Rooted Occasions
Rental Policies
Clear, thoughtful policies are the quiet foundation of a seamless event. Here’s how we work together to make sure every detail is handled with care.
01 — Booking & Reservations
Reserving your pieces
A signed rental agreement and a non-refundable deposit of 50% reserve your pieces and hold your date. The remaining balance is due 14 days before delivery. Until both are received, inventory remains available to other clients.
We recommend booking three to six months in advance for seasonal weddings and larger celebrations. Intimate gatherings can often be accommodated on shorter notice — reach out and we’ll tell you what’s available.
02 — Rental Period
Your rental window
Standard rentals cover a 24-hour period surrounding your event date. Multi-day and weekend windows are available for installations that need extra time to set and style.
Delivery and pickup are scheduled together once your details are confirmed, typically arriving the morning of or the day before, with collection the following day. Same-day turnarounds can be arranged for tighter venue timelines.
03 — Damage & Loss
Caring for what’s yours to borrow
The client is responsible for our pieces from the moment they’re delivered until they’re collected. We keep this simple and transparent so there are no surprises.
Damage deposit
A refundable damage deposit is collected with your final balance and returned in full within seven days of pickup, provided all pieces are returned in their original condition.
Replacement fees
Broken, stained, or missing items are billed at full replacement value, deducted from the damage deposit. Anything exceeding the deposit is invoiced separately and shared with photos.
04 — Cancellation Policy
If plans change
30+ days out
Cancel with 30 or more days’ notice and your full balance, less the initial deposit, is refunded. The deposit can be applied to a future booking within twelve months.
14–30 days out
Cancellations within this window forfeit the deposit, and 50% of the remaining balance is refunded. We’ll always try to rebook your pieces where we can.
Under 14 days
With less than 14 days’ notice, the full rental amount is due. At this point our team is already staging and preparing your order for delivery.
05 — Care & Handling
Treat them gently
- Keep linens, upholstery, and delicate décor away from open flame, food, and standing water.
- Return glassware and tableware scraped and free of food — no washing required, we handle the rest.
- Repack pieces in the crates and containers they arrived in to keep everything protected in transit.
- Leave furniture and larger installations in place for our team; please don’t relocate them between venues.
Still have questions?
Let’s talk through the details
Every event is different, and we’re happy to tailor our approach to yours. Reach out with any questions, or tell us about your day and we’ll put together a quote.
Rooted Occasions 