Rental Policies

OUR POLICIES

  • Minimums
  • Reservations
  • Backup Rain Plan
  • changes and cancellations
  • White Glove Delivery (And Pickup)
  • rental period
  • travel events
  • styling
  • custom orders
  • use of rentals outdoors
  • consultation
  • damages
  • candle use
  • Rush orders
  • Backup Rain Plan:

    • First things first, WE WANT YOU TO HAVE PERFECT WEATHER AT YOUR EVENT!
    • The next most important thing, WE WANT YOU TO HAVE PERFECT WEATHER AT YOUR EVENT!
    • And since we live in South Florida in case it does rain (or look like it might rain at some point throughout the day) we do require all clients to have a backup rain plan in place.
    • The backup rain plan is because we do not EVER want to have to charge our clients for rain or water damage to our vintage rentals.
    • Backup rain plans may include: a tent with walls (and/or flooring depending on the items rented) or an indoor space.
    • Backup rain plan must be established prior to the date of the event, and rain call must be made prior to our Unearthed Vintage’s scheduled arrival.
    • We highly suggest the rain call is made at 30% or greater chances of rain, and we almost always require the rain call to be made at a 40% or greater chance of rain.
    • Tarps DO NOT count as a backup rain plan and are not an acceptable way of protecting Unearthed Vintage furniture.
    • Backup rain plans are designed to ensure the smooth unfolding of your event, rain or shine, and to prevent water damage to our one-of-a-kind rentals.

  • changes and cancellations:

    • Items may be swapped for other items of equal or greater value. An additional deposit may be required.
    • If any changes occur, the invoice is revised and requires client signature for approval.
    • Two "even" swaps are allowed at no cost. Any consequent swaps are charged at $35 per request.
    • Any cancelled item(s) will result in a loss of deposit paid on those specific item(s). Deposit will NOT be applied towards the final balance due.
    • If reservation is cancelled within 2 weeks of the agreed upon event date no refund of deposit or final payment shall be given.

  • white glove delivery:

    • All rental orders require white glove delivery service
    • .
    • White glove delivery includes the time and labor involved in packing the truck prior to the event, driving to the venue, delivering all items on order, setting up all large items according to floor plan, driving back to showroom, returning to venue to pick up items at end of event, driving back to showroom, and time and labor to unload truck and place items back into showroom.
    • White glove delivery services ensures all large items (tables, chairs, furniture) are set in place according to a floor plan or direction provided.
    • White glove delivery does NOT include styling of small rentals such as tabletop items or other decor. Styling services must be reserved separately.
    • White glove delivery services generally range between $300 and $1600 within regularly serviced areas in South Florida and are based on distance traveled, size of the order, labor involved, times requested for delivery/pickup, and venue restrictions.
    • Regularly serviced areas include Miami-Dade County, Broward County, Palm Beach County (as far north as West Palm Beach), Monroe County (as far south as Islamorada), and Martin County.
    • Requests outside of the above listed areas will be considered a travel order and are subject to higher minimum order fees as well as travel fees.
    • Unearthed Vintage requires adequate access to site of delivery, including but not limited to: drive-up access to outdoor events, minimum of 4’ wide hallways, a standard size freight elevator (8′ wide or larger), and ramp access rather than stairways.
    • If such access is not available, the client must inform Unearthed Vintage as additional manpower will be required for delivery. Failure to notify the Rental Company of such delivery conditions may result in additional delivery fees.
    • pickup:

      • Regular pickup hours are between 8:30am and midnight.
      • Any pickups requested outside of those times are subject to an "after hours" white glove delivery addition.
      • Unearthed Vintage requires a minimum 1 hour window of time to arrive for pickups.
      • Any pickups requiring a smaller window of time or exact arrival time are subject to a "narrow pickup window" or "exact pickup time" white glove delivery addition.
      • Any requests for next day pickups are subject to a "next day pickup" white glove delivery addition along with additional rental fees.
      • Unearthed vintage reserves the right to refuse a next day pickup or an unreasonable time requested for pickup.
      • All rentals must be prepared for Unearthed Vintage to pick up at the agreed upon time as follows:
        • Tables clear of all decor, linens, china, and glassware
        • No guests seated in any chairs or sofas
        • Small rentals are to be gathered in one area and placed into original packing
      • For any approved next day pickups, all above procedures must be followed in addition to:
        • Lights unplugged or turned off
        • All furniture used outdoors to be moved under covered area or indoors
      • If all of the above procedures are not followed, the client’s credit card on file will be charged accordingly.
      • If an event runs over time and rentals are not ready for pickup at the agreed upon time, the client’s credit card on file will be charged at the rate of $1000 per hour.

      delivery:

      • Regular delivery hours are between 8:30am and midnight.
      • Any deliveries requested outside of those times are subject to an "early morning" white glove delivery addition.
      • Unearthed Vintage requires a minimum 2 hour window of time to arrive for deliveries.
      • Any deliveries requiring a smaller window of time or exact arrival time are subject to a "narrow delivery window" or "exact delivery time" white glove delivery addition.
      • Any deliveries requested the day before an event are subject to a "day before delivery" white glove delivery addition along with additional rental fees.
      • Unearthed Vintage reserves the right to refuse a delivery time that is the day before an event
      • Unearthed Vintage reserves the right to refuse a delivery at a time considered unreasonable.
      • Unearthed Vintage must be provided with a floor plan prior to the date of the event.
      • Unearthed Vintage will provide an inventory checklist including names and photos of each item.
      • The client or designated contact person must sign off on delivery. No items will be delivered to an unattended venue and Unearthed Vintage reserves the right to cancel items without prior notice if there is no one available to sign for delivery.
      • No items will be delivered to an outdoor location to be left in the rain. A backup rain plan must be established (ie: tent or indoor location). If no backup rain plan is established Unearthed Vintage reserves the right to cancel items without prior notice.
      • If an event space is not ready for delivery at the agreed upon time, the client’s credit card on file will be charged at the rate of $250 for each {15 to 60 minutes} of waiting time

  • rental period:

    • All rentals rates are priced for a single calendar day.
    • Any requests for rentals to be delivered the day prior or picked up next day are subject to additional white glove delivery fees and additional rental fees
    • Any rental requests for an extended period of time (longer than 3 days) may be eligible for an extended rental discount.

