BOOKING & AVAILABILITY

How far in advance should I book event rentals?
We recommend booking as early as possible, preferably 2 or more weeks in advance, especially for weddings and larger events. Popular dates fill up quickly, and booking early ensures we can hold your date exclusively for you.

Do you have availability for last-minute bookings?
We will always do our best to make it work! Availability varies depending on the time of year and how booked up we are, so the sooner you reach out the better.

What is required to reserve a date?
To get your date locked in, all we need is a signed rental agreement and your 30% down payment. Once those are in place, your date is held exclusively for you and we get to work making sure everything is ready for your event.

Do you require a deposit to book rentals?
Yes, we ask for a 30% down payment at the time of booking, which is applied directly toward your final balance. Because reserving your date means we turn away other inquiries for that day, the down payment is non-refundable once paid.

When is the final payment due?
Your remaining balance is due two weeks before your event date. We'll send you a friendly reminder as that date approaches so nothing sneaks up on you!

What payment methods do you accept?
We accept all major credit and debit cards. Simple, easy, and secure.

Can I change my order after booking?
Absolutely! Life happens and plans evolve. Reach out to us as early as possible if you need to make changes and we'll do everything we can to accommodate you.

What is your cancellation policy?
We know that sometimes life throws a curveball, and we want to make sure your investment with us is never just lost. If you need to cancel, we'll carry your order forward and allow you to reschedule once at no additional charge, so your event can still happen when the time is right. Please note that we aren't able to issue payment refunds in cancellation situations, but we are committed to taking care of you. If you need to reschedule rather than cancel, a rescheduling fee of 15% of your order total applies.

Do you offer payment plans?
At this time we don't offer formal payment plans. Your 30% down payment is due at booking and your remaining balance is due two weeks before your event.

How long can I keep the rentals?
Our standard rental period is three days: the delivery day, your event day, and the pickup day. This gives you plenty of breathing room on both ends. If any adjustments to that schedule are needed we'll always work those out with you in advance.

Do you have minimum order requirements?
Nope! No minimums here. Whether you need two chairs or two hundred, we'd love to help. Every event matters to us, big or small.

DELIVERY, SETUP & LOGISTICS

Is delivery included in the price?
Delivery is a separate fee from your rental items. Our base delivery fee is $125, which includes the first 15 miles from our location, plus $1.75 for every additional mile beyond that. This covers round-trip delivery, setup, takedown, and pickup.

Do you set up and take down the rentals?
Yes! Setup and takedown are included with every delivery order. We'll get everything set up neatly for you one time at no additional charge. Just keep in mind that any rearranging needed after initial setup would be your responsibility, so it helps to have a clear picture of your layout before we arrive!

Do I need to be present for delivery?
We ask that someone be present or available at the delivery location to ensure everything goes smoothly and is placed exactly where you want it. If you have any special instructions or won't be able to be there in person, just let us know ahead of time and we'll figure out the best plan together.

What time do you deliver and pick up?
Delivery and pickup times are scheduled and agreed upon with you in advance. We work hard to show up exactly when we say we will, because we know your time is valuable.

Do you charge extra for stairs, elevators, or long carry distances?
Yes, in situations where our team needs to navigate stairs, elevators, or an unusually long distance from our vehicle to your setup area, additional charges may apply. We'll always be upfront about any extra fees before your event so there are never any surprises. 🤍

What happens if weather affects setup or pickup?
Safety always comes first; for our team and for your guests. In rare situations involving severe weather or unsafe conditions, we'll communicate with you right away and work together to find the best path forward. Our rental agreement outlines the specifics, and we promise we'll always handle these situations with your best interests in mind.

RENTAL OPTIONS & INVENTORY

What types of event rentals do you offer?
We offer a wide variety of event rentals including tables, chairs, tents, linens, charger plates, dinnerware, flatware, glassware, lawn games, food and beverage equipment, speakers, and more. If you don't see something you need on our website, just ask — we're always expanding our inventory!

Do you provide wedding rental packages?
We don't currently offer pre-set packages, but every order is fully customizable to fit your exact vision and budget. Browse our inventory online, build your order, and request a quote. Or reach out to us directly and we'll help you pull it all together.

