Policies, Procedures, Tips & Bad Advice
The professionals at Barn Door Event Rentals are dedicated to providing you with exceptional service. We will do a Free on-site inspection to ensure you are able to acquire the correct size and shape of tent to shelter your guests as well as dance floor, staging, DJ, buffet, seating areas or any other event features or attractions you may require. A suggested floor plan can be supplied with your quote as well, providing you with a vision of how to place your rental items. Other considerations are made during our on site inspection and a comprehensive set of options will be presented in applicable situations; considerations such as the ability to very easily expand an onsite tent venue among other not so obvious options will be pointed out by our seasoned professionals as part of our scope of service.
Barn Door Event Rentals is not responsible for sprinkler, power, gas, telephone or other buried lines. Customer is required to contact UDIG@1-800-551-8344 to locate power, gas, and telephone lines.
Our professional crew will usually set up a day or two in advance. This will allow you time for decorating and last minute shenanigans. You are to have the site prepped for setup before our arrival. Tent areas must be clear of grass, debris as well as having all utility marked or disabled as appropriate. Site considerations that need to be dealt with before we arrive include mowing, automatic sprinklers turned off, electric and gas transmission lines clearly marked, etc. The crew will be back on site within the following day or two after your event for tear down; this usually happens very early in the morning. We require decorations are removed and all rental items are in the designated site for pickup. We have requirements, but nothing scary here... as always we work with you on this stuff so everything is clearly understood and things go smoothly.
Delivery & Installation
We offer free delivery and installation within the Kalispell, Whitefish, Columbia Falls and Bigfork areas. Any specialty platform, flatbed trailer, deck, stairs or extreme uneven ground must be site inspected and bid per project. Free site inspection is required. Adequate truck & trailer access is a must. Delivery and pick up will be arranged in advance of event date. Most equipment is typically delivered Thursday or Friday for weekend events. Take down generally occurs on Sunday, Monday or Tuesday based on the job.
Like most rental companies, we provide curbside delivery; which means we will provide set-up of tents, lights, draping, stages and dance floor. You or your event coordinator will be responsible for placement of tables, chairs, linens, dishes, etc. We refer to this around the shop and in our contracts as "Housekeeping Service" and is something we find is best left to the event coordinators in order to keep our setup and delivery crews on schedule. That being said having our crew provide this service is of course an option, but it must be booked in advance for an additional fee.
If you need onsite event coordination and staffing, let us know early in the game, but if someone is already handling this in any way, sometimes the best thing we can do is provide simple advice and suggest service providers when needed. We are really in the business of providing equipment and expertise, which is why we know just about every service provider and caterer in the area so don't be afraid to let us know what your needs are.
Working Thru The Challenges Together
Don't know how many tables or size of tables you will need? What size of linens you need? Do you prefer a head table or sweetheart table? We will assist you to achieve your desired look while working with you to keep cost in budget.
While there will always be bumps along the way when planning your perfect event; keeping yourself organized, asking questions, making your wishes known and having a great professional partner with a network of local service providers and decades of knowledge about and working experience in the Flathead Valley like Barn Door Event Rentals will all help to ensure your event planning goes as smoothly and is as successful as possible.
Reservations & Deposits
We will provide you with an itemized rental contract. Upon approval, a non-refundable deposit of up to 30% of the total is due in order to reserve your equipment and date. Adjustments can be made to the rental contract up to fourteen days prior to the event. The balance is due upon delivery of the equipment. Cash, Check or Credit Card are accepted. NO children or chickens please; you must be a human adult in order for the agreement to be valid.
Off Season & Out of Area Pricing
Business is booming in the Flathead Valley in the summer months, but the other months of the year are also great for special events in Montana. We are sometimes able to offer reduced pricing during our off season times. Give us a call and ask about off season rates if you are planning an event on a budget! We are willing to travel to your location outside of the Flathead Valley, minimal delivery charges may apply.
Notable Notes & Disclaimers
- Any & All Reservation Deposits Are Non-Refundable.
- All Rental Equipment Is Available On A First Come First Server Basis.
- Prices Are Subject To Change Without Notice.