Services
Event Rental Equipment - Our extensive and often times unique rental equipment can help to make the vision for your event a reality.
Site Visit and Layout - Our ability to help with the functionality and flow for your event site can make all the difference in the planning of your Special Event.
Table Design - We welcome all our clients to come in and design the table they are dreaming of, we will be there to guide with our more than 12 years experience. Schedule an appointment today!
Event Design - From beginning to end, using the collective creativity of our team, we can make your event nothing less than spectacular.
Set up and Tear Down - If you want to leave the set up and tear down of your event to the professionals, we can help.
Delivery - We deliver all over the Portland Metro and outlying areas. Please call or email for an accurate quote.
Referrals - If you are looking for help in finding the right vendors for your event we have worked with many outstanding caterers, coordinators, bakeries, audio/visual technicians, venues and more.
Frequently Asked Questions
When should I place a reservation?
The earlier the better! We always encourage you to place a reservation as early as possible to ensure availability for your event. Our busiest months are between June – October. We rent on a first come, first served basis. A 25% reservation fee is required to secure your rental order.
How does the pricing work? How long do I get the items for?
Our rental rates are based on a 3 day or 72 hour period – from the day before your event to the day after. Extended rental rates are available; feel free to call us for pricing. Delivery, set up, and strike are additional. We base delivery on time parameters, location and distance from our warehouse. Set and strike is based on the scope of work. We can give you an estimate on both of these.
Delivery is required for all tents, dance floors, staging and some of our chairs and furniture pieces.
It is the client’s responsibility to inspect all rental items upon receiving them. Any missing or damaged items need to be reported immediately, before the event, to avoid any replacement fees. Notifying us at the time of return may result in replacement charges.
Rental costs do not reflect breakages or damage costs. Replacement charges will be added and applied on the final invoice. No refunds are given for unused items.
Payments: When do I pay?
A 25% reservation fee & signed contract is required to confirm all orders. An order is not considered confirmed or sold until the reservation fee and a signed contract is received. The reservation fee becomes non-refundable within 3 weeks (21 days) of the scheduled pickup or delivery date.
Full payment is required on delivery orders 72 hours prior to delivery, unless other arrangements are made prior in writing. Full payment on will call orders is due at the time of pickup before any equipment leaves the warehouse. A valid credit card on file is required before any equipment leaves the warehouse.
A nonrefundable 25% reservation fee on all tent and dance floors is required at the time of confirmation. An additional 25% cancellation fee will be applied to all tent and dance floors cancelled less than 3 days prior to the delivery date.
Delivery and Pickup Service: What does the delivery process look like?
Delivery is available on all orders, regardless of size. Typically the items are dropped off the day of or day before. Delivery fees vary depending on location and time. Orders are delivered during regular business hours of 9:00AM to 6:00PM. You may request a 3 hour window, and we will do our best to accommodate. Otherwise deliveries and pickups will be scheduled at our discretion. Deliveries and pickups made outside of normal business hours are considered after hours and will require additional charges.
Delivery of equipment is to a specific and pre-determined destination and transported no farther than 50 feet from the delivery vehicle on level ground without prior arrangements. If equipment drop off or pick up point is farther than 50 feet from access to the delivery vehicle, additional portage fees may be applied. We are to be notified of any permanent barriers or obstacles (e.g. stairs, hills, parking regulations, etc…) that may impede the process of a safe and timely delivery.
Someone will need to be onsite to accept delivery of all equipment. Renter is responsible for equipment until we arrive for pick up.
Equipment should never be left out in inclement weather. Keep in mind, that rain and dew can ruin equipment and you will be responsible to replace anything that is damaged.
Set-up and Take-down?
Renter is responsible for setup and breakdown of equipment (except tents, dance floors, and staging) unless specified in writing or on the rental contract. Setup and breakdown is available on most items for an additional fee. Please call our office for a quote.
Unless notified on the contract, all equipment must be broken down and ready for pick up
Dish requirements?
All dishes and food service items must be rinsed and clear of food debris. Food left on flatware can damage the finish. Charges for missing, damaged or broken items will be assessed upon return and charged to your closing invoice.
To avoid a cleaning charge, please scrape and rinse all dishware. All dishware should be returned free of any food particles. Return all glassware in the racks provided. There will be a $40 fee for each missing rack. Return all dishware in the crates provided. There will be a $20 fee for each missing crate.
Vase & decor requirements?
All items must be returned in the containers provided and free of candles, wax and debris.
Linen, napkin, sashes and chair covers requirements?
Linens must be dry and free of food debris and returned with the bag provided. Upon return, each linen will be inspected for any burns, stains and any other damage. Heavily soiled linens will be charged an extra cleaning fee. Please inspect and count all rentals when received. You must call 503.656.9587 to report any missing or damaged items prior to your event. An extra charge will be assessed for any missing or damaged items on return
Please do not attempt to wash linens. Linens must be dry and free of food. Damp linens will mildew. There will be a replacement fee applied if cloth is damaged through misuse, mildew, candle wax or burn holes. No refunds are given on unused linens. Please return all hangers. Please place all linens in bags provided.
Round Linen Sizing Chart Banquet Linen Sizing Chart
What is your tent policy?
A nonrefundable 25% deposit on all tent and dance floors is required at the time of confirmation. An additional 25% cancellation fee will be applied to all tent and dance floors cancelled less than 3 days prior to the delivery date.
Make sure the property has a good spot to set the tent. Here are some questions we will need answered when booking a tent. Is it going on concrete or grass? Can we stake the tent? Is the ground even? What size tent do I need?
How do I light and decorate my tent?
If your event runs into the evening, you will want to make sure there is proper lighting in your tent. Options include: paper lanterns, café perimeter lighting, and chandeliers. We offer tent leg drapes, fabric liners and side walls for most of our tents.
Keep in mind, you will need to make sure you can get power to your tent. Either with a generator or you need to make sure the property has enough power for your event.
Can I cook in a tent?
While our tents are flameproof, they are not suitable for grilling or other forms of cooking. Licensed caterers can use equipment to keep food warm inside a tent. Any grilling or other cooking must be done outside the tent area.
What if my event ends after your working hours? Do you pick up at midnight?
Ideally, we would want to pick up the following day, but if you are in a venue or public place that requires your rentals to be picked up that night, we can make that happen. We charge an after hours fee. Please don’t hesitate to get a quote on that when placing your order.We also provide an after hours phone number for your event emergencies.
How do I set a table?
Is set up included in the rental rate?
Listed prices are rental only. All items come prepared and ready for your use, but it is your responsibility to arrange for set up. You can hire us to provide this extra service for you and we are happy to calculate a fee based on your needs.
Barclay Events - 11733 SE 40th Avenue, Milwaukie, OR 97222 - 503-656-9587 - [email protected]
