Answers to some of your most pressing questions are found here, along with helpful information on creating your perfect event, so please keep reading…
When Should I Reserve my Event Rentals ? ASAP, Please !
The best answer to this important question is “the sooner the better”. Remember, you can never be too early, you can only be too late. It is best to place your order early in the event planning process. This provides you a firm, fixed cost on individual items (and keeps your pricing in place even if rent rates increase), helps you stay within your budget (since you’ll know your rental costs) and increases the likelihood that the items you need and want will be available for your special day. Party Time’s Rentals Customers are encouraged to place their rental reservation at least 60 days prior to the event (or delivery) date. During peak season (April through June and October through December), 90 days advance notice is a good rule of thumb (and will help ensure that we are able to meet your needs and satisfy your requests).
How Do I Request a Quote?
Should you require a rental quote, a skilled Event Consultant will be happy to help you. Rental Quotes may be provided in person, via email or by fax. The Wish List feature on our website allows you to browse through our rentals add items as you go. Once you are ready for a quote, simply submit your wish list along with your event details and a Rental Consultant will email you a quote within 1-2 business days.If you’re planning a tented event, an Event Consultant will gladly share our tenting options and explain our tenting policies.
How do I Place a Rental Reservation ? It’s Easy and Painless !
In order to reserve the items that are on your quote, we require a signed copy of that quote and our Rental Agreements, as well as a 50% deposit on the Grand Total. You may send us this signed paperwork by fax, mail, email or by visiting a Premiere Showroom.
Rental reservations may be placed by phone, fax, email or in person, during normal hours of operation, Monday through Friday, 9:00 AM to 5:30 PM and on Saturday, 9:00 AM to 1:00 PM.
Which forms of payment do you accept?
We accept all forms of payment including cash, check, and major credit cards including: Visa, Master Card, Discover and American Express. Payment may be made in person, over the phone, or by fax. A fully executed Credit Card Payment Authorization Form must accompany any and all credit card payments. Personal, Company and/or corporate checks are accepted for payment of the rental agreement balance, so long as the check is received by Party Time Rentals, at 1816 Ponderosa Drive, College Station, Texas 77845 no less than 10 working days prior to the event.
When is My Rental Balance Due ? Five Working Days Ahead of Time . . . And We’ll Phone or Email a Reminder if you Forget.
The rental balance is due and payable 5 working days prior to the scheduled pick up/ delivery date. At that point, the rental reservation deposit BECOMES NON-REFUNDABLE. You will be asked to provide your credit card number, expiration date, security code and billing zip code. Please be advised that Party Time Rentals does not maintain your credit card as a part of your permanent record. You will be asked to provide credit card information each time a rental payment is made.
Finally, unless you have established a credit account with Party Time Rentals, we operate on a PAYMENT IN FULL IN ADVANCE basis. Please do not ask our Event Consultants to violate this critical company policy.
What If My Event Plans Change ? No Problem if the Change is Made in Timely Fashion!
With the exception of tents, rental order changes are accepted UP TO 2 WEEKS (the Change Period) PRIOR TO THE EVENT DATE OR Scheduled DELIVERY DATE (WHICHEVER IS EARLIER). Items may not be deleted from the order and item quantities may not be reduced after this time. Changes that increase rental item quantities or add items to your rental order will be accepted, subject to availability, up to 48 hours prior to your event (or delivery) date.
Tent orders cannot be canceled without 10 WORKING DAYS NOTICE. Because many tents are reserved as a rain contingency, we advise that customers be very certain before removing a tent from the event plan. For more information on tenting and weather considerations, please consult with a Party Time’s Rentals Event Professional.
Can My Rental Order be Delivered ? Yes, Indeed.
Party Time Rentals provides delivery services. Delivery fees vary by distance and are time-sensitive. Normal work-day, work-hour deliveries are scheduled for an AM (9 to noon) or PM (1 to 5) time slot. More specific delivery windows (2-hour or 1-hour) are available at an additional charge. Many public facilities (event venues, hotels, etc.) require that rental items be removed from the property at the conclusion of the event. Party Time Rentals provides late-night rental pickup at after-hour rates.
For delivered orders, Party Time Rentals sets up and takes down all “heavy” equipment (tenting, staging, dance floors, etc.). Chair and table set up is available for an additional fee.
Can I Pick Up and Return my Rented Items? Absolutely!
PLEASE BE ADVISED THAT Party Time Rentals CUSTOMERS ARE RESPONSIBLE FOR LOADING, SECURING, and TRANSPORTING THEIR RENTAL ITEMS. PARTY TIME’S RENTALS STAFF ARE NOT REQUIRED TO PROVIDE LOADING OR UNLOADING ASSISTANCE (but may do so at their option).
You must ensure that all items on the order are accounted for. Your signature on the rental agreement is your acceptance of Party Time Rentals’ terms and conditions, including responsibility for returning the rented items on time and in their “as rented” condition.
