Answers to some of your most pressing questions are found here, along with helpful information on creating your perfect event, so please keep reading…
Can I rent just one glass or a couple napkins?
Glassware is stored and rented in heavy plastic ‘crates’ that protect against breakage during transport and delivery. Each glass has its own ‘full crate’ count, ranging from 16 on the low end (large wine) to 36 on the high end (champagne flutes). The majority of our bar and beverage items are packed in crates of 25.
Please do not ask us to split a crate or package quantities for you. Based on years of rental experience, we’ll have to decline that request. Please do not ask us to adjust pricing for items you may not use either – based on our inventory system, we’ll have to decline that request too.
When Should I Reserve my Event Rentals?
Time is of the essence when placing your rental order. Our mantra here at Premiere Events is: “You can never reserve too early, but you can always reserve too late.” The items you would like to rent may be available now, but that could change at any moment. It is best to place your order early in the event planning process. This provides you with a firm, fixed cost on individual items, helps you stay within your budget, and guarantees that you will have the items you want for your special day.
During seasons of peak demand, our teams are working ‘around the clock’ to meet our customers’ rental needs. For that reason, Premiere imposes a taxable Expedited Order Fee for orders placed within five days or less of the customer pickup or Premiere delivery date according to the following schedule:
0-1 days prior: fee equal to 20% of subtotal
2-3 days prior: fee equal to 15% of subtotal
4-5 days prior: fee equal to 10% of subtotal
Please remember, whenever possible, PLACE YOUR RENTAL ORDER EARLY! Our change/cancellation policies are clearly spelled out in the Rental Reservation Agreement, and amplified in the Rental Contract. Within established policy and published parameters, you’ll have some flexibility to change your mind. Placing orders early also makes it more likely that the items you want and need will be available for your event date. Don’t Procrastinate – Don’t be Late.
How Do I Request a Quote?
Should you require a rental quote, a skilled Event Consultant will be happy to help you. Rental Quotes may be provided in person, over the phone, or via email.
The Wish List feature on our website allows you to browse through our rentals and add items as you go. Once you are ready for a quote, simply submit your wish list along with your event details and a Rental Consultant will email you a quote within 2-3 business days.
If you’re planning a tented event, simply note it within your wishlist, and a Premiere Event Consultant will gladly share our tenting options and explain Premiere’s tenting policies with you.
Which Forms of Payment do you Accept?
Premiere accepts all forms of payment including cash, check, and major credit and debit cards including Visa, Master Card, Discover, and American Express. Payment may be made in person, over the phone, or we can email a link for Cards. Premiere Events charges a taxable 3% processing fee on all credit card transactions. No processing fees apply to debit card transactions, ACH payments, or to remittances made in cash or by check. Please note that all check payments should be made out to Premiere Events and must be received in our office no later than 14 days prior to your scheduled delivery or customer pick-up date.
Rental Reservation / Balance
Unless you have established a credit account with Premiere, we operate on a PAYMENT IN FULL IN ADVANCE basis. Please do not ask our Event Consultants to violate this critical company policy.
Within 14 days of Delivery / Customer Pickup Date:
If you would like to reserve the items on your quote and are within 14 days of your scheduled order date, we require that the full amount be paid to reserve your items. Once your items are reserved, you will no longer be able to decrease or cancel your order for a partial refund. We also require a signed copy of the quote and rental contract upon reservation of your items.
Greater than 14 days before Delivery / Customer Pickup Date:
If you would like to reserve the items on your quote and are further than 14 days from your scheduled order date, we require that a 50% deposit be paid to reserve your items. The remaining balance is due and payable 14 days prior to your scheduled order date. The 14 Day Mark is also your final day for any reductions or cancellations for a partial refund. We require a signed copy of the quote and rental reservation agreement upon reservation of your items.
