Shipping policy
THE HOSTED CRATES
DELIVERY, PICKUP AND SERVICE AREA POLICY
Effective Date: August 20, 2026 | Version 4.0
The Hosted Crates is a local event-rental service based in Williamsburg, Virginia. Rental inventory is delivered and picked up by The Hosted Crates. Customer pickup, customer return, mailing, and shipping are not available.
1. SERVICE AREA
The standard service area includes qualifying addresses within approximately 50 miles of Williamsburg, Virginia 23185.
An address located within a nearby city, county, or ZIP code is not automatically guaranteed service. Eligibility is determined using the exact address, delivery and pickup route, schedule, reservation size, access requirements, and operational capacity.
Requests outside the standard service area may be considered before the reservation is confirmed. If outside-radius service is approved, an extended-delivery fee and additional requirements may apply.
2. DELIVERY AND PICKUP CHARGES
Applicable delivery and pickup charges will be included in the Reservation Contract, invoice, reservation record, or other approved reservation pricing.
Additional charges may apply for service outside the standard delivery radius; tolls or paid parking; restricted access; undisclosed stairs, elevators, or long walking distances; changes to the delivery or pickup address; additional delivery or pickup attempts; recovery trips; additional labor; or pickup from a location other than the scheduled pickup location.
When reasonably possible, additional charges will be communicated before the service is performed.
3. DELIVERY AND PICKUP SCHEDULE
The approved delivery and pickup dates and service windows will appear in the Reservation Contract, reservation record, invoice, or written confirmation.
Unless another schedule is confirmed in writing:
• Delivery is generally scheduled the day before the event during a 3:00 p.m. to 5:00 p.m. Eastern Time service window.
• The Essential and The Signature reservations are generally picked up at approximately 3:00 p.m. on the day after the event.
• The Complete reservations are generally picked up approximately 48 hours after the event date at approximately 3:00 p.m.
Delivery and pickup windows are service windows and are not guaranteed exact arrival times. Traffic, weather, road closures, previous deliveries or pickups, venue restrictions, access issues, emergencies, or other reasonable circumstances may affect arrival.
The Hosted Crates will make reasonable efforts to communicate a significant delay.
4. RESERVATION AND PAYMENT REQUIREMENTS BEFORE DELIVERY
Completing the initial checkout process submits a Reservation Request only. The Reservation Request does not confirm the reservation and does not require the customer to pay a rental payment or Security Deposit at that stage.
After The Hosted Crates approves the request
1. The Hosted Crates sends the customer a Reservation Contract containing approved pricing and the Rental Agreement.
2. The customer signs and returns the required agreement.
3. The Hosted Crates sends an Initial Payment Request for 50% of the approved package and add-ons subtotal.
4. The Initial Payment is due within 24 hours from the time the payment request is sent unless another written deadline is provided.
5. The reservation is confirmed after the required Initial Payment is received.
The Hosted Crates will generally send the Final Payment Request approximately 72 hours before the scheduled event date. It includes the remaining 50% of the approved package and add-ons subtotal, the required Security Deposit, and any other approved amounts that remain unpaid.
The refundable Security Deposit is $100 for a standard reservation or $150 total when Projector + Screen is included. The $150 Security Deposit replaces the standard $100 amount and is not added to it.
All required final payments must be completed by the deadline stated in the Final Payment Request and before delivery.
5. SECURE DELIVERY AND PICKUP LOCATION
The customer must provide one safe, secure, reasonably weather-protected, and accessible location for delivery and pickup.
Unless another arrangement is approved, delivery and pickup must occur at the same designated handoff location.
The customer must provide complete and accurate address and access information, including gate or entry codes; building, apartment, or unit numbers; parking restrictions; stairs; elevators; loading restrictions; venue or community rules; construction; narrow entrances; long walking distances; or other access limitations that may affect service.
The Hosted Crates may decline to enter or service a property that is unsafe, inaccessible, unlawful, or materially different from the information provided. The Hosted Crates may photograph the handoff location and rental inventory to document delivery or pickup.
6. ADULT RESPONSIBILITY AND UNATTENDED HANDOFF
The customer signing the Reservation Contract must