RENTAL POLICIES

                                    

Important Information

INVENTORY VIEWING

We are thrilled that you're interested in our Ila Vivian Vintage Rentals collection.  Much of our inventory can be seen online or on our Instagram page.  Check back often as we are continually adding new and unique items.  However, the best way to see our collection is to visit our showroom!  We want to meet you!  You can schedule an appointment by phone, email or through our "Contact Us" page on our website. 

 

RESERVATION PROCESS

Since many of our pieces are one-of-a-kind, we recommended that you reserve your items as early as possible (anywhere from 3 to 12 months prior to your scheduled event).  However, we will make every attempt to accommodate your needs with shorter notice based on availability.  

 

You can reserve your items by phone, email, or online using our Contact Us form.  We will send you a proposal and hold your items for three days.  If you choose to move forward, your e-signature and a security deposit will ensure your reservation for your special occasion.

 

Our security deposit is 50% of your rental total (non-refundable within 90 days of your event).  Full balance is due 10 days before the event.  Cash, check, credit/debit cards, and PayPal are accepted as forms of payment.  Our invoice system will allow you to pay online.  If paying by cash or check, please let us know so we can make arrangements to collect payment.

 

RENTAL PERIOD

Items are priced for a one-day rental period (event date) which includes the 24 hours prior to and after your event to allow time for you to set up and break down.  If you wish to have the items for a longer period of time, please call us to discuss as additional charges may apply.

MINIMUM REQUIREMENT

 

At this time, there is no rental order minimum requirement.  No order is too big or too small!

 

WILL-CALL

 

Customers are encouraged to pick up and return their orders! To safely and securely transport your rental items, a covered vehicle or U-Haul is required, as well as adequate manpower for lifting and loading.  Time of pick up and drop off must be pre-arranged.  Please return items in the same condition and manner that they were provided at pick-up.  All packing materials including boxes, bins, tarps, blankets and even bubble wrap must be returned.  

 

DELIVERY

 

Our delivery service fee includes dropping off and picking up your items at a pre-arranged time and location (general placement of items within 50 feet of our truck, on ground level, with weather considered and covered space planned).  Our delivery fees range from $25- $200 based on time, labor, and size of order.  Rental items should be ready for pick up at a pre-arranged time in the same location, organized and packed in the same manner they were delivered.

We offer delivery anywhere within the greater Memphis metro area which includes Bartlett, Cordova, Germantown, Lakeland, Arlington, Collierville, Eads, Oakland, Somerville, Millington, Southaven, Olive Branch, and West Memphis.  If you are outside this area, just ask us!  Additional delivery fees may be necessary, but we LOVE road trips!

STYLED SHOOTS

 

We love working with artistic professionals!  Styled shoots can be mutually beneficial for everyone involved.  We ask that all images are shared with us in a timely fashion and with the understanding that they can be used for social media and marketing.  We will, of course, give proper credit and love to you as well!  Appropriate credit must also be given to Ila Vivian Vintage Rentals in any publications, social media posts, “sneak peeks”, etc. 

 

Items for styled shoots are complimentary (up to $250 in rental value) if picked up at our storage location.  Anything over $250 will be charged at 50%.  If delivery is required, we will charge a delivery fee appropriate for the size of the order and labor involved.  

 

This complimentary offer is not inclusive of our vintage vehicles. 

 

WEATHER & OUTDOOR USE

 

Weather can be unpredictable!  Please have a plan B in place.  Our pieces are very special to us as they were thoughtfully hand-picked and cannot easily be replaced.  We require that items be protected from inclement weather and other elements (including dew, sprinkler systems and/or animals) and remain secure at all times.  Rentals should never be left outside overnight.  If rain is forecast at 50% or higher (by weather.com) we reserve the right to refuse use or delivery in order to protect our valued pieces.

 

DAMAGES

 

We get it, stuff happens!  If an item gets broken or damaged, PLEASE call, text, or email us right away and send a picture of the damage.  Damage includes, but is not limited to rips, cracks, burns, stains, wax drips, and gum.  Please do not try to clean or repair the items yourself. We will first attempt to fix the damage at no cost to you.  If charges are necessary, we will contact you to discuss the fees. In the event that an item is lost or destroyed beyond repair, a replacement fee of FOUR(4) TIMES the rental value will be required.

 

Many or our pieces are unique, fragile, and hard to replace; therefore, we ask that you take extra special care while they are in your possession.  Please ensure that whoever is in charge (venue coordinator, caterer, planner, photographer, family members) is made aware of our policies.

 

If a rental item has been reserved and becomes unavailable due to damages and disrepair, we are happy to offer you a replacement of equal or greater value at no additional cost.  If no similar item is in our inventory, we will attempt to find one or offer you a full refund for that particular piece.

 

CHANGES & CANCELLATIONS

 

Things can happen unexpectedly; so if your event is postponed or changed for any reason, we will honor your 50% reservation deposit (or full balance if it has already been paid), providing your items are available for the new date.  Changes to the rental reservation, including additions or swapping items of equal or greater value, can be made at any time based on product availability.  

 

Cancellations made prior to 90 days of the event will receive a FULL refund.  Within 90 days, your 50% deposit is non-refundable.  We are unable to refund any amount if the cancellation is made under 10 days.

 

VINTAGE VEHICLES

 

Our two vintage cars are available as photo props and farewell exits following your wedding event.  Please contact us to discuss your exact needs.  

 

MISCELLANEOUS

 

  • We highly recommend upholstered furnishings NOT be used in smoking or fire pit areas.

  • Our collection has been used and loved for several years.  This means some of our pieces are imperfect (scratches, chipped paint, dents, etc.), which we think is just perfect!  It’s what we consider unique and charming!

  • If you are using our mismatched china or glassware, please return them free of food and liquids and place them back in their original packing crates.  We will gladly clean them ourselves to protect their lifespan.

  • Candlesticks, candelabras, and votives should be returned clean and free of melted wax.

  • Windows, mirrors, and chalkboards may be written on with bistro chalk markers, but please wipe clean prior to their return.

 

SOCIAL MEDIA

 

Our Facebook and Instagram handle is @ilavivivianrentals.  We would love for you to follow us!!

OPERATING HOURS & LOCATION

 

Our work hours are very flexible, but we prefer to operate between the hours of 9am-5pm.  We understand that some venues require pick-up immediately following your event, and we will do our best to accommodate those situations.  Our rental items are currently stored in two Lakeland, TN locations (3740 Canada Road and 4064 E.Fir Hill Drive) and can be seen by appointment.  With a growing collection, these sites may change over time.  Our goal is to someday have a warehouse to showcase our collection and better serve you!

LIABILITY

 

Ila Vivian Vintage Rentals, LLC nor its owner and/or employees are liable for any injury or damage claims associated with our rental collection.