Damages & Damage Waiver
From the time the items are delivered to or picked up by the renter until the time it is retrieved by or returned to Premiere Events, the renter is responsible for it. If the rented item is lost, stolen, or damaged while in the renter’s care, regardless of fault, renter is responsible, and shall remit to Premiere Events, upon demand, the full retail replacement value of the rental item, including labor and shipping costs.
If the renter accepts damage waiver protection (12% of the total rentals), Premiere Events agrees to relieve renter of liability for accidental damage to the rented item(s), and for loss due to fire, windstorm, upset, and riot. Premiere Events excludes from the waiver any loss or damage due to theft, burglary, collusion, misuse or abuse, theft by conversion, intentional damage, mysterious disappearance, or any loss due to failure to care for the rented item (s) as a prudent person would his / her/ their own property. If any such loss tends to indicate a crime may have been committed, a further condition of this waiver is that renter must file a report to the proper law enforcement authorities and furnish Premiere Events with a copy. In addition, if renter has insurance for the loss or damage, renter must exercise, and shall empower Premiere Events to exercise all renter’s rights to obtain recovery under insurance, shall cooperate with Premiere Events to obtain recovery, and all insurance proceeds shall be given or assigned to Premiere Events.
Linen Rental and Return Instructions
Please review our current Linen Rental Policies and Return Instructions on our Resources Page.
Please note that damages due to wax or mildew are not covered in the damage waiver.
Rental Period / Length of Rental
Premiere defines the standard rental period as three (3) Business Days (allowing one day for delivery, one day for the event, and one day for pickup). No refund is made, nor price reduction provided, for shorter rental periods.
Additional charges do apply for any rental period that exceeds the three business day period. If you need to keep your items longer or cannot arrange to return them on time, please contact us to discuss, so that we can ensure that inventory is available for other clients who may have rented the same items.
You can review the current Extended rental rates on our Delivery Fee Schedule on our Forms and Services page.
With the exception of Tents and Special Order Items, Premiere will accept changes to the renter’s order, including cancellation, up to 14 DAYS prior to the renter’s scheduled pick up/ delivery date.
The 50% Reservation Deposit is subject to the following tiered schedule:
- >60 prior to pick up/ delivery date – Any amounts paid are fully refundable
- 30-59 days prior to pick up/ delivery date – 75% of the 50% deposit is refundable
- 15-29 days prior to pick up/ delivery date – 50% of the 50% deposit is refundable
- 14 days or fewer prior to pick up/ delivery date – No portion of the deposit is refundable and the 50% remaining balance is DUE AND PAYABLE.
Premiere will continue to accept additions the renter’s order (subject to availability) until 48 hours prior to the event date.
Unless you have established a credit account with Premiere, we operate on a PAYMENT IN FULL IN ADVANCE basis. Please do not ask our Event Consultants to violate this critical company policy.
Extended Rental Rates
Please review our current Delivery Fee Schedule linked on our Resources Page for more information on Extended Rental Rates.
Tent Rental Policies
Tent Reservations and Cancellations
All tent rentals are first come, first serve. When a tent order is placed, the renter shall make a REFUNDABLE 50% reservation deposit on the grand total. 14 DAYS prior to the scheduled tent installation date (noted on the rental order), the rental reservation deposit becomes non-refundable (unless the tent is canceled by the event holder). The rental reservation balance is due by and becomes non-refundable at noon on the business day 48 hours prior to the scheduled tent installation. At that time, the event holder must accept or reject the tent. If the tent is accepted, the rental balance is due and payable, and no portion of the final payment shall be refunded. Non-payment of the tent reservation balance shall result in the cancellation of the tent reservation.
Tent Reservation Balance
2 WORKING DAYS prior to the scheduled tent installation date (noted on the rental order), the rental balance is due and becomes non-refundable. At that time, the event holder must accept or reject the tent. If the tent is accepted, the rental balance is due and payable, and no portion of the final payment shall be refunded. Payment can be made over the phone or in person.
