Information to Know

Rental Equipment                                                                 

  • A credit card may be required to be on file prior to the rental of any equipment. Any additions to your order (unless paid for at the time of delivery) or equipment damages will be charged to the credit card on file. Additional delivery fees will apply for any late requests or additions.
  • Cancellation of rental equipment OR a  20% or greater reduction in  rental equipment on your quote any later than 60 days prior to your event will result in a 50% charge for the rental equipment. 

Tent Setup, Table, Chair and Equipment Set Up                                   

  • All rental equipment and tent rentals 40×40 and smaller are guaranteed for one day rentals only. Tents reserved for Saturday events are typically set up on the preceding Thursday or Friday, and taken down the Sunday or Monday after the event. This is dependent on weather conditions & availability.
  • You will receive a phone call the week of your event with an approximate time frame for set up. Please make sure someone is available at that time to direct tent placement.
  • Tents must be set up in a dry, flat, grassy area. Any dirt or gravel areas or driveways must be pre-disclosed at the time of booking and may result in additional charges.
  • With the exception of tents, it is the sole responsibility of the renter to keep all equipment covered or in a protected area from the elements (rain, snow etc.). In the event that the equipment is left in the elements, a charge of 50% of the total rental fees will be charged to your final bill. All rental equipment is the sole responsibility of the renter from the time of set up until equipment is picked up by Partyman Catering & Rental staff. This includes all damage, damage incurred by third parties, theft, or vandalism.
  • Adequate power must be run to the perimeter of the tent for lighting, unless other arrangements are made.
  • Any and all decorations that are put up by the renter must be removed prior to the scheduled pickup time. Only non-adhesive products may be used to put up decorations. In the event that there is any damage to the tent or rental equipment from adhesives, staples, nails or decorations, the replacement cost amount will be charged to your final bill.
  • Renter agrees that they will not grill, cook, fry or have any open flames (with the exception of contained candles and chaffers with sternos) under the tent. Renter agrees that any grilling, frying or cooking will be at least 20 feet from the tent. Renter agrees that any and all large flames (ie: bonfires, campfires, fireworks) will be at least 100 feet from the tent. In the event that there is any damage to the tent from grilling, cooking, soot stains or any type of flames, there will be a minimum cleaning fee charged in the amount of the tent rental or up to a maximum fee of the replacement cost of the tent charged to your final bill.
  • It is the responsibility of the renter to have any and all underground utilities including (water, gas, electric, sewer, septic, fiber optic, phone etc.) marked prior to Partyman Catering and Rental arriving to set up tents. If utilities are not marked upon our arrival and tent or rental equipment needs to be adjusted or repositioned there will be additional charges starting at $100/hour. If the renter fails to clearly mark the utilities and they are struck or damaged, Partyman Catering and Rental is not responsible for any charges incurred as a result of the damage.
  • Any and all mowing should be done at least 1 day prior to any tent set up, this will help ensure a clean tent. You may mow underneath an erected tent. Tents will not be set up if dog or animal feces are present at the setup location.
  • It is the responsibility of the renter to obtain any and all permits or owner authorization required for tents to be put up in any location that may require permits.
  • After your tent is set up by Partyman staff, moving or repositioning of tents will incur an additional charge of 80% of the total rental equipment cost. Tents may not be erected, moved, repositioned, or taken down by anyone other than the Partyman Catering & Rental staff.
  • Table, chair and small equipment set up and final positioning is the responsibility of the renter, unless you have made other arrangements with Partyman and it is clearly stated in your contract. If you have hired Partyman to handle your table and chair set up, they will be set up per the established layout; otherwise tables will be set up, and chairs will be left in stacks. Tables and chairs should be returned this way at the conclusion of your event to avoid additional charges.

Tent Sides

  • Tent sides are not included with our tents. They can be ordered at an additional charge. Inventory is on a first come, first serve basis. Early reservations increase your chances of having the items you need made available to you.
  • Additional delivery fees will apply if sides are not included on the original order and are requested later (after initial set up). These fees must be paid upon delivery or via the credit card on file.

Linen and Glassware          

  • A 20% production fee is applied to all glassware, dinnerware and linen rentals.
  • Our staff will arrive in advance of your event time for setup purposes (generally 2-3 hours before).
  • Your linens may arrive early (with tent setup or catering items) and you are welcome to arrange the linens on tables according to your desire, should you need to have linens in place prior to when we arrive on site for decor/centerpieces etc. Please let us know if you require staff assistance for this in advance. Arrangements may also be made to pick up linens in advance. Your linens will be labeled “ordered linens”.

Dinnerware                                                                

  • If you do not see dinnerware items on your invoice, please do not assume Partyman will be providing it. Dinner ware is not included in our menu pricing.
  • We offer all of our disposable products as well as china, silverware, glassware, and linens at very reasonable prices. Please inquire about having any of these items added to your invoice.
  • You may supply your own disposable ware, you are then responsible for the placement/set up of this disposable ware unless other arrangements are made with Partyman (and this is clearly stated in your contract).