  • travel events:

    • Travel services will include all regular delivery fees plus cost of hotel and meals on the road for events more than 80 miles from our warehouse.
    • Hotel may be required for one or up to two nights, depending on the size of the event, distance traveled, and times requested for delivery and pickup.
    • Domestic and international shipping is available on some items. Please inquire about specific items, location, as well as dates.

  • styling:

    • Styling services start at $350 per specialty station or area to be styled.
    • Specialty areas can include, but are not limited to, dessert stations, bar areas, lounge vignettes, welcome tables, tabletop styling for up to 8 dinner tables, and photo shoot styling.
    • Styling services include the set up and styling of all rentals designated for each agreed upon area, plus the set up and styling of any small decor items provided by the client including favors, escort cards, small desserts (excludes wedding cakes), and centerpieces.
    • In order to confirm styling services, Client must rent all items required by Unearthed Vintage, to ensure the vignette will look complete.
    • Unearthed Vintage reserves the right to refuse styling services if not enough items are rented/provided, in order to protect the Client from paying for a service that cannot be executed properly.
    • Unearthed Vintage must be notified in advance of any items to be provided by the client and items must be ready and waiting at the venue prior to arrival.
    • If Client is providing any items similar to rentals from Unearthed Vintage, the Client must label their items with clearly indicated markings (ie: initials written in sharpie, small squares of blue painters tape, etc.)
    • Large items provided by client including but not limited to tables, chairs, furniture, and other large decor are not part of standard styling services, however can be included in the styling services for an additional fee.
    • One walk through is included when Unearthed Vintage is hired to style 3 or more areas in a single event.
    • Additional walk throughs are available starting at $150 per site visit.

  • custom orders:

    • Custom items are available upon special request. All requests must be received at least 45 days prior to requested date of completion.
    • The signed agreement and deposit must be submitted for custom items at least 30 days prior to the expected date of completion.
    • If custom requests and information are not received within the required time frame Unearthed Vintage cannot guarantee completion and in such case no refund shall be given.

  • use of rentals outdoors:

    • Unearthed Vintage rentals may be used outdoors in uncovered, open spaces as long as there is no chance of inclement weather.
    • Rentals may NOT be left outdoors overnight no matter what the forecast calls for.
    • If there is any chance of inclement weather a backup rain plan must be established to protect the renatls (please read below).

  • Consultation:

    • All clients must have a wedding date and venue booked prior to booking a one-on-one consultation.
    • First 1 hour in-studio consultation is complimentary.
    • Site-visits and venue walk-throughs are available starting at $150 per visit within Miami-Dade County. Actual investment depends on location.
    • In-studio design consultations are available starting at $350 per hour.
    • In-studio samples including additional vendors for table mock-ups are available on a case by case basis, and may include an additional investment.

  • damages:

    • The Client assumes all responsibility for any damages that occur to rental items at their event and agrees to pay up to 5 times the rental rate in order to replace the damaged item.
    • If a spill of any kind is able to be professionally cleaned, the client will only be charged the professional cleaning fee, handling fee, and any time away from the collection.
    • Damages include, but are not limited to: melted candle wax, cigarette or cigar smell, spills, water damage, chips, cracks, and tears.
    • Unearthed Vintage will send an invoice for any damage, cleaning, or repair fees within three business days of the event.
    • Client has option to submit the balance of the invoice via the accepted method of choice. The credit card on file will be billed if no alternate method of payment is chosen.
    • To avoid potential damages on large rental items such as farmhouse tables, clients are not permitted to move these items at all, and items must be moved by a member of the Unearthed Vintage team.

  • candle use:

    • Open flame candles are not permitted to be used on any Unearthed Vintage rentals unless they are in a votive or other protective vessel, prohibiting candle wax from dripping on the rentals.
    • Taper candles of any kind (including “dripless” candles) are NOT permitted to be used directly on any Unearthed Vintage rentals.
    • If any candle wax is found on any rental item, client will be subject to a fee of $75 per area of candle wax to be cleaned/removed, up to 5 times the rental rate in order to replace the item, depending on the severity of the wax damage.

  • rush orders:

    • Any rental order requests within 1 week of the date of an event are subject to a 20% or higher rush order fee applied to the subtotal of the rentals.
    • Minimum rental requirements must be met prior to the rush order fees.
    • Any orders finalized within 1 week of an event date must be paid with cash, cashiers check, or credit card.
    • Any orders finalized within 3 days of an event must be paid in person with cash or cashiers check.

  • Minimums

    • All rental orders are subject to a minimum order requirement of $1100, excluding taxes, delivery and styling services.
    • Travel orders are subject to higher minimum order starting at $2875 based on location, excluding taxes, delivery, styling, and travel fees.
    • Styling minimums start at $2000 per event, rentals are additional.

  • reservation

    • A proposal does not guarantee the availability of any items.
    • All reservations require a 50% non-refundable deposit upon reserving the items, along with a signed agreement, signed invoice, and a credit card on file for incidentals.
    • Payments shall be accepted by cash, check, Visa, MasterCard, or American Express.
    • All rentals must be finalized at least 2 weeks prior to the event date.