Apollo Event Rentals
Frequently Asked Questions
We've Got Answers!
Find answers to all your rental questions below. Use the category buttons below to easily navigate between sections.
Orders, Deposits, & Payment
To place an order, simply browse our rental collection, select the items you need, and checkout. Or, simply call, text, or email us and we can put a quote together for you!
Yes, a non-refundable deposit of 35% is required to secure your rental items. If your event is within 30 days, the full amount of your order is due at time of booking.
30 days prior to the start of your rental. If you reserved your order with a credit card, the balance will be charged automatically. If you reserved your order via e-transfer or cheque, we will reach out in advance of the 30-days to notify you that the balance is due.
We accept various payment methods, including credit cards, debit cards, and bank transfers. Please inquire if you need specific payment options.
Yes, you can make changes to your order up to one week before your event. Please contact us as soon as possible to discuss any adjustments.
Orders can be cancelled at anytime, however, all deposits are non-refundable. No refunds will be issued for orders cancelled within 30 days of the rental start date.
Our cancellation policy does not change due to force majeure events. We strongly recommend all our customers purchase event insurance to protect themselves from force majeure events.
If you place an order online with delivery, the delivery fee will be charged after the fact. This is because delivery fees vary based on order size and delivery location. If you would like to know the delivery fee prior to placing an order, please reach out to us and we will gladly send you a quote!
Once your order is placed and the deposit is received, we will send you a confirmation email outlining the details of your rental items, delivery schedule, and payment information.
Setup, Delivery, & Pick-up
Yes, we offer delivery all across BC. Delivery fees vary based on the size of your order and the delivery location. Please reach out to us if you would like a quote prior to placing an order.
Time windows for delivery will be communicated no less than one week prior to your rental start date. We will coordinate with you to ensure a convenient delivery time.
*Yes, pick-up is available in Kelowna by appointment. We will reach out to schedule a time that works for you. Please note that if you choose to forgo delivery, you are responsible for any and all damages to rental items. You must bring a sufficient vehicle, padding materials, and straps, and load and unload the items yourself.
*All tents larger than 10×10′ require delivery as they must be setup by our delivery team.
Setup for all tents larger than 10×10 is included at no charge. We offer setup services for most other items for an additional fee. Please reach out to us to confirm if setup is available for the specific items you’ve rented. Setup services must be reserved at least one week in advance to your delivery.
There is no strict minimum order requirement for delivery, but please note that delivery fees may vary based on your order size and location and we do have minimum fees for delivery.
If you need to change your delivery address, please contact us as soon as possible. This is typically not an issue as long as sufficient notice is given. Please note, there may be additional delivery fees depending on the new location.
Setup services must be reserved at least one week prior to your delivery otherwise our delivery team will simply unload the rental items at the agreed upon delivery address. Please note, tents are the exception to this rule. All tents over 10×10′ will be setup by our delivery team.
If you have specific setup requests, please communicate them with us when placing your order or at least one week before your event. We’ll do our best to meet your needs.
Bundles
Yes! A bundle will show as unavailable if even just one product in the bundle is unavailable. That’s why we recommend reaching out to us if the bundle you want is unavailable. Often, we can substitute the unavailable product with another item, so you can still rent that bundle.
Absolutely! Our curated bundles are great on their own, but they can be even better when you add your own personal touches. We have lots of rental items that pair nicely with these bundles to enhance your vision.
We recommend reserving your wedding rental bundle at least 8-10 months in advance, as they tend to rent out quickly, especially during peak wedding seasons.
Yes, you can pick up your rental items. However, please be aware that you are responsible for any damages that may occur during transport. For larger orders, delivery is often the more convenient option.
We understand that plans can change! If you need to adjust your order, please contact us as soon as possible. We’ll do our best to accommodate your changes, subject to availability and our rental policies.
Tents
The sizes listed provide a general estimate of how many people each tent can accommodate. However, the actual capacity may vary based on the furniture and items you plan to include. To ensure you select the perfect size for your event, we recommend reaching out to us. We can help you determine the best tent size based on your specific needs and setup.
- 10×10 – 8-12 people
- 10×20 – 16-24 people
- 20×20 – 40-50 people
- 20×30 – 60-75 people
- 20×40 – 80-100 people
- 40×40 – 160-200 people
- 40×60 – 200-240 people
Marquee tents are modular and can be linked together to create a larger, seamless space. Gutter connections between the tents keep your guests warm and dry, regardless of the weather. If you don’t find the tent size you need in our current selection, please contact us to explore additional options that might suit your needs.
Generally, our heavy-duty tents are well-equipped to handle moderate wind and rain, as they are securely staked into the ground. However, in the unlikely event of extreme weather conditions, such as winds exceeding 30 km/hr or lightning, the safety of the tent could be compromised. It’s important to have a safety plan in place for emergencies. If you need help creating a safety plan, please contact us, and one of our experienced staff members will be glad to assist you.
