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Frequently Asked Questions

Frequently Asked Questions

What should we expect on delivery day?

Ocean Atlantic Rentals will deliver all items to the ground floor of your rental home or event site. Our PREMIER service is available if you would like to have your items set up and/or delivered to the spot of your choice.

On pick up day, we require that all items are returned to the place where they were delivered. If you've purchased our PREMIER service, we will remove the items from the venue.

Find out more about our BASIC and PREMIER services .

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What is your after hours policy?

All events have to be delivered, picked up, setup, or broken down during our normal business hours, which are 9a-8p.

If your event times fall outside of our hours of business please call our office to make special arrangements. Service charges begin at $150 and will be adjusted based on time, location, labor required, and equipment involved.

We are happy to accommodate all event requests with appropriate notice.

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Why do you need a credit card on file?

Ocean Atlantic Event Rentals requires a credit card be on file for the rental of our equipment. The card ensures the return of our equipment at the end of the rental period. If the items should be returned damaged or not returned at all, a replacement charge will be charged to that card.

Should items be missing or broken, you will be notified of all additional charges by phone or email. Missing or broken items will be billed to the credit card on file if they cannot be replaced/returned within 7 days of rental.

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Do you have any rules regarding proper usage?

Our equipment can be utilized for a variety of purposes. Our only request is that there be no fasteners or adhesives. This will lead to additional cleaning by our staff and you will receive additional labor charges.

Also, customers are responsible for any damages from decorations that they attach, hang or otherwise utilize for their event when using our equipment. For example, if colors from decorations bleed onto tent tops or walls, wax from candles on linens or product or holes from pinning linens or other rental items the client is responsible for any cleaning charges that are associated with said item. If item cannot be cleaned, then replacement charges will be assessed.

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Who takes care of permits?

It is the client's responsibility to take care of securing all applicable town/county permits for your event. We are more than happy to supply any pertinent information that they may need. Every town on the Outer Banks requires something different, please call our office after you've talked with the town and know what type of forms/paperwork they require.

It is advisable to call a minimum of 14 days prior to your event to the appropriate offices.

Contact information:

Nags Head
Kill Devil Hills
Kitty Hawk

Southern Shores
Duck
Corolla
Hatteras Island
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What is the difference between Basic and Premier pricing?

Basic vs Premier
**Basic Price is the standard rental rate (customer is responsible for setup and breakdown of equipment.)

Premier Price is for single setup and single breakdown of equipment. Linen is not setup and additional setups/moves will incur additional charges.**

If delivery is chosen, we deliver to the ground floor, front of house/carport area for our basic service. All items must be returned to delivery location for the basic rate.


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What are your showroom hours?

The showroom is open 7 days a week from 9-5 all year long. Feel free to stop by and chat with one of our Event Specialists. Walk ins are welcome, however due to certain high volume times appointments are appreciated so that we can give you ample time and attention. Appointments are scheduled 9am-4pm daily.

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What are your hours of delivery and how much do you charge for delivery?

Delivery and pick up service are available for your convenience. Please confirm any specific time requirements with your venue if applicable. It is the clients responsibility to discuss the details for delivery and pickup with your venue as you are the contracted party for that location.

***PLEASE NOTE: DAILY RENTAL RATES ARE BASED OFF OF THE DAY OF YOUR EVENT ONLY. FOR CONVENIENCE WE DELIVER THE DAY BEFORE YOUR EVENT AND PICKUP THE DAY AFTER YOUR EVENT TO ALLOW FOR A LESS STRESSFUL SETUP AND BREAKDOWN FOR YOU AND TO ACCOMMODATE HIGH TRAFFIC TIME PERIODS. BASIC ORDERS DO NOT GUARANTEE A SPECIFIC DELIVERY WINDOW FOR DAY OF DELIVERY OR PICKUP BUT ARE PLANNED BASED ON THAT DAYS LOGISTICS BETWEEN THE TIMES OF 9AM-7PM. ***

Delivery fees depend on geographic location.
-$50 to Point Harbor
- $50 to Corolla- starting at Pine Island (4 wheel drive area is additional charge - see below)
- $50 Duck
-$50 Southern Shores, Kitty Hawk, Kill Devil Hills, Nags Head (milepost 10-16), and mainland Currituck south of Grandy
- $50 to Grandy
- $100 to Avon, Buxton, Frisco, Hatteras, Salvo, Rodanthe and Waves
- $50 South Nags Head, Pirates Cove and Manteo
- $75 Wanchese and Manns Harbor
- $100 to Moyock
- $150 to 4x4 areas north of Corolla per truckload ***$150 minimum order required***
- $100 to Camden
- $150 to Elizabeth City
- $250 to Columbia
- $500 to Ocracoke, and Tidewater (VA)**$600 minimum order required***

This includes 1 delivery and 1 pick up. Additional visits subject to trip charges.