Do you offer tent rentals for outdoor events?
Yes! We do offer tent rentals for outdoor events. Please keep in mind that tents require a minimum of two weeks lead time before your event date, as we are required to contact Texas 811 to have underground utility lines marked before any staked installation. We take this step seriously to keep everyone safe. 

Do you have linens and decor available?
We sure do! We offer a beautiful selection of tablecloths, charger plates, dinnerware, flatware, and décor items. Browse our full collection on our website to see everything available for your event.

Can I see photos of your rental items before booking?
Absolutely! If you need any more specifics about an item on our website or would like to see what it looks like it more detail, just ask. You can also browse our Instagram and Facebook pages for real event photos and styled setups for inspiration. 

Are your rentals suitable for large events?
Yes! We carry significant inventory and can accommodate events of many sizes. If you have a particularly large event in mind, reach out to us directly and we'll make sure we can meet your needs before you book.

Can I customize my rental order?
Absolutely — every order is fully customizable. Mix and match items, adjust quantities, and build the exact setup that works for your event and your budget. That's the beauty of renting with us!

PRICING

How much do event rentals typically cost?
Rental pricing varies depending on the items you need, the quantity, and your delivery distance. The best way to get an accurate number is to browse our inventory on our website, build your order, and request a quote. It only takes a few minutes and there's no obligation.

Do you offer package deals or discounts?
We don't currently offer fixed package deals, but we price our inventory fairly and we genuinely want every customer to feel they got great value. For larger orders we're always happy to have a conversation, so don't hesitate to reach out!

Are there any hidden fees?
Absolutely not. We believe in complete transparency. Every fee will be clearly laid out in your quote and your rental agreement before you ever sign or pay a thing. The main fees to be aware of are your delivery fee, your damage waiver fee, and any applicable add-ons like late night pickup.

What happens if something gets damaged?
Every Heartland order includes a damage waiver fee of 10% of your order total for delivered orders and 20% for customer pickup orders. This waiver covers accidental damage to rental items during your rental period up to $500 per item, so an honest accident doesn't turn into an unexpected bill. Damage that falls outside the waiver, such as intentional damage, negligence, or damage exceeding $500 per item, would be the customer's responsibility. We'll always reach out to discuss any charges before processing them.

Are weekend rates different from weekday rates?
Nope! Our pricing is the same any day of the week. A great event deserves great rentals no matter what day it falls on.

SERVICE AREA

What areas do you serve?
We serve Austin and surrounding areas in Texas including Round Rock, Cedar Park, Pflugerville, Georgetown, Hutto, Manor, Lakeway, Dripping Springs, Wimberley, and beyond.

Do you work with local venues or planners?
We would absolutely love to! If you're a wedding planner, event coordinator, or venue in the Austin area and you'd like to explore working together, please reach out. We are always looking to build relationships with great people in this industry. 

EXPERIENCE & SERVICE

Are your rentals cleaned between events? Absolutely. Every item in our inventory is thoroughly inspected and cleaned between rentals. We take pride in delivering equipment that looks and feels its best when it arrives at your event.

What happens if something is missing or incorrect?
If anything about your order isn't right, please contact us immediately and we will make it right as fast as humanly possible. Getting your event set up correctly is our top priority and we will always go above and beyond to fix any issue that arises. That's a promise. 

Can you help recommend the right rentals for my event?
We'd love to! Our event stylist Amanda has a wonderful eye for decorations, and we're always happy to talk through your vision and help you figure out exactly what you need. Just reach out. That kind of guidance is always free of charge.

Do you handle corporate events as well as private parties?
Absolutely! We love being a part of all kinds of events: weddings, backyard parties, celebrations of life, birthday parties, corporate gatherings, school functions, and everything in between. If you're bringing people together, we want to help make it beautiful.

What makes your event rental company different from others?
Honestly? It comes down to how much we care. Heartland Event Rentals was built on the belief that every customer deserves to be treated like family, with warmth, honesty, and genuine attention to their needs. We bring Southern Hospitality to the Austin area, and we mean it in every interaction. When you rent with us, you're not just a transaction; you're a part of our story. 🤍

Still have questions? We'd love to hear from you! Reach out to us by filling out the form below and we'll get back to you as soon as possible.