Our tents are an excellent choice for keeping your guests comfortable, whether it’s raining or sunny. They provide warmth and protection in wet conditions and stay cool and pleasant on hot days. Due to their popularity, we recommend booking your tent 6-12 months in advance to guarantee availability. However, we understand that last-minute needs can arise, and we will do our utmost to accommodate your request if you need a tent on short notice.
Chairs
Chairs book quickly, so we recommend reserving your rentals at least 6-9 months ahead of your event. You can check real-time availability on each product page, so as long as the product shows as available for your date, you can still rent it!
In most cases, yes. However, please note that you are responsible for any damages that may occur during transport. You’ll also need to provide covered transport and equipment to safely secure the chairs. Delivery is often an easier and more cost-effective option.
Delivery costs vary based on location and order size. After placing an order online, we’ll send you a delivery quote shortly thereafter. Alternatively, you can reach out to us beforehand for a quote.
Yes, we offer setup services for an additional fee. Please contact us to discuss the details of your event so we can provide an accurate quotation.
Yes, as long as we have availability. If you’re concerned about needing more chairs, we recommend reserving a few extras, as it’s easier to reduce quantities than to increase them later. For more details on order reductions, please review our Rental Contract.
Tables
We recommend reserving your tables at least 6-9 months ahead of your event, especially during peak seasons. However, you can check real-time availability on our website, so if a table shows as available for your date, you can still rent it!
The number of tables you need depends on your guest count and the type of seating arrangement you plan to have. As a general guideline, consider how many guests will sit at each table and allow for space for food and decor.
Yes, in most cases, you can pick up your tables. However, you’ll be responsible for any damages that occur during transport. We recommend delivery for larger orders, as it’s often more convenient and cost-effective.
Yes, delivery and setup fees may apply based on your location and order size. We will provide a detailed quote upon placing your order or upon request before you book.
Absolutely! You can adjust your order as long as we have availability. We recommend ordering a few extra tables if you anticipate needing more, as it’s generally easier to reduce quantities than to add them later. For details on order changes, please refer to our Rental Contract.
Decor
We offer a wide range of decor items, including faux florals, elegant vases, stylish table numbers, customizable signage, and an assortment of candles to enhance your event’s atmosphere.
We recommend booking your decor rentals at least 4-6 months before your event, especially during peak wedding and party seasons, to ensure availability.
We understand that accidents can happen. We have a damage policy in place, which outlines the responsibility for any lost or damaged items. We recommend reviewing this policy prior to your rental for peace of mind.
Yes, we provide delivery services for our decor rentals; however, we do not offer setup services. You’re welcome to arrange for your own setup team or handle it yourself.
While our decor is not customizable, you are welcome to add your own customizations as long as they do not damage or permanently alter our items.
Cooking & Serving Equipment
We offer a wide range of equipment, including grills, griddles, fryers, chafing dishes, serving tables, and beverage dispensers. Whether you’re hosting a small gathering or a large event, we have the right tools to meet your needs.
To determine the right amount of equipment, consider the number of guests, the type of food being served, and the cooking methods you plan to use. Our team can provide recommendations based on your event size and menu.
Yes, we offer delivery and setup services to make your event planning easier. Please inquire about availability and associated fees when placing your order.
We ask that you return the equipment in a clean condition. Basic cleaning involves removing food residue and grease. If you need assistance with cleaning guidelines, we can provide recommendations.
Absolutely! We offer propane tank rentals to ensure you have the fuel needed for your cooking equipment. Don’t forget to reserve your propane tanks when you place your order for other rentals!
Lighting
Choosing the right lighting depends on your event’s theme, venue, and desired atmosphere. Consider the type of lighting effects you want—such as ambient, accent, or functional lighting—and feel free to reach out to us for personalized recommendations based on your specific needs.
We recommend reserving your lighting rentals at least 4-6 months in advance to ensure availability, especially during busy seasons. However, you can check real-time availability on our website for specific products.
Yes, you can pick up your lighting equipment. Just keep in mind that you are responsible for any damages that may occur during transport. If you’re renting a large quantity, we recommend delivery for convenience.
Unfortunately, we do not offer setup services for lighting rentals. We recommend that you or your event team handle the installation, but we can provide guidelines on how to set up the equipment safely.
Yes, you can adjust your lighting order as long as we have availability. If you think you might need additional lighting, it’s a good idea to reserve a bit more, as it’s generally easier to reduce quantities than to increase them later. For specific details on order adjustments, please refer to our Rental Contract.
Flooring
We offer interlocking tiles for tent flooring, providing a stable and attractive surface for your event. These tiles are easy to assemble and are perfect for various outdoor settings.
We recommend reserving your tent and dance floor rentals at least 6-9 months in advance to ensure availability, especially during peak event seasons. You can check real-time availability on our website for specific products.
Yes, you can pick up your flooring and dance floor rentals. Just keep in mind that you are responsible for any damages that may occur during transport. For larger orders, delivery is often a more convenient option.
Unfortunately, we do not offer setup services for tent flooring or dance floors. However, we provide detailed setup instructions to ensure a smooth installation process for you or your event team.