To avoid a delivery charge, you can arrange to pick up rental equipment at our Point Harbor warehouse Monday through Saturday 9-5pm (closed Sunday). Pick up at any other office will incur a $30-$100 charge (depending on location).

We cannot guarantee a specific delivery time. We do offer a specified delivery or pickup time option which will allow for a specified time within a 2 hour window for $100. This fee is charged per specific time window (so if you have a specific time for delivery and pickup 2 fees will be charged).Otherwise, the rental items will be delivered between 9 am and 7pm.

In addition, we can schedule a pick up prior to 10AM or pickup after 7pm,for an additional $150 (may be priced higher depending on overall order size and labor involved). Otherwise, the rental items will be picked up between 10am and 7pm.


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What if we wish to add more equipment or change an order?

We will gladly accommodate changes made 7 or more days prior to delivery/pick up at no additional charge. Changes that can be accommodated within 7 days of delivery/pick up will result in an a service charge of $25.00.

Avoid incurring additional fees by finalizing all special order items, linens and specific labor request at least 7 days prior to delivery/pick up.

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Do your crews set up the equipment?

Our Event staff will be responsible for the set up of all tents,sidewalls, dancefloors, staging, subfloor, and lighting.

Unless you've purchased our PREMIER service, you and your family will be responsible for the set up of tables, chairs, linens, dishware, glassware and flatware etc. Find out more about our PREMIER service. We do not provide setup for china, glassware, flatware, or linen.

Many Outer Banks Wedding Planners offer a "Day of" service. Visit the Outer Banks Wedding Association website for a complete list of wedding professionals ready to assist you on your special day.

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What should we do with dishware and glasses before we return it?

Upon completion of your event:

* China should be rinsed and rackeddishes ready to be returned to Ocean Atlantic Rentals
* Silverware should be rinsed and separated by type (please note that rinsing with chemicals could permanently damage silverware-a plain water rinse is sufficient)
* Glassware should be turned upside down in appropriate rack


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How much space is required for a sit down buffet?

Count on 20 square feet per person.
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How much space is required for a stand-up cocktail party?

Basing your figures on 12 square feet per person will allow ample room for movement around the venue.
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What is your reservation policy?

In order to secure rental items, Ocean Atlantic Event Rentals requires at least 50% of the total due. The remaining amount is due 30 days prior to the event.

If the event date is less than 30 days away, the total balance is necessary to secure the rental items.

Payments can be made via any major credit card (Visa, MasterCard, Discover or American Express), cash or check. A credit card is required (on-file) for any rental transaction, regardless of payment type. NO PERSONAL CHECKS WILL BE ACCEPTED AS PAYMENT WITHIN 30 DAYS OF DELIVERY.

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What if I need to cancel my order?

Changes can be made to your order up to 72 hours prior to your delivery date. No changes will be made within the 72 hours prior to your delivery date.

Adding items to your order (within 7 days of event) requires a $50 coordination fee (within the towns of KH, NH, KDH, Duck and Corolla). Other areas will require special consideration and a coordination fee of $75-$150. All additions are subject to availability.

Below is a guide to our change/cancellation policies:
Tents, dance floors and staging-

* Outside of 60 days will receive a 80% refund (20% admin charge)
* 60 days to 8 days of delivery, will receive a 60% refund (40% admin charge)
* Within 7 days of event - NO REFUNDS for any reason.

Tables, chairs, benches and tent accessories-

* Outside of 30 days will receive a 93% refund (7% admin charge)
* 30 days to 8 days of delivery, will receive a 60% refund (40% Non-refundable)
* Within 7 days of event - NO REFUNDS for any reason.

Special order items (such as colored linens) and Pool Coverings:

* Outside of 21 days will receive a 80% refund (20% admin charge)
* Within 21 days - NO REFUNDS for any reason.

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What if there is a hurricane or severe weather?

Unfortunately, Outer Banks weather can be unpredictable. Management will review the situation on a case by case basis. Our policy is as follows:

THERE ARE TO BE NO AUTOMATIC REFUNDS ISSUED BECAUSE OF SEVERE OR INCLEMENT WEATHER. ANY DECISION OF REFUND IN ANY AMOUNT IS LEFT UP TO OUR EVENT COORDINATORS. REFUNDS WILL NOT BE GIVEN IN THE CASE OF HIGH WINDS AND/OR INCLEMENT WEATHER THAT OAR STAFF DEEMS UNSAFE.

We suggest looking into wedding insurance to help ensure that your special day is worry free! We've heard good things about ProtectMyWedding.com and WedSafe.com. Ocean Atlantic Event Rentals is not affiliated with any wedding insurance company.
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