We have created a page just to address frequently asked questions from our customers. If you have a question that is not answered on this page, please send us an email or give us a call.
Question: Do you have a minimum order requirement?
Answer: Yes there is a minimum rental total of $250 required for client pick-up/drop as well as a $25 restocking fee per order. Only certain items can be picked-up. Please inquire.
To qualify for delivery we do have minimum rental total requirements based on distance and the team members required.
- For delivery locations that fall within 30 minutes from our warehouse we require a minimum order quantity of $1000 before taxes and delivery/pick-up fees.
- For delivery locations that fall between 30 minutes and 1 hour from our warehouse we require a minimum order quantity of $1500 before taxes and delivery/pick-up fees.
- For delivery locations that are between 1 hour and 1.5 hours from our warehouse we require a minimum order quantity of $2,500.00 before taxes and delivery/pick-up fees.
- For delivery locations that are beyond 1.5 hours please inquire.
- For delivery locations that fall within 30 minutes from our warehouse we require a minimum order quantity of $500-$1500 before taxes and delivery/pick-up fees.
- For delivery locations that fall between 30 minutes and 1 hour from our warehouse we require a minimum order quantity of $1600-$3000 before taxes and delivery/pick-up fees.
- For delivery locations that are between 1 hour and 1.5 hours from our warehouse we require a minimum order quantity of $3100-$5000 before taxes and delivery/pick-up fees.
- For delivery locations that are beyond 1.5 hours from our warehouse minimum order quantity starting at $5,000.00
*During peak season these minimum amounts may increase
Question: How do I get a quote?
Answer: You can request a quote by phoning our office or by completing the form on our website.
Question: How far in advance should I be booking?
Answer: For weddings and large scale events we recommend booking a minimum of 6 months in advance. However, clients are more commonly booking 12-18 months out. If you are looking for specialty items you may want to book even sooner due to high demand., some clients book these items up to two years in advance. For smaller events you can book closer to your event date and we will do our best to accommodate your request (subject to availability).
Question: Tent Rentals: How do I know if the tent will work at my location?
Answer: In order for a tent to be setup on a property, Valley Tent & Party Rentals requires that there be enough space for the tent dimensions plus an additional 5 feet on each side of the tent for staking. For example, if you are booking a 40′ x 60′ tent, we require a space of 50′ x 70′ to ensure there is enough room to stake the tent around the perimeter.
We will also ask if there are any underground utilities such as septic tanks, hydro, water/sewer services, bell lines, etc. Some of these items can be worked around. We ask that a locate request be done through Ontario One Call to determine the exact location of third company utilities. If there is a septic tank in the area we ask that the exact location be known. This information can be provided by your local municipality. The stakes that are used for the tents will go in the ground 40″.
We also ask that there be no overhead utilities in the area where the tent is to be setup. This can include clotheslines, hydro lines, and tree branches.
If the location where the tent is to be setup is on pavement or patio stones, we may be able to work around this by using one of our frame tents. Sometimes depending on the location water barrels can be used, for an added cost, instead of staking. Please contact us to confirm.
If you have any concerns regarding the location where the tent will be setup, please contact us and we can arrange a site visit.
Question: Is there a charge for site visits?
Site visits are a service we provide to ensure your tent will work at your event location. We perform site visits after customers fill out the Site Survey Questionnaire form, send photos of the tent site and take measurements of the property. After which our staff examine all of the information to see if there are any concerns.
If a visit is required there is a fee of $100 for this service as well as mileage fees. Please contact us for mileage pricing as it will vary based on location. We do require payment for this service prior to completing the site visit. Our staff perform site visits during office hours, Monday to Friday 8:30 to 4 pm. We can arrange site visits outside of these hours if necessary but must be based on staff availability. When possible, site visits take place during the off season (early spring or late fall) If you decide to change your tent location and require an additional site visit then there will be an additional service fee for this.
Question: What are the payment terms?
Answer: Valley Tent & Party Rentals Ltd. requires a minimum of 50% of the rental price upon booking. This down-payment is non-refundable. The final payment is due 2 weeks prior to your event.
Question: How do I pay?
Answer: We accept cash, cheque, visa or mastercard, and e-transfers sent to [email protected] Please note there is a 2.75% processing fee if paying by credit card.
Question: What if my number of guest goes down from my original quote?
Answer: Valley Tent & Party Rentals does not charge for tables, chairs, linens, dinnerware/glassware, and centerpieces that are not required, given that it has not reduced more than 20% from the original order. We understand that you do not know your exact number of guests when booking with us so we allow these changes without charge. We always ask that we have your maximum number when booking to ensure that we reserve you enough items. We will confirm with you the final number of rental items three weeks prior to your event.
Question: What is the cut-off date for making changes to my order?
Answer: Changes to your order will be accepted up until your final payment is due (2 weeks prior to your event). If your requested change is an increase in rental quantities it will be subject to availability.
Question: When will the tent and rental items be setup/delivered?
Answer: Valley Tent & Party Rentals delivers and setups tents from Wednesday to Friday. We try work around your schedule to ensure that you have enough time to get ready for your event however during our busiest times we can not guarantee your preferred delivery date.
When planning our setups we do have to plan around the weather. We will confirm with you the setup day/time 2 days prior to ensure that there is enough time to prepare the location before we arrive (such as cutting grass).
Question: Do I need to be present at the time of delivery?
Answer: When it comes to tents, we ask that both the client renting the tent and the property owner are present for delivery. This ensures that the tent is setup in the proper location, any underground utilities are reviewed, and any items that need to be addressed by the property owner are done so at the time of setup.
For all other rental items, the client is not required to be present. However, a signature from the client is required acknowledging that they are responsible for the items from the time of delivery until the time of pick-up.
Question: When will the tent be taken down?
Answer: We plan our take-downs around weather. Tents must be dried before they are taken down. We do our takedowns between 12pm Sunday and end of day Tuesday.
Question: Who is responsible for set-up and takedown?
Answer: Valley Tent & Party Rental staff will perform the set-up and takedown of large and specialized items such as tents, ceiling draping, backdrops etc. All other items will be the customer’s responsibility. We do offer a set-up/takedown service of all items for an additional fee.
Question: Is your rental price a day or weekend rate?
Answer: Our rental price provided is for a weekend rental for events that are held on the weekend. For events held during the week or for long-term rentals, please contact us.
Question: Frame Tent vs. Pole Tent?
Answer: Valley Tent & Party Rentals has both frame tents and pole tents in select sizes. Frame tents consist of an aluminium frame that the tent top sits on top of. Pole tents consist of only vertical poles to hold the tent top up. Pole tents have centre vertical poles where frame tents have no inside poles.
Both tents has advantages and disadvantages. Frame tents are nice because there is no layout restrictions inside of the tent. However they do have much more visible framework which can be a deterrent. Customers who choose a frame tent for a wedding or formal event may often choose to add on our sheer fabric draping to hide the majority of the frame work.
Although pole tents have internal vertical poles holding up the tent top, there are less perimeter poles to cover up if you are using the tent for a formal event. The center vertical poles can also covered with the sheer fabric. The one restriction with a pole tent is the layout, however there are still various layout options for these tents.
Question: Do you setup tents in the winter?
Answer: Unfortunately we do not offer winter tenting. Our tent season runs from May to Thanksgiving Weekend in October. If we experience an early spring we sometimes setup tents in April. We also typically cut off rentals of our larger sized tents to the last weekend of September because with the cooler weather and less daylight the tents do not have enough time to dry from the dew.
Question: Does Valley Tent & Party Rentals serve my area?
Answer: Valley Tent & Party Rentals serves the Ottawa Valley, from Mattawa to Ottawa and everywhere in between, the Pontiac Region (Chapeau, Fort-Coulonge, Campbells Bay, Shawville, Bristol), Deep River, Pembroke, Renfrew, Arnprior, Calabogie, Carp, Barry’s Bay, Maynooth, and Whitney.