Leftover Food

  • Main menu items that are left over will only be given to the host at the discretion of Partyman Catering & Rental.   Health dept. regulations dictate whether we are able to leave leftovers at any specific event.  When the host orders food for a specific number of people, an appropriate amount of food will be provided for that number of people.  We assure your guests will be satisfied with with the quantity of food. This being said ALL leftovers are not property of the host.
  • We do specifically prepare extra food to feed our staff working the event  as well as a percentage over in the event people eat more than average.
  • Should a significantly lower guest count (more than 5% of your final count) attends the reception, Partyman Catering will consider leaving leftovers (only if health department regulations permit).  Should we leave food, Partyman Catering & Rental, assumes no responsibility for sickness resulting from improperly handled food. The same applies to appetizers and desserts ordered by a specific count.

Trash Removal                                                                      

  • Unless arranged and included on your contract It is your responsibility to supply trash receptacles for your guests so that they can properly dispose of any trash they generate. You are responsible for beer, wine, and champagne bottles and boxes as well as any excessive decor and supply trash/boxes.
  • We do offer trash removal services at reasonable prices, speak to your planner about options. Partyman Catering & Rental will take responsibility for all waste that we generate from our food and operations.

Cake Cutting, Champagne Toasts & extended services

  • Assistance with service on items not supplied by Partyman should be discussed in advance. These services may require additional staffing and time.
  • These services (Things like lighting candles, placing centerpieces, placing favors, cake cutting, plattering desserts etc.) are not automatically included and must be requested prior to the day of your event. If we are not made aware of your need for these services in advance adequate staffing may not be available. Fees may apply.                                                             

Delivery  Charges                                                                     

  • Please be aware that delivery charges may be applied to your bill. Please call for our specific pricing.
  • We determine the necessity of these charges based on the distance from our facility in Avon, to your event location as well as complexity and staffing requirements. Local delivery within 5 miles will be waived.                 

Production Fee

  • Anything previously referred to as “service charge” will now be considered production fee. Our standard 20% production fee is applied to all food and beverage as well as dinnerware, glassware decor and linen rentals etc. The production fee is for the planning and behind the scenes production of your event. Including but not limited to administrative time of up to 6 hours relating to client meetings and discussions, pre event labor including design elements and the facilitation of equipment and staffing for your event. In no way is this considered a gratuity nor will this fee be distributed to employees that will be servicing your guests.  Please see the notes below regarding tipping the exceptional event staff working your event.

Gratuities                                                                       

  • Gratuities and tipping are welcomed, sincerely appreciated and at the sole discretion of you the host. Should you prefer to have the tip included in your bill for ease we will gladly distribute this to the staff servicing your event. Please specify should you prefer to include any portion of this to your planners or chefs.  Let your event planner know and they can kindly assist you in common tipping practices which generally range from 10-15% of the final food and beverage cost.

Timeline and Basis for Billing                                                        

  • A minimum guest count must be given 2 weeks prior to your event. This will provide the basis for billing your final payment.
  • If no minimum is given, Partyman Catering & Rental will use your planned guest count for billing and ordering.
  • You may increase your guest count up to 1 day prior to your event.
  • Final menu and contract changes must be made 2 weeks prior to the date of your event.                                                                              

Deposits & Payments                                                                  

  • An initial non-refundable payment is due at the time of booking in order to secure your date and items for all events. This payment is applied to your balance and put towards your event. For events over $1000 a deposit of $250 per significant service (Food, Alcohol, Rentals) is required.
  • For events totaling less than $1000, half of your balance is due at the time of booking and your final payment would then be due no later than 10 days prior to your event.
  • Deposit schedule for events totaling $1000 or more:
  • A 1st Payment of $250-$750 (depending on the services you have secured with Partyman).
  • A 2nd payment of 25% of your total estimated bill will be due no later than 9 months prior to your event.
  • A 3rd payment of 25 % of your total estimated bill will be due no later than 6 months prior to your event.
  • A 4th payment of 25 % of your total estimated bill will be due no later than 3 months prior to your event.
  • A 5th & final payment of 25 % of your total estimated bill will be due no later than 10 Days prior to your event.
  • The final payment (25% of your total estimated bill) is due 10 days before your event. You will risk losing your deposits and forfeiting our services if it is not paid on per this schedule. Adequate time must be allocated for checks to clear prior to your event.

Cancellations and Refunds                                                                                 

  • Your initial payments of $250-750 are non refundable and applied towards administrative fees. We take your event very seriously and may turn away other possible bookings after you have reserved with us resulting in lost revenue. For these reasons your deposits are non refundable.
  • If a cancellation is made prior to 3 months before your event date, 50% of your  payments made  will be refunded.
  • If a cancellation is made within 3 months of your event date, no payments  will be refunded.
  • Cancellation of rental equipment OR a 20 % or greater reduction in rental equipment   on your quote any later than 60 days prior to your event will result in a 50% charge for the rental equipment.

Final Payment

  • Final payment is required  no later than 10 days prior to your event. Preferable payment is check, cash, or money order.
  • All quoted prices reflect a 4% discount if paying with check, money order or cash. If paying with a credit card, 4% will be added to the quoted price, reflecting “full price”
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