Damages & Damage Waiver
From the time the tent is delivered to the renter until the time it is retrieved by Premiere Events, the renter is responsible for it. If the rented item is lost, stolen, or damaged while in the renter’s care, regardless of fault, the renter is responsible, and shall remit to Premiere Events, upon demand, the full retail replacement value of the rental item, including labor and shipping costs.
If the renter accepts damage waiver protection (12% of the total rentals), Premiere Events agrees to relieve the renter of liability for accidental damage to the rented item(s), and for loss due to fire, windstorm, upset, and riot. Premiere Events excludes from the waiver any loss or damage due to theft, burglary, collusion, misuse or abuse, theft by conversion, intentional damage, mysterious disappearance, or any loss due to failure to care for the rented item (s) as a prudent person would his / her/ their own property. If any such loss tends to indicate a crime may have been committed, a further condition of this waiver is that renter must file a report to the proper law enforcement authorities and furnish Premiere Events with a copy. In addition, if the renter has insurance for the loss or damage, the renter must exercise and shall empower Premiere Events to exercise, all renter’s rights to obtain recovery under insurance, shall cooperate with Premiere Events to obtain recovery, and all insurance proceeds shall be given or assigned to Premiere Events.
Inclement Weather and Tent Evacuation
Tents can provide protection from moderate weather but are not designed for use as a shelter in severe weather because such conditions could exceed their ability to protect occupants. Please read over the Tent Evacuation Plan prior to your event to ensure that all occupants are kept safe during inclement weather.
Tent Order Revisions
Revisions on tents and tent accessories may be made up to 10 working days prior to the tent installation date depending on availability. Additions to tent and tent accessories may be made up until 2 days prior to tent installation depending on availability.
Premiere Events must deliver and assemble the tent themselves due to liability and safety issues. Customers are not allowed to pick up, set up, break down, or return a tent. The cost of delivery is not included in the tent and will be assessed separately based on the delivery and pickup timing and location.
Tent rentals are labor-intensive to install and cumbersome to transport. For those reasons Tents, Tent Accessories, Dance Floors, Sub Floors, Stages, and Carpet / Turf are subject to a taxable 20% Production Fee. Your Event Rental Consultant can provide information you might need or answer any questions you might have.
When you’re thinking about renting a tent but are unsure of the tent size that best meets your needs or suits your space, a Premiere Events Certified Event Rental Consultant can perform a site inspection for you. The site visit charge is based on time and distance, with fees starting at $100.00 for Austin locations and $60 for Bryan College Station.
When you reserve a tent with Premiere Events, the site inspection fee will be applied to the delivery portion of your order. If you forgo the tent or choose another provider, THE SITE VISIT FEE WILL NOT BE REFUNDED.
The City of Austin has event and tent permitting requirements within the city limits. There are fees for permits that may be needed, and they typically request a 3-week lead time for all applications. Here is a link to the tent permit application. Depending on your event, you may need to complete a separate ACE Application, but the form will prompt you accordingly. Please direct any questions you may have to SpecialEvents@austintexas.gov.
If outside of Austin City Limits, please consult your local government for permit requirements.
Tent Questions to Consider
- Is Premiere Events able and allowed to secure the tent with 3’ stakes?
- Are there any sprinklers or underlying conditions that could be affected by the use of stakes?
- If Premiere Events is not permitted to use stakes, we will either need to weigh the tent down with concrete blocks or utilize a source of water on-site to fill tent barrels.
- What is the proximity of the water source (if needed) to the tent location?
- Are there any overhead obstructions such as trees or power lines that would prohibit the installation of a tent?
- When does Premiere have access to the venue to begin installation?
- At what time does the tent installation need to be complete?
- When does Premiere have access to the venue to begin dismantling the tent?
- Does Premiere need to be out of the venue by any particular time?
- Are there any specific load-in instructions?
- What is the distance of the load-in area to the location of the tent site?