Yes, you can adjust your tent and dance floor order as long as we have availability. If you’re unsure about the number of guests, it’s a good idea to reserve a few extra square feet, as it’s generally easier to reduce quantities than to increase them later. For specific details on order adjustments, please refer to our Rental Contract.
Arches & Arbours
Despite their large appearance, our arches come disassembled for easy transport. Most arches will fit comfortably in an SUV or the back of a truck.
Assembly is available as an add-on service for a fee. Just let us know when you place your order!
The arches are rented as a stand-alone product, but we do offer a variety of decor rental options that you can add to enhance your arch.
Absolutely! Just be sure not to overload the arch with too much weight and avoid damaging it when securing your decorations.
We recommend using twine or fishing line for securing decorations. Please refrain from using nails, screws, thumbtacks, or tape, as these can cause damage and may result in extra charges.
Cocktail Hour
We recommend reserving your cocktail hour rentals at least 4-6 months in advance to ensure availability, especially during busy wedding seasons. You can check real-time availability on our website.
Yes, you can pick up your bar and cocktail hour rentals. However, you are responsible for any damages that may occur during transport. For larger orders, delivery is often a more convenient option.
Absolutely! You can personalize the bar with your own decorations or branding. Just ensure that any additions do not damage the bar or violate rental terms. We recommend using removable options for easy application.
Tell us! We’re always looking to expand our inventory with products our customers want. Fill out the contact form below or give us a call, and we’ll do our best to assist you!
Heating & Cooling
We offer a variety of heaters, including portable patio heaters, propane heaters, and electric models. Each option is designed to provide effective warmth for different event settings.
We recommend reserving your heater rentals at least 4-6 months in advance to ensure availability, especially during colder months or busy event seasons. You can check real-time availability on our website.
Yes, our heaters can be used inside tents; however, we recommend using them with proper ventilation to ensure safety. Make sure there is adequate space between the top of the heater and the tent fabric to prevent any risk of fire, and always follow the manufacturer’s guidelines for indoor use.
Yes, you can pick up your heater rentals. However, please note that you are responsible for any damages that may occur during transport. For larger orders, delivery is often a more convenient option.
No, our propane heaters do not include propane tanks. However, pre-filled propane tanks can be rented separately to ensure you have everything you need for your event.
Power Equipment
We offer a reliable generator suitable for powering essential equipment for your event, such as lighting, sound systems, and catering appliances. It’s designed to meet the needs of off-grid weddings and events.
Our generator provides sufficient power for typical event needs, but we recommend discussing your specific requirements with us to ensure it meets your demands.
Yes, we offer a range of power cords and accessories to ensure you have everything needed for safe and effective power distribution at your event.
We recommend reserving the generator and power cords at least 4-6 months in advance to ensure availability, especially during peak wedding seasons.
Yes, you can pick up your generator and accessories. However, please note that you are responsible for any damages that may occur during transport. For larger orders, delivery is often a more convenient option.
Yard Games
We offer a variety of yard games, including cornhole, giant Jenga, croquet, ring toss, and more. Our selection is designed to provide fun and entertainment for guests of all ages.
We recommend reserving your yard games at least 6-9 months in advance, especially during peak wedding and party seasons, to ensure availability.
Yes, you can pick up your yard games. However, please note that you are responsible for any damages that may occur during transport. For larger orders, delivery is often a more convenient option.
Unfortunately, we do not offer setup services for yard games. However, we provide simple instructions to help you set them up easily at your event.
Absolutely! Feel free to personalize the games with your own decorations, but please ensure that any additions do not damage the equipment. We recommend using removable options for easy application.
Sound Equipment
We offer a range of sound equipment, including high-quality speakers, microphones, and accessories to ensure you have everything you need for clear and impactful audio.
We recommend reserving your sound equipment at least 6-9 months in advance, especially during peak event seasons, to ensure availability.
Yes, you can pick up your sound equipment rentals. However, please note that you are responsible for any damages that may occur during transport. For larger orders, delivery is often a more convenient option.
Unfortunately, we do not offer setup services for sound equipment. However, we provide detailed instructions to help you set everything up easily.
Yes! You can connect your own audio sources, such as smartphones or laptops, to our sound equipment. Just ensure you have the necessary cables or adapters for compatibility.
Linens
No, you don’t have to wash the linens before returning them. We have an in-house cleaning service that will take care of everything for you.
Accidents happen, so no worries! We ask that you keep stained linens separate to avoid damaging the other linens, and we’ll take care of the rest.
While stains from food and drinks are expected, wax and burn damage are considered beyond normal wear and will result in extra charges. We recommend using flameless candles and avoiding smoking near our linens to prevent damage.
We recommend reserving your linen rentals at least 2-4 months in advance, especially during busy seasons, to ensure you get the styles and quantities you need.
Absolutely! Mixing and matching linens can create a unique and personalized look for your event. Feel free to explore our collection to find the perfect combinations for your tables.