
What is the Rental Protection Plan?
The Rental Protection Plan is a non-refundable fee recommended by the American Rental Association. It protects you from post-rental accidental damage replacement fees — giving you peace of mind during your event.
What it covers:
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Accidental damage to rental items during your event.
What it does NOT cover:
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Mysterious disappearance or loss of items.
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Negligence (e.g., leaving items out in bad weather, misuse).
Please note: Any damaged items must be returned to us for inspection in order for the plan to apply.
If you choose not to add the Rental Protection Plan, you’ll be responsible for the full replacement cost of any damaged items, including any applicable rush or administrative fees. Please let your Kate Ryan Representative know if you would like to add the Rental Protection Plan to your order. The plan must be added to your order prior to delivery to be covered for any post rental accidental damage replacement fees.
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