Premiere Events offers delivery within a 150-mile radius of Austin and a 100-mile radius of Bryan/College Station.
Please note that to qualify for delivery, an order subtotal minimum requirement must be met. If that minimum is met and our schedule allows, delivery fees will be applied to the order. Please review our current Delivery Fee Schedule linked on our Resources Page.
All orders being delivered have a base delivery fee (based on the delivery zip code, city, or county) that assumes we are delivering and picking up with an open time window of our standard delivery hours. More narrow time windows and deliveries outside of business hours are available for additional fees.
If you have any questions regarding a specific delivery scenario, please reach out to your event consultant for an explanation of the charges.
Delivery Fees & Charges
Our starting delivery fees are shown on our Labor & Delivery Fee Schedule on the Resources Page.
Please note that to qualify for delivery, an order subtotal minimum requirement must be met. If that minimum is met and our schedule allows, delivery fees will be applied to the order. The subtotal minimum order requirement delivery fees and subtotal minimum requirements increase the further you are from our headquarters.
There are, however, many cases in which the delivery fees are higher depending on delivery and pick-up timing requirements, size of the order, and labor intensity. Please contact us to determine a more accurate delivery fee quote.
POTENTIAL ADDITIONAL CHARGES:
- If Premiere Events must wait in excess of 15 minutes at a delivery or pickup site
- If Premiere Events is asked to relocate items that were already installed, or return to relocate items that were already installed.
- If an order must be carried up more than 3 stairs, or a distance longer than 50 feet from where our trucks can safely park.
- If we are asked to deliver to a floor other than the 1st, and/or use a shared, small, or difficult-to-access elevator.
We always do our best to be available for deliveries, but during our peak busy seasons, or when there are many large events going on, we do have to close out certain dates for new deliveries or pickups. We often still have the inventory available, but not the crew available to deliver/pick up. We do not guarantee availability of delivery/pickup until you have a confirmed order with us that is paid with either a deposit or payment in full and a signed contract.
Additionally, once we have a closed-out date, we may not be able to add major items (ex: tents, large stages or dance floors, lots of furniture, etc.). to existing orders, but each request is considered on a case-by-case basis dependent on our overall scope of orders for that date.
Unfortunately, this process is fairly unpredictable and quite complicated. Typically, we cannot provide a heads-up that we will be closed out for a certain date in advance, as we do not know until it happens. Once a date is closed out it is very rare that it opens back up, or that we will be able to add any new orders for that date as a special exception.
When Do We Close Out a Day for Delivery?
Sometimes we close out a date a month or two in advance, sometimes the week of, and even the day prior. So you may be in the middle of putting together a quote for your event, and at that time we have availability, but by the time you’re ready to place your order, we could be closed out for new deliveries.
For this reason, we recommend booking sooner rather than later to help ensure that we reserve a delivery slot for you, even if you need to adjust your rental items throughout the process up until your final date allowed for changes per your contract.
For your reference: Fridays, Saturdays, and Mondays are typically the first dates to get closed out for deliveries and pickups. We are particularly prone to closed-out dates in the months of March, April, May, September, October, November, and December, as well as around major holidays, but they can happen at any point.
What Can You Do If We Are Closed Out For Delivery?
Sometimes we close out a date a month or two in advance, sometimes the week of, and even the day prior. We apologize for the inconvenience and unpredictable nature of this process. If you find yourself in this situation you typically have two options:
1. Arrange for a delivery service to handle the transportation for you.
2. Arrange to pick up and return your rentals on your own (furniture, stages, tents, large rental pieces, and any non-folding chairs or tables are not available for this option to maintain the integrity of our rental inventory).
We’re happy to make referrals in these cases for other rental companies who may be able to assist you! Please ask your Event Rental Consultant for any further assistance.
Set Up & Take Down
The delivery cost covers delivery TO THE DOOR. Set-up services are available but are not included in the delivery charge. Additional fees will be incurred if set up & strike services are requested.
