Frequently Asked Questions

Getting started is easy! Simply browse our website and add your favorite items to your wishlist. Once you’ve selected your desired pieces and quantities, submit your wishlist along with your event details. A member of our team will follow up within 48 hours with a detailed quote and next steps.

To officially reserve your items, we require the following:

• A signed rental agreement
• A signed credit card authorization form
• A 50% retainer

Please note: Quotes are valid for 30 days. If another client inquires about items included in your quote, you’ll have the first opportunity to confirm your order before those items are made available to others.

Unconfirmed quotes will be automatically cancelled after 30 days.

To secure your preferred items, we recommend placing your order as soon as you’ve made your selections.

Please note, we reserve specific items—not general quantities. For example, we can reserve 100 Carousel Goblets in Blue for April 1, 2026, with a 50% deposit, but we cannot hold 100 unspecified goblets for a future date.

Inventory is only guaranteed once your order is confirmed with a 50% deposit. You’re welcome to adjust your order up to two weeks before your event, subject to availability. The best strategy is to lock in the pieces you know you’ll need early, then add on as your event details take shape. This also secures your place on our delivery schedule, which fills quickly during peak seasons.

All orders must be finalized at least two weeks before your scheduled delivery or pickup. Final guest counts and rental adjustments are also due at this time, along with the remaining balance. If you have your final numbers earlier, we’re happy to make those updates in advance.

Please keep in mind: we can only guarantee inventory that has been officially reserved. If your needs change—especially if quantities increase significantly—let us know right away so we can do our best to accommodate you.

We understand that plans can change. Our cancellation policy is outlined below to ensure transparency and fairness:

• 60+ Days Prior to Event: Cancellations made at least 60 days before your scheduled delivery or in-store pickup date are eligible for a 50% refund of the deposit.

• 59 Days or Less: Cancellations made within 59 days of the event date are non-refundable.

• New Bookings Within 59 Days of Event: If your reservation is made less than 59 days before your event, the deposit is non-refundable.

Linen Rentals: Once your linen rental order is placed, we immediately secure the items for your event and coordinate with our suppliers. Because of this, changes to fabric, size, color, or type cannot be made after the deposit and/or retainer payment has been received. However, additional items may be added to your order if available.

To ensure clarity and proper processing, all cancellations must be submitted in writing via email.

For your convenience and security, we kindly request that a Credit Card Authorization Form be submitted with each order request. Please send the completed form to hello@hestiaeventrentals.com.

We understand that event details can change! If you need to adjust your order, please email us with your request and include your quote or order number. While we’ll do our best to accommodate last-minute requests, all modifications are subject to availability and must be made within the following timeframes:

• Final changes must be submitted at least 14 days before your scheduled pick-up or delivery.
• Order Reductions: You may reduce your order by up to 50% of the original deposit amount, but the total cannot drop below the deposit. Any major reductions must be finalized at least 30 business days before delivery or in-store pick-up.

We love events of all sizes! Order minimums vary depending on location—please contact us for specifics or refer to delivery guidelines below.

Furniture rentals require delivery due to handling and potential damage concerns, which have a minimum order threshold. Tabletop rentals, however, are available for in-store pickup with a $150 minimum order.

Will-Call is available for smaller orders that do not meet our delivery minimum and can be easily transported (i.e. tabletop rentals, linens, small accessories). Larger items and furniture are not eligible due to handling and potential damage concerns.

A $150 order minimum applies to all will-call rentals.

This helps us maintain the quality of our collection, cover the time and resources required to prep and pack each order, and ensure our team can operate efficiently—even for smaller pickups.

We provide delivery services throughout Tampa Bay and surrounding areas with rental minimums based on distance from our warehouse located at: 5850 Farrell Way Port Richey, Florida 34668

Delivery fees are additional and calculated based on the total round-trip mileage for both delivery and pick-up.

• Under 20 miles – $750 rental minimum + starts at $210 delivery 
• 20.1–30 miles – $1,000 rental minimum + starts at $310 delivery 
• 30.1–40 miles – $1,500 rental minimum + starts at $370 delivery
• 40.1–50 miles – $2,000 rental minimum + starts at $430 delivery 
• 50.1–70 miles – $2,750 rental minimum + starts at $500 delivery
• 70.1 – 90 miles – $3,500 rental minimum + starts at $625 delivery

Past 90 miles, please contact us for pricing.

Delivery and pickup times are scheduled by Hestia Event Rentals and will be confirmed 4–5 days prior to your event with a four-hour time window. While we do our best to be punctual, delivery times are estimates and not guaranteed. If you require delivery or pickup at a specific, exact time, we’re happy to accommodate when possible—please note this must be arranged in advance and will incur an additional fee.

To ensure a smooth setup, please provide detailed floor plans, day-of contact information, and any relevant access instructions prior to delivery. If your event space is located on an upper floor, an elevator must be available. Our team does not carry items upstairs unless stair delivery has been pre-approved and invoiced in advance.

