Your Questions... Answered
How do I make a reservation?
Fill out our form on the Contact Us page with your event information and we will respond via email or phone with additional questions or helpful suggestions. Once we've determined your basic needs, we provide you with an estimate for your event.
I'm not sure where to place the equipment under the tent.
No worries! We will provide you with a floor plan at the beginning stages of your planning. This will give you an idea of table, chair, dance floor and stage placement. The first plan is free. After that there is a small fee for revisions.
How soon should I get in touch with you?
This really depends on the size of your event, the equipment and services that you require, and the time of the year. In general, the larger the event, the earlier you should reserve your equipment. Also, if you have selected a holiday time (such as Labor Day, Memorial Day, New Year’s), you should contact us earlier. Most of our clients make their reservations approximately six months to one year in advance. Less than six months away? Don’t fret! Just give us a call and we will do what we can to accommodate your needs.
When are payments required and how may I pay?
A 50% non-refundable deposit will be due in order to reserve the equipment for your special event. The remaining balance is due 30 days prior to the event. We accept Personal Checks, VISA, Mastercard and Discover Card. Kauai Tent & Party requires a VISA or Mastercard number to be on file even if the client intends to make payments by check. There is an additional 3% credit card processing fee.
Can I make changes once a reservation is made?
Absolutely! We expect that you will have changes as the details of your event are fleshed out and as your headcount fluctuates. If more than 30 days prior to your event, we will be happy to accommodate your changes penalty-free (based on availability of equipment). If less than 30 days prior to the event, you will be charged the highest balance due – even if your equipment needs are reduced.
My event is at a vacation rental... do I need to do anything special?
Let us know exactly where your event will be held. We have setup equipment at many of the popular vacation rentals that permit events. If we are unfamiliar with the property you are utilizing, we require written permission by the owner of the vacation rental to set up equipment on their premises. We also ensure a site inspection is completed prior to the reservation for unfamiliar locations.
We would like to utilize a public park/area... is this allowed?
You must obtain a permit from the County of Kauai in order to have an event on public property. Kauai Tent & Party must be written on the permit. The permit must be submitted to Kauai Tent before any equipment may be reserved. Also, the client must provide supervision (including overnight supervision) for the entire time that the equipment is on public property. Please remember that you are responsible for the equipment from the setup time to the breakdown time.
What do I need to do to prepare for tent set-up?
Please make sure there is a clear access path for our crew (and the large trucks) when they arrive. Also, if your location requires opening a gate or any other special access, it is your responsibility to ensure this is open and ready upon arrival. Please ensure that all vendors and helpers do not arrive until after the tent set up is complete. Finally, grass in the area of the tent should be mowed 1-2 days prior to tent setup – NOT on the day of the setup.
Do you set up and break-down the tables and chairs?
There is an additional charge for setting up tables and chairs. This must be arranged in advance, so please let us know if you require this service. Otherwise, tables and chairs will be stacked under the tent on the setup day. On the breakdown day, ONLY Kauai Tent and Party equipment should be under the tent and ALL tables and chairs should be stacked under the tent. All trash should be removed by the client and disposed of properly PRIOR to the tent breakdown. There will be an additional charge if any rented equipment (including tables or chairs) are not under the tent and stacked when our crew arrives for pick-up.
What do I need to know about decorating your tents?
Anything that will be secured to our equipment (such as paper lanterns or tent pole decorations) should be reserved through Kauai Tent & Party. Please no staples or duct tape or any other adhesives on any of our equipment. If you are using tiki torches, they must be at least 100 feet away from our equipment. These measures are taken to ensure the safety and longevity of our equipment as well as eliminate any liability that you could face for damaged equipment.
What if I am renting linens?
Linens will be delivered in a protective bag along with your tent and other equipment on the day of set-up. Kauai Tent & Party does not set up linens on the tables. Please note that any candles on our tables with linens must be placed on a plate or other non-flammable protective object as candle wax can permanently damage our linens. After the event, please shake each linen thoroughly to dispel any debris and place in cotton bag provided for pick-up on the break-down day. If linen is lost, torn, burned or soiled, you will be charged a replacement value for each damaged or missing linen.
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