If you opt against setup, you will be responsible for breaking down all tables and chairs, bagging all linens (and their hangers), and placing all of the items in one location for our drivers to load back onto the truck.
Some Premiere rental items needed to help execute large or complex events are labor-intensive to install and cumbersome to transport. For those reasons, the following Premiere rental items are subject to a taxable 20% Production Fee: Tents, Tent Accessories, Dance Floors, Sub Floors, Stages, and Carpet / Turf. Your Event Rental Consultant can provide information you might need or answer any questions you might have.
Please review our Labor & Delivery Fee Schedule for current rates linked here on our Forms and Services Page.
Additional charges will apply if Premiere Events Staff are asked to relocate items that are installed per on-site representative instructions or CAD diagrams. Your Premiere Events Rental Consultant is happy to discuss Set Up Charges and Arrangements.
Additional Services Offered
Customer Pick Up & Return
Most orders, and most (but not all) rental items can be picked up at a Premiere location: South, (11810 Manchaca Road), North (11002-A Metric Blvd.), or College Station (1816 Ponderosa Drive).
Renters picking up their rental item(s) may do so between the hours of 9:00 AM and 5:00 PM, Monday through Friday on the date specified on the Rental Contract. Premiere is closed Saturday, Sunday and on major holidays for pick up and return. Weekend rentals must be returned to Premiere on Monday (following the renter’s event), or as specified in the Rental Contract.
Renters must ensure that their vehicle is appropriate for transporting the rented item (s). Renters must bring necessary pads, blankets, tie-downs, and other items needed to protect their vehicle (from damage) and to ensure against damage to the rented item (s).
PLEASE BE ADVISED THAT PREMIERE CUSTOMERS ARE RESPONSIBLE FOR LOADING, SECURING, and TRANSPORTING THEIR RENTAL ITEMS. PREMIERE EVENTS STAFF ARE NOT REQUIRED TO PROVIDE LOADING OR UNLOADING ASSISTANCE.
You must ensure that all items on the order are accounted for. Your signature on the rental agreement is your acceptance of Premiere’s terms and conditions, including responsibility for returning the rented items on time and in their “as rented” condition.
AUSTIN CUSTOMERS: Please note that all inventory is kept at the warehouse attached to the South Location. All North Store pickup orders are brought to the North Store every Tuesday and Thursday by 1 pm. If you are picking up on a Tuesday or Thursday, please ensure that you arrive after that time. Any North pickups on a Thursday, Friday, Saturday, or Monday must be revised by Noon that Wednesday to ensure that they will be loaded on the truck. Otherwise, additional items will need to be picked up from the South Location. All North Store pickups on a Tuesday or Wednesday will need to submit all revision requests by Noon that Monday.
CAD Layouts (computer-assisted design layouts) are wonderful tools that can help you visualize your event space and plan your layout. A CAD helps ensure that everything needed will fit comfortably in the space provided. We’d be happy to make them for your event, however, due to the often significant time requirement and care that goes into creating and revising CADs, we do charge for this optional service.
Our fee is $75 non-refundable for the first CAD layout prepared and a $55 fee for each substantive CAD revision (plus sales tax). At any point in this process, we can grant you edit access to the prepared CAD if you’d prefer to make revisions on your own, but once edited, we do not guarantee the logistical accuracy.
Additionally, if we have not prepared a CAD at your venue before, it is your responsibility to ensure that the site diagram provided is accurate and to scale before we begin.
All CAD invoices must be paid in full before work begins.
We love for our clients to be able to visit our showrooms and view their rental selections in person! We find that the best way to ensure you will love what you pick out is to see it in person and to have the opportunity to set up a mock table design with options. Nothing beats having our helpful Event Rental Consultants on-site to answer questions about product availability and help with recommendations when needed.
