Frequently Asked Questions

Process and Policy

How do I get a quote?+

There are several ways to obtain a quote from your Party Perfect team!

1. You may fill out a quote request online and we will return the quote to you within 24-48 hours.
2. You may visit our showroom and we can give you our undivided attention and you will walk away with a full quote in hand.
3. You may call and speak with one of our rental consultants and we can email you a quote within minutes.

How soon before my event should I place my reservation?+

We recommend you make your reservation at least three months prior to your event date for a large affair. To make a reservation, we ask for a deposit of 50% of the total rental, and the balance is due 48 hours prior to delivery or day of for a customer pickup.

Is there a refund for unused rental equipment?+

We do not issue refunds on unused rental equipment. Rental items and equipment are rented by time out, not time used.

What is a damage waiver?+

Party Perfect offers an optional damage waiver to protect you against accidental breakage or damage to our equipment. We add it to the rental charges, but it is not taxed. Please save and return all broken or damaged items so the waiver can be applied. A damage waiver does not cover missing items; we charge full replacement cost for equipment you do not return.

If you decline the damage waiver, we require a cash or credit card security deposit and will charge full replacement costs on all items that are broken, damaged or returned with permanent stains or other obvious damage.

Why is there a damage waiver?+

Damage waiver is offered as an optional cost to protect the customer against accidental breakage or damage to equipment. (The customer must save and return all broken/damaged items for the waiver to take effect. Damage waiver does not cover mildew.) A full replacement cost will be charged for any missing items.

When damage waiver is declined, a cash security deposit is required or a credit card can be kept in file. Full replacement costs will be charged on all items that are broken, damaged or returned with other obvious damage.

How late can we adjust reservation quantities?+

Quantities can be adjusted up to 48 hours prior to pickup or delivery depending on availability.

Are deposits refundable?+

The reservation deposit will be refunded only if you cancel your contract at least 30 days prior to the scheduled date of your event by delivering written notice to us. Please contact us by phone if there are extenuating circumstances which result in having to cancel your reservation.

Is there a minimum order for delivery?+

Yes, the combined order must be over $100 November-April, July, and August and over $300 May, June, September, and October.

Rental Item Questions

What are your showroom/warehouse hours?+

Please click here to view our current store hours. We highly recommend and encourage appointments to visit our showroom and play in our design center! You can “try-on” your linens, china, glassware and flatware before making your order.

Do you have an after-hours emergency number?+

Yes – if you have an event emergency occurring within the next 24-48 hours, please call us at (804) 592-1264. We will do our best to accommodate your needs.

What are your delivery charges?+

Our standard round trip delivery fee within the Richmond area is $99. For areas outside of Richmond, we calculate our fees based on mileage. After-hours fees will occur any day before 8am and after 5pm and on any Sunday.

Do you offer setup and knock down as part of your services?+

We most certainly do offer this service for our table and chair rentals as an additional fee. Tables $2.00 each, Chairs $1.00 each. Keep in mind, larger items such as tents, staging, dance floors, pipe and drape, and lighting already include setup and knock down in the price.

Do you have any tents I can set up myself?+

Yes, a 10 x 10 popup on any surface (weights may be needed and are not included) or a 20 x 20 tent can easily be set up on a lawn or grassy area (requires staking in grass and stakes are provided – cannot be setup on asphalt or concrete.) Instructions on setup will be given at time of rental.

How many guests can we seat at a table?+

6-foot rectangular table: 6-8 people
8-foot rectangular table: 8-10 people
2-foot round table: 2 people
2-foot square table: 2 people
3-foot round table: 2 for dinner and up to 4 bistro style
4-foot round table: 6 people
5-foot round table: 8-10 people
5.5-foot round table: 9-11 people
6-foot round table: 10-12 people

If you are planning on a full place setting the lower quantity of seats is going to best suit your needs.

Do you have children’s tables and chairs?+

Yes, we have children’s eight-foot rectangular tables that seat 10-12 children and children’s six-foot rectangular tables that seat 8-10 children. The children’s chairs are stackable and easily transported.

Do all of your chairs fold?+

No, Chiavari ballroom chairs and x-back farm chairs are stackable (about 6 per stack). Our Samsonite chairs in black, white, tan, and our garden chairs in black, white and natural all fold.

How much skirting is required for a serpentine table?+

If you require the entire table skirted 2 ten foot sections and 1 60×120 for the top. If the table is set up in a corner, 1 ten foot section and 1 three foot section with a 60×120 for the top. Please remember if multiple tables are placed end to end, we recommend you call one of our rental coordinator’s and we would be happy to advise the quantities per your layout.

How many glasses or plates should we order for an event?+

For a buffet, we usually recommend one and one-half to two of each per person. For sit down dinners always order 10-20 extra just in case a piece is accidentally broken in serving or preparation.

How large of a dance floor should I order?+

As a general rule, one half to two thirds of your guests will dance at one time. Preferences for square foot per person vary from 5 square feet to 12 depending on what type of music will be played and who will be attending. For example a 12×12 dance floor will serve approximately 32 guests and a 20x20 will serve approximately 84 at a traditional wedding if you want the floor "packed."

What is the width of a classroom table?+

Classroom tables are 18 inches wide and usually seat three people on one side at a six-foot table or four people on one side at an eight-foot table. Classroom tables are usually used for meetings or presentations.

Must we wash the dishes and glasses before returning them?+

No, but please wipe off any food with a wet cloth to avoid being charged a cleaning fee when you return the items.

Do we need to wash the linens after using them?+

No, you do not. The linens will come pressed and hung for your rental order. We will also provide mesh bags for the return of the used linens. You simply shake the linens free of food and debris and place them in the mesh bags provided. We do ask that you return the hangers as well.

Does a 100-cup coffee urn require a separate circuit?+

Each 100-cup coffee urn should each have a designated 15-amp circuit or it may trip the circuit breaker.

When renting a 100-cup coffee urn, is a filter necessary?+

No, there is a built-in filter in the unit.

What is the brewing time for a 100-cup coffee urn?+

The brewing time for a 100 cup coffee urn is one hour and you must fill with cold water, not hot water. One pound of coffee will make 55 cups of brewed coffee. This unit is a perk coffee maker, not a drip, and must use a designated line. Multiple units on same line may cause circuit breaker to trip.

Is the champagne fountain refrigerated?+

No, the pulp free liquid must be refrigerated prior to placing in the fountain or you can chill the beverage with ice in a zip lock bag prior to the event.

Do we have anything other than grills to prepare food for a large outside event?+

Yes, in addition to our gas and charcoal grills, we have an electric convection oven, six-burner propane oven, a rotisserie attachment for our deluxe grill (that’s great for roasting pigs) and porta-bouya/propane tripods for deep-frying, stewing or steaming.

How much charcoal does the 2 x 5 grill hold?+

The grill holds 50 pounds of charcoal, which is not included in the rental.

How long will the propane grills burn?+

It depends on temperature but about 3 pounds per hour.

Can we keep the plates warm prior to serving a large seated dinner?+

Yes, we have Crescor food warmers and plate covers to keep the food warm until served. Please note, our Crescor is not electric, it requires sternos in the bottom along with a food pan of water for steam.

How long will a sterno burn in your chafers?+

Usually two to three hours, which should be long enough for most events. However, we can provide extra sternos on request.

I want to sauté at a serving station. Do you have any suggestions?+

We offer single burner rechauds, which operate on a canister of butane fuel and will work great for crab cakes, bananas foster and other sautéed food.

How can we transport hot prepared food from the catering kitchen to the event location?+

Most caterers use our four- or six-pan insulated cambros, which transports food pans and maintains the warm temperature for several hours.

What size table is used for wedding cakes?+

Depending on setup and size of cake, a 3 or 4 foot table is used for the wedding cake.

Serving Richmond, Tappahannock, Charlottesville, Fredericksburg, Williamsburg, Petersburg, and all of the greater Virginia area with all of your event rental, party rental, wedding rental, tent rental and event planning service needs
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