Setup & Breakdown
Our team will handle setup and breakdown of larger items, including tables, étagères, lounge furniture, umbrellas, backdrops, and escort displays, and will place them according to your floor plan.

Chairs, linens, and tabletop rentals will be delivered to a central drop-off location. If setup of these items is needed, it must be requested in advance and will incur an additional fee, which must be added to your quote.

Stair Delivery
For the safety of our team and the protection of your rentals, stair delivery must be arranged in advance and is subject to an additional fee. If your event space is on an upper floor, an elevator must be available. Our team is not authorized to carry items upstairs unless this service has been pre-approved and invoiced. If no elevator is available and stair delivery was not arranged in advance, items will be delivered to the ground level only.

Setup and breakdown are included for large items that require delivery, such as tables, étagères, lounge furniture, umbrellas, lounge furniture, backdrops, and escort displays. Our team will ensure these are arranged according to your provided floor plan.

Chairs, while requiring delivery, do not include setup by default. To keep our pricing competitive, setup for chairs, tabletop items, linens, and smaller décor pieces is not included and will be delivered to a central drop-off location. If you’d like setup for these items, we’re happy to provide a custom quote based on your order details.

All rental items must be gathered in one central, easily accessible location, and ready for pick-up at the scheduled time to avoid additional fees. Chairs must be stacked, and tabletop rentals should be re-packed as noted below.

Our team will handle the breakdown of large items—such as tables, étagères, lounge furniture, umbrellas, backdrops, and escort displays—if they were set up during delivery.

While you do not need to wash your rentals, we kindly ask that all food debris be scraped or rinsed off, and all glasses emptied to avoid additional cleaning fees. Please return all items in the crates, racks, or bins in which they arrived.

Linens should be shaken out, free of food debris, and placed in the provided bags. If linens are damp, please air dry them before bagging to prevent mold or mildew as any resulting damage may incur a replacement fee.

Please ensure all candles and tea lights are fully extinguished and discarded before repacking in the original box.

Please note: During the rental period—including the time between delivery and pickup—the client is fully responsible for all rented items. This includes ensuring items are securely stored and properly re-packed. it is the client’s responsibility to ensure that all rented items are stored securely and properly re-packed. Responsibility remains with the client until all items are loaded back onto our trucks.

If your event involves outdoor use, please have a clear plan in place to protect rentals from rain, wind, and other weather-related risks.

We totally understand—accidents happen! If an item is lost, broken, or sustains major damage (including weather-related damage, theft, or negligence), a replacement fee of up to five times the rental price will apply. This accounts not only for the cost of replacement, but also the time required to source or custom-order new inventory, the loss of rental opportunities during that time, and the operational burden involved.

If you happen to locate a misplaced item after the event, we’re happy to accept its return and refund any applicable replacement charges.

Please note: During the period between delivery and pickup, the client is fully responsible for all rented items. This includes ensuring they are stored securely and re-packed properly. Responsibility remains with the client until items are loaded back onto our trucks (or returned to our warehouse, for will-call orders).

If your event includes outdoor use, we kindly ask that you have a clear plan in place to protect rentals from rain, wind, and other weather-related risks.

Yes! We’d love to welcome you for a showroom visit. Appointments are available for you to see our collection in person and finalize your selections. To make the most of your visit, we recommend submitting a wishlist in advance so we can check availability and place a temporary hold on your preferred items. A proposal must be started prior to your appointment—but don’t worry, you can still make changes after seeing everything in person!

If you’re planning an event from afar, we’re happy to assist you virtually! Once you’ve committed to using our rentals, we can collaborate via email and video to curate your selections. If you’d like additional guidance, we can provide photos or short video clips, ensuring you feel confident in the quality and aesthetic of your rental choices—whether for yourself or your client.

Many of our pieces require specialized handling and storage to ensure they arrive in perfect condition. To ensure safe transport, we package them in custom crates, boxes, and racks that must be filled before they can be sent out.

Here are the general ordering guidelines (subject to change). For specific details, please refer to the product page:

• Dishes: Ordered in stacks of 10
• Flatware: Bundled in sets of 10
• Napkins: Stacked in sets of 10
• Votives: Packed in boxes of 25
• Napkin Rings: Rented in packs of 10
• Glassware: Rack sizes vary—please refer to individual product listings.

All items are priced per piece.

Absolutely! We love working alongside venue coordinators and planners to ensure a seamless experience. We’re happy to collaborate on logistics and timelines to make sure everything runs smoothly on your special day.

We love giving back to the community! While we can’t accommodate every request, we allocate a portion of our budget annually for sponsorships and donations. If you have an event or cause you’d like us to consider, feel free to reach out with details, and we’ll do our best to assist. You can contact us at hello@hestiaeventrentals.com.

We’re happy to help! Send us an email at hello@hestiaeventrentals.com, and we’ll be glad to assist.