Frquently asked questions

 

How do I place an order?
You may place an order or request a quote by phone, fax, or email. Once your order/quote is placed, one of our account managers will call, email, or fax you a contract for your review. A 50% deposit is required at the time of confirmation and signed rental agreement to secure the date and necessary equipment for your event. If needed, one of our event specialists will be available for an on-site consultation.  There is no charge for this service!

What information do I need to place an order?
We will need contact information, pick up and delivery information. Please also include a list of the equipment needed for your special event plus billing information, date of event, pickup and delivery dates.

How does your pricing work?
The prices quoted are for a one-day rental; however, weekly and monthly rates are available. Please contact us for pricing information.

How do I reserve equipment?

Planning your event ahead of time helps to ensure equipment availability. If you are planning a large event during the months of May-August or September-December, we recommend getting your contract into Bethel Party Rentals six months ahead of time. We understand that things may change (such as the number of guests, etc.) All final changes to your order need to be made one week prior to delivery. We will make every effort to meet your needs.

You may place an order but a reservation is not complete until a signed rental agreement is received. If you need to change an order by increasing or decreasing quantities, this can be done within three days prior to the scheduled delivery date. Full rental fees apply to any equipment that has been cancelled.  Please note that adding equipment at the last minute (during time of actual delivery) is subject to additional delivery fees.

Can I pick up our rented equipment?
You may pick up and return your rented equipment with your own vehicle if your order does not consist of a tent structure, stage, or dance floor.

What are the options of payment and what are your payment policies?
We accept all major credit/debit cards (Visa, MasterCard, and American Express) cash, and checks. Bethel Party Rentals requires a 50% deposit (based on the total amount of the order) at the time of signing the contract and rental agreement. Full payment is required a day prior to the event.

How do I set up the tent?
Contact Bethel Party Rentals to arrange for a site survey. This will assist us in providing you with the best arrangement suggestions and ideas. CAD diagrams are available upon request to assist with event planning. Tent proposals must be signed, and a deposit payment must be included for tent rental.

What brand/style of tents do you carry?
We carry white Losberger, clear Losberger tents, and Aztec framed tents.

What do I do in the case of an unexpected malfunction at my event?
We strongly recommend you request site attendants for your event. We also have an after hours emergency line that will connect you to someone that will help you.

What is a site attendant, and what is their job?
A site attendant may be required to be on site throughout the course of your event until dismissed by the client.  They will handle situations which may occur with using our equipment at your event. They will close and open walls, fix any unexpected malfunctions on heaters, lighting and miscellaneous equipment rented with our company. The site attendant is not responsible for bussing tables, nor do they offer that service.

What is a scullery personnel and what is their job?
If scullery personnel are to be on site throughout the duration of your event, the waiter/waitress will bring service items to the personnel. The scullery personnel will stack, place in racks, and count all service items to avoid major breakage, damage or missing items. This is a convenient way to avoid extra charges due to damaged or missing inventory items.  The client is financially responsible for any item not cared for by our scullery personnel.

How much is delivery?
Delivery fees vary from city to city based upon location and time restraints. The quotes for delivery and pickup rates are based upon a round trip fee which varies depending upon your location. A minimum order amount must be met before delivery charges are applied. If a specific time is requested, there may be additional charges because delivery trucks keep several deadlines per day. We do not schedule specific times for all deliveries. If a home delivery is requested, we require a safe place where the rental equipment can be left (yard, garage, deck, etc). To avoid discrepancies, we recommend that someone be available on site to sign for the delivery/pickup inventory count. This helps prevent miscount on rented items and equipment. If the delivery is to a business or venue, we request hours of operations. We can accommodate most requests, including weekends and late nights. Please contact us for further delivery information.

How far do you deliver?
We deliver to Aspen, Snowmass, and the surrounding Western Slope area of Colorado.  Bethel Party Rentals will to travel to any place a client is willing to pay for our services.