Delivery and Service Fee
Standard AM/PM Roundtrip Charge must have a minimum 4-hour window and does not include after hours, holiday, or Sunday fees. Order totals must meet Party Time Rentals’ minimums, which vary by area, to qualify for Delivery. Your Event Consultant is happy to help you with Delivery and other Arrangements.Time Specific deliveries = Regular Delivery Fee X 1.5
Early morning/late night deliveries $300.00 (minimum)*
Holiday/Sunday deliveries $300.00 (minimum)*
*These fees are additional and will be added to the standard am/pm delivery fee.
Quoted prices are door-to-door delivery and retrieval only. Delivery conditions and restrictions may result in additional charges. Wait time in excess of 15 minutes will result in additional charges.
Set Up/Stike Charges*
Standard Table: $2.00
Table Linen: $2.50
Folding Chairs: $0.75
Chair cover: $1.50
Chavari Chair Pad Installation: $1.25
Spandex Chair Cover: $2.00
Chair bag: $2.50
Chair Tie: $1.00-$3.00
*Set Up charges are for labor only. Additional charges will apply if Party Time Rentals Staff are asked to relocate items that are installed per on-site representative instructions or CAD diagram. Additional Travel Charges are applicable to all Linen, Chair Tie and Decor installation. Your Party Time Rentals Event Rental Consultant is happy to discuss Set Up Charges and Arrangements.
To inquire about Party Time Rentals’ Open House rental support, please download our Open House Form and email us your request.
Styled Shoot Rental Support
To inquire about Party Time Rentals’ Style Shoot rental support, please download our Styled Shoot Form and email us your request.
Dance Floor Space Requirements
Rule of Thumb = Allow 4 to 5 Square Feet Per guest
Cocktail Party Space Requirements
Rule of Thumb = Standing: 5 – 6 Sq. Ft. Per Guest
Partial Seating: 8 Sq. Ft. Per Guest
Dinner Party Space Requirements
Seated at Banquet Tables – 8 Sq. Ft. Per Guest
60” Rounds of 10 – 10 Sq. Ft. Per Guest
48” or 72” Rounds – 12 Sq. Ft. Per Guest
Ceremony Seat space Requirements
Rule of Thumb = Allow 6 Square Feet Per Guest
Generally speaking, buffet service requires less space than plated events.
36” Round Seats 2 to 6
36” Square Seats 2 to 4
48” Round Seats 4 – 6
48” Square Seats 4
60” Round Seats 8 to 10
60” Square Seats 8
72” Round Seats 10 to 12
6’ Banquet Table (30” Wide) Seats 6 to 8
8’ Banquet Table (30” Wide) Seats 8 to 10
8’ California Banquet (42” Wide) Seats 8 to 10
Linen Sizing Information
Table Size Lap Length Floor Length
36” Dining 96”
36” Cocktail 120”
(Note: to “Strangle” Tie a Cocktail Table use a 132” Round)
48” Round 108”
60” Round 120″
90” Round 120”
6’ Banquet 60” x 120” 90” x 132”
8’ Banquet 72” x 120” 90” x 156”
California Banquet 102” x 156”
Overlays can be Round or Square (72”). Party Time Rentals offers both options in many overlay fabrics.
Table runners are 12” to 15” wide and 90” long.
Chair ties are 4” to 7” wide and 100” to 105” long (and are sometimes used as runners as well).
Luncheon napkins are 17” x 17”. Dinner napkins are 20” x 20”.
For “Soft” Beverages
There are 128 Ounces in a Gallon.
One Gallon of Punch will make  5-ounce servings.
One Gallon of Coffee will pour  8-ounce cups.
One Gallon of Iced-Tea will provide  10-ounce glasses (consider the ice will take some space, and use an 11 or 12 ounce glass).
For Alcoholic Drinks
One 750 ML (standard size bottle) of wine equals  6-ounce servings.
One liter of liquor equals  ounces.
At 2 ounces per serving, one liter will make 17 mixed drinks.
Rule of Thumb
Allow (2) servings (beer, wine or mixed drink) per person for the 1st hour of your event, and (1) serving per person for every additional event hour. To determine the number of liquor bottles you’ll need for your party or event, calculate the total number of drinks you’ll need (for a 100 guest, 4 hour event, for example, the calculation would be . . . 200 drinks for 1st hour, 100 drinks for hours 2 through 4 = 500 total drinks for the party. Divide 500 drinks by 17 drinks per bottle = 30 bottles of alcohol.
For most Texas events figure 25% of your guests will not consume any alcohol. Of those guest who do drink, 50% will want beer, 25% will request wine and 25% will prefer mixed drinks ( but you’ll know your group better than anyone, and adjust these estimates accordingly!) For Margarita and other Frozen Beverage Recipes, follow this link below. http://www.texasritas.com/html/recipes.php