Polices and Procedures 

New Quoting + Invoicing System

As you may already know, we’ve changed to a new quoting and invoicing system and are so excited to share it with you! To obtain quotes, you can now create a “Wishlist” through our Rental Collection page on our website. Simply select the items & quantities you’d like, input the date and venue information, and submit the Wishlist. Easy as that! We will be notified that you’ve created a Wishlist and will be in touch shortly after with a formal quote. If you have requests for custom items, etc. please feel free to continue to reach out to us directly.

When you receive a quote, a link will be provided to view the quote online. This link is live; if any changes are made to your quote, you can always view the latest version via the original link. Additionally, contracts can quickly and easily be signed online (for valid quotes), and payment can be made directly online as well. We now accept all major credit cards (including AMEX) and will continue to accept email money transfer. Should you or your clients wish to complete all payments via email money transfer we will continue to require a valid credit card on file for incidentals. Prior to the event, we will reach out to you with a credit card authorization form which must be completed and returned before items leave our warehouse.

Booking Process + Holding Items

As we continue to work with amazing clients such as yourself, we have realized a significant increase in the demand for our products; as such, we have revised our policy regarding holding inventory.

We will no longer be holding inventory without receiving a signed contract and payment of the 30% retainer fee. Retainer fee payment must accompany a signed contract and vice versa. We will not consider a booking confirmed if either the contract or payment are not completed.

Once a quote is sent it will be considered valid, and the items quoted will be held for 24 hours from the time the original quote is sent. Beyond that time, we cannot hold any items without the signed contract and retainer fee payment. This policy is put in place to reduce the risk of overbooked items, and to ensure ample product availability to all our clients.

If you would like to proceed with booking items on a quote that is no longer valid, there is no need to resubmit your request. Just get in touch with us, and we will review the quote to ensure inventory availability. Should the items be available, we will make online contract signing available to you again. If the items are not available, we will be more than happy to provide alternate suggestions!

Order Changes

Due to the increase in order volume, we require an adequate turnaround time for order fulfillment. For the 2022 season we will be enforcing the following schedule for orders that have been confirmed via a signed contract and retainer payment:

Cancelling Reserved Items:
Items cancelled 90 days or more prior to the event date will not be subject to penalties.

Items cancelled within 16-59 days prior to the event date will be subject to a 30% restocking fee.

Items cancelled within 0-15 days prior to the event date will be charged at full cost.

Quantity Reductions/Changes
Quantities can be reduced by no more than 25% within 60 or more days prior to your event date.

Quantities can be reduced by no more than 15% within 16-59 days prior to your event date.

Quantities cannot be reduced within 0-15 days prior to your event date.

Quantities can be increased at any point, subject to availability.

Please note: We now require all major changes to orders (significant quantity changes or item cancellations/changes) to be verified by signing the rental agreement/contract. When this is required, we will send you a new quote link and request your signature. If items have been added to an order or order quantities have been increased, an additional retainer fee payment will be required to secure the items. If the updated rental agreement has been received, but the additional retainer fee has not, you will receive automated reminders to submit payment.

Final Counts & Final Payment

Final Counts
Final counts are due no later than 16 days prior to the scheduled delivery date. Please kindly note that this has changed from the previous due date, which was in relation to the event date, not the delivery date.

By providing final counts 16 days prior to the scheduled delivery date our team has sufficient time to effectively prepare your order. We understand that this may not be possible in all cases, and we ask that you please notify a member of our team should you require an extension on the due date for final counts.

Final Payment
Final payment is due no later than 15 days prior to the scheduled delivery date. If payment has not been made by this date, you will continue to receive automated payment reminders until payment is made.

Please note: payments made via e-transfer are manually applied to your order. We are in the office Monday – Friday, 9 am – 4:30 pm and will input payments as they come in. If payment is made outside of regular office hours, you will continue to receive payment reminders until the payment is entered into the system upon our return to the office. All orders must be paid in full prior to leaving our building unless an exception has been made which has been agreed upon in writing.

Order Preparation

Orders will not be prepared until final payment has been received. We ask that you please allow our team ample time to prepare orders. Last-minute orders will most certainly be accommodated, however, we will provide a timeline as to when we can have the order ready for in-store pickup or delivery.

Every order is prepared by one team member, then passed off to another team member to review and count the items. Once orders are verified by our warehouse crew, the delivery team member then reviews the order during loading and ensures all items are accounted for. At the venue, our delivery crew will review the order again to ensure all items are accounted for. They will then ask for a representative of the client (be it venue personnel, the client themselves, etc.) to sign off on the delivery. We have implemented these “checkpoints” to mitigate the risk of errors. That said, we are human and sometimes mistakes happen! Should you have an issue with any items delivered, please notify us immediately –please do not wait until after the event as we would love an opportunity to rectify the issue. Please call the office during regular business hours at 905-988-535, or email info@simplybeautifuldecor.ca for after-hours/weekends.

Delivery

We ask that you please provide a 6-hour delivery + pickup window along with final counts 16 days prior to the scheduled delivery. We require ample time to effectively schedule our delivery routes and appreciate as much notice as possible. Should you require a time-specific delivery please inform a member of our team no later than 60 days prior to the event so we can plan accordingly. Additional fees apply for time-specific deliveries.

Items will be delivered to a pre-designated area that is easily accessible. Deliveries to non-ground level locations must have elevator access as our team is not permitted to deliver items via stairs, nor can they deliver items to a location that is more than 100’ from a parking location.

Pickup

Following the event, we ask that all rentals be left in the same location they were delivered to. Delivery + pickup rates do not include set up or teardown. As such, we ask that all tableware items be rinsed/cleared of debris and returned to their racks/crates. Linens and napkins must be stripped from tables and placed in the provided linen bags marked with our logo. Chairs must be stacked. If you require teardown services, please inquire. If items are not packed and ready to be picked up when our team returns, additional fees may apply. Please ensure this information is communicated to the venue/catering team.

Please note: tableware items will not be counted on-site due to sanitary reasons. Following pickup (or in-store return) our warehouse crew will wash and count all items returned. Should there be a discrepancy between what was sent versus what was returned, you will be notified via email.