Do you have an emergency number?
Yes, at our locations an emergency line is available. In the event of an emergency, please call 970-947-9700. You will be prompted to a voicemail which will direct your call to one of our on duty staff members.

How is equipment delivered and how should it be returned?
All rented items will be delivered and picked up at a pre-determined location. Our staff  will neatly stack all items upon delivery. Our equipment will be transported in special crates to ensure a sanitary and "table-ready" delivery. Upon delivery, all inventory is verified.  Upon pickup inventory is verified again. As part of the agreement, all chairs and tables should be broken down and stacked. Any food should also be scraped off of plates, utensils, glassware, etc. These items should be placed in their respective crates. Bethel Party Rentals will take care of washing and cleaning these items.

Do you offer event set-up and breakdown?
Yes, we do. There is an additional charge for these services and they are based on staff availability. Set-up for tents, dance floor, and stage will be included within the labor charges.

Do I need an appointment to visit your showroom?
Our showroom is open year-round and we encourage you to make one. Please call us to arrange a visit with one of our sales managers.

How much do rental linens cost?
Rental linen prices are determined by the size of linens rented. Please contact a sales representative to assist you during business hours. We welcome your inquiries by phone, fax or email.

How do I treat damp or wet linens after an event?
If linens are wet, please air-dry the cloths or napkins before storing them in the linen bags. This will help prevent mildew from forming (which may cause damage/replacement fees). We will provide the proper linen bag for the linens/napkins.

What is your policy on misplaced, damaged or broken equipment?
Items not returned (or returned damaged) will result in a full charge for the replacement of the item. This additional charge will be added to the original rental contract.  Missing items are billed separately.

Do I have to pay for equipment I don’t use?
We must charge for all equipment delivered to the client unless a portion of the order is cancelled one week prior to the delivery date. Keep in mind; it is wise to order a few extra linens or napkins to accommodate any last minute changes.

How much space is required for a sit down dinner?

You can count on 18 square feet per person (this will give you room for one or two beverage bars, dance floor and stage for the band).

How much space is required for a sit down buffet?
You can count on 20 square feet per person (this will give you room for one or two beverage bars, dance floor, and stage for the band).

How much space is required for a stand-up cocktail party?
You can count on 12 square feet per person (this will give you room for one or two beverage bars, dance floor and stage for the band).

How many glasses do I need per guest?
You can count on 3-5 glasses per person for a cocktail party (which includes glasses for water, red and white wine, and champagne).

If you don’t have an item I am looking for, can you find it?
Our staff at Bethel Party Rentals will do their best to find each item you request. If a requested item is not in our inventory, please know that there may be additional fees involved in adding specialty pieces.  Bethel Party Rentals does not assume responsibility for the quality of any other rental company's equipment.

If I rent an item from you and do not use it, do I still get charged?
Yes, you will still be charged for the item. When a customer rents an item from us, it removes that item from our inventory.  Once delivered, the item cannot be rented to other customers during that time frame.  For similar questions, please refer to our rental contract or contact one of our sales representatives.

Do I need a credit card to rent equipment?
If you are not an existing customer with Bethel Party Rentals, you need a credit card to rent our equipment. Should you prefer, we can hold the credit card as a guarantee and you may pay with cash or check when you return the rented items. We require a payment guarantee on all rental orders.

Do I need to be present at the time of delivery and pick up?
All items will be delivered and picked up at a pre-determined location. Please be on-site to count all items upon delivery and pickup, otherwise, our counts will be considered accurate.

 

Outside of an event

 

 

 Still have questions?
Please give us a call at
970-947-9700!

 

 

Table decorated for a party

 

 

 Need help on the day of the event?
Consider using our site attendants and
scullery personnel.

 

 

blue table setting

 

 

 

We can help make your event
ALL that you want it to be!

 

 

 

Outside event

 

 

 

Our delivery service options
save you time and make your event hassle-free!