In order to best serve you, we request that you schedule an appointment to visit our showroom. This way we can ensure that our team is available to meet your needs and can offer you the dedicated attention you deserve. Please note that if you do opt not to schedule an appointment and walk in, you may be asked to browse on your own, and may need to wait longer than usual for assistance, but we will make every effort to attend to you as well.
If you’re looking to set up a same-day appointment or an appointment within the next 48 hours, please give us a call at your preferred showroom location.
Otherwise, please submit an Appointment Request Form.
Please note that not all products are on display at our Showrooms. If there is a specific product you’d like to see, please include it in your request form and we will do our best to have it for you.
Helpful Rental Information
Dance Floor Spacing Requirements
Rule of Thumb = Allow 4 to 5 Square Feet Per guest
Total # Of Dancers Recommended Floor Size
20 8 x 12
35 12 x 12
45 12 x 16
55 16 x 16
75 16 x 20 or 18 x 18
88 20 x 20
100 21 x 21
110 20 x 24
130 24 x 24
150 24 x 28
175 28 x 28
Event Space Requirements & Rule of Thumb
Standing: 5-6 Sq. Ft. Per Guest
Partial Seating: 8 Sq. Ft. Per Guest
Seated at Rectangle Banquet Tables: 8 Sq. Ft. Per Guest
Seated at 60″ Rounds of 10: 10 Sq. Ft. Per Guest
Seated at 48″ or 72″ Rounds: 12 Sq. Ft. Per Guest
6 Sq. Ft. Per Guest
Table Seating Capacity
Generally speaking, buffet service requires less space than plated events.
Chargers/flatware/Glassware will not fit a full setting comfortably if maxing out guest count per table.
Table Size Seats Comfortably Seats Snug
36″ Round 2 6
36″ Square 2 4
48″ Round 6 8
60″ Round 8 10
72″ Round 10 12
6′ x 30″ (Banquet) 6 8
8′ x 30″ (Banquet) 8 10
9′ x 42″ (California Banquet) 8 10
Download a copy of our Linen Size Guide!
Table Size Lap Length Floor Length
36” Dining 96”
36” Cocktail 120”
(Note: to “Strangle” Tie a Cocktail Table use a 132” Round)
48” Round 108”
60” Round 90″ 120″
72” Round 108″ 132”
6’ Banquet 60” x 120” 90” x 132”
8’ Banquet 72” x 120” 90” x 156”
or 60″ x 120″
“King” or Conference 102” x 156”
Overlays can be Round or Square (72”). Premiere Events offers both options in many overlay fabrics.
Table runners are 12” to 15” wide and 90” long.
Chair ties are 4” to 7” wide and 100” to 105” long (and are sometimes used as runners as well).
Luncheon napkins are 17” x 17”. Dinner napkins are 20” x 20”.
Drink Calculator & Rule of Thumb
There are 128 Ounces in a Gallon. Each of the following estimates is for one gallon.
- Punch:  5-ounce servings
- Coffee:  8-ounce servings
- Iced Tea:  10-ounce servings **
**Consider the ice will take some space, and use an 11 or 12-ounce glass
Wine (750 ML Bottle):  6-ounce servings
Liquor (1 L Bottle):  2-ounce servings
Servings Rule of Thumb
Allow (2) servings (beer, wine or mixed drink) per person for the 1st hour of your event, and (1) serving per person for every additional event hour. To determine the number of liquor bottles you’ll need for your party or event, calculate the total number of drinks you’ll need (for a 100-guest, 4-hour event, for example, the calculation would be . . . 200 drinks for 1st hour, 100 drinks for hours 2 through 4 = 500 total drinks for the party. Divide 500 drinks by 17 drinks per bottle = 30 bottles of alcohol.
For most Texas events figure 25% of your guests will not consume any alcohol. Of those guests who do drink, 50% will want beer, 25% will request wine and 25% will prefer mixed drinks ( but you’ll know your group better than anyone, and adjust these estimates accordingly!)
If you are having a serviced bar, it is best to ask your bartender for their suggestions as well.