OUR POLICIES
Our team at Roam Rental Co. Is here to make your event memorable. Our policies are laid out below to give guidance on the services we offer. Please keep in mind all services provided by Roam Rental Co. will be subject to the terms and conditions attached to your signed/accepted quote from our team.
EVENT RENTALS
RESERVING YOUR RENTAL ITEMS
All rental items included in your quote will be held in your name for up to 10 days.
To reserve your rental items beyond the allotted quote hold period of 10 business days, we require an upfront deposit of 50% of the total fees due for your Event Rental Order and a signed contract. Please note, however, that Roam Rental Co. does NOT guarantee the availability of any rental items. All Event Rental Orders must be finalized at least 30 days prior to the event date, with payment received in full.
All rental orders must meet a minimum of $10,000 in order to quality for delivery and set up by Roam Rental Co. All Delivery Orders are subject to the applicable delivery fee, as stated in the applicable Quote (see “Fees – Delivery Fee”) below.
REQUIREMENTS FOR DELIVERY ORDERS
Delivery & Collection Windows
It is the client’s responsibility to ensure that the rental items are ready to be received upon delivery and ready for collection by our team during the applicable delivery and pick up windows confirmed ahead of delivery and set forth in your Quote, as further described in the terms and conditions set forth in your Quote.
Access to Event Venue
In order to ensure that our team is able to deliver and collect your rental items in connection with your event, we require adequate access at the event venue site, which includes (at a minimum) drive-up access, a minimum of 4’ wide hallways, a standard size freight elevator, and ramp access (rather than stairs). The client is responsible for confirming adequate access and/or any added conditions that may require additional labor and time for delivery or pick up, so that Roam Rental Co. may take such conditions into consideration of delivery fees. Please Note: The client’s failure to notify Roam Rental Co. of any such condition may result in an increase to the delivery fee set forth in the Quote.
Event Setup & Strike
For each Delivery Order, we will arrange and set in place all furniture rented or leased from Roam Rental Co., including as may be agreed upon by you and Roam Rental Co. in advance (e.g., according to any agreed-upon design we have provided). Smaller items (e.g., pillows and tabletop décor) will be delivered to the event venue in bags/bins, and client will be responsible for the unpacking and placement of those items. Roam Rental Co. is not responsible for the placement of any furniture or other items that are not the property of Roam Rental Co.. In addition, we require that a representative who is knowledgeable regarding the setup of your Rental items is present at the event venue during the designated delivery and pick up times (for the entire windows of time designated in the Quote), or that (at a minimum) you ensure that the designated representatives is available by phone during these windows, and that you have provided us with the name and contact number of that representative in advance of the planned delivery and pick up dates.
Please note: Our delivery team are not design professionals and are not responsible for the particular placement of any furniture or other items. We do offer styling services, however (see “Event Styling” below), which must be reserved separately. Any setup/strike schedule you provide to us must be received at least two weeks prior to the event date. It is the client’s responsibility to ensure that sufficient time is allowed for the delivery and removal of the rental items.
Event Flips
If your event requires us to transition and/or transform an event space (at the same venue only) from one purpose to another (e.g., from a ceremony space to a reception space (an “event flip”)), we require a reasonable amount of time to execute said flip. Roam Rental Co. will provide an adequate team to execute the event flip within the time allotted. The client is responsible for ensuring that adequate time is provided to successfully execute the event flip. Please Note: Each team member staying at the venue for an event flip must be provided a vendor meal.
DESIGN SERVICES
Our team shines as your creative partner! If you would like for a Roam Rental Co. Designer to assist in curation and layout design (see “Design Fee” below), we are available for an additional cost. The design fee includes a Quote for the curated items we select and a room mock-up design for each room/space you request to be furnished, based upon the floor plan that you provide.
Please note that we will reserve your items for up to 10 days after we provide you with the Quote for Design Services. If we have not received your signed Quote and the required payment by that time, we will not be able reserve / guarantee any of the selected items reflected in the proposed Quote may not be available by the time we receive your acceptance. In that event, we may substitute the item for a comparable item and will promptly notify you of any required substitutions, which may be subject to additional fees.
Design Fee
Any design services that you request will be charged at the rate of $150 per hour and will be quoted to you up front, based upon the size of your event venue, budget and other factors discussed with Roam Rental Co. up front. Before we can begin working on your design, we require full payment of the quoted Design Fee and acceptance of our Event Rental Terms and Conditions. If changes to the initial design provided are requested by the client, including an entirely new design, the additional work will be charged at the standard rate of $150 per hour and quoted by us up front, and must be paid in full prior to our beginning work on the requested changes. The total design fee paid, including the initial design fee, any additional design fees, and any fees charged for additional time on-site (see “Site Visits” below) is non-refundable.
Site Visits
Site visits can be coordinated on a case by case basis and will have costs associated depending on date and location.
EVENT STYLING
Upon request, we will provide a team of stylists to style and apply final touches for your event that go beyond normal setup. Styling services are billed as follows:
Stylists: $150/hour, per stylist
In addition, for each stylist, the client will be billed for roundtrip mileage (at the standard IRS rate) and, if applicable, room and board (see “Fees – Room and Board Fees” below).
FEES
Rental Fees
Event rental fees are priced according to the daily rate stated in your Quote. For rentals lasting for more than 24 hours, your quote will reflect multi-day rates (as applicable) per item.
Cleaning & Restocking Fee
All Event Rental Orders are subject to a Cleaning & Restocking Fee equal to a percentage of the total rental cost of 5%.
*For more information about our Cleaning & Restocking Fee, see “Generally Policies – Cleaning & Restocking Fees” below.
Delivery Fee
Each Delivery Order will be subject to a delivery fee, as set forth in the applicable Quote.
*For more information of how our delivery fees are calculated, please see "Generally Policies - Delivery Rates" below.
Room and Board Fees
In addition to the applicable delivery fees, if the venue site is located outside of the Livingston / Bozeman area, the client will be billed for an overnight hotel stay for each team member and (if applicable) each stylist, at market room rate, and a per diem of $50/day per team member.
Rush Fee
Orders that require delivery and are confirmed within 10 days of their scheduled delivery date will incur a 20% Rush Fee on the entirety of the order.
RESCHEDULING REQUESTS
We will do our best to honor rescheduling requests, however we cannot guarantee that your rental Items will be available on your newly requested event date(s). If the rental items are available on the requested date(s), you may nonetheless incur additional fees as a result of the rescheduling, based upon a number of factors. In addition, for any rescheduling requests that we are able to honor, you will be responsible for paying the applicable cancelation fee, as set forth in the Event Rental Terms and Conditions attached to your Quote.
GENERAL POLICIES
DELIVERY RATES
Delivery rates are determined on a case by case basis due to impact on trucking and staffing demand, and increase based on distance and travel time, peak season times, load size, required team, and any applicable restrictions imposed by the venue and location. Final delivery quote is to be determined once order is finalized, and to include: adequate number of team members, loading and unloading of all items, agreed-upon time for set up and placement of items, truck rental cost and fees, necessary moving supplies, team time for set up, mileage to and from the Roam Rental Co. Warehouse, and costs associated with rental items requiring an overnight stay (I.e. mileage, gas and team time, and hotel accommodations.)
CANCELATIONS & REFUNDS
All deposits and payments are non-refundable unless otherwise provided in the applicable terms and conditions attached to your Quote. For any refunds permitted under the applicable terms and conditions attached to your Quote, we will deduct any applicable processing fees.
RETURN OF RENTAL ITEMS
All Rental items must be returned together with all items provided with your Order (e.g., bins, dividers, racks, bags) as delivered by us or picked up by you. All Rental items must be, at a minimum, returned in reasonably clean condition.
PAYMENT METHODS ACCEPTED
For all orders, accepted payment methods include cash, check, ACH, Visa, Mastercard, and American Express.
PROCESSING FEES
The client is responsible for payment of all applicable payment processing fees incurred in connection with collection of your payment, based upon the payment method used, as may be further described in the terms and conditions attached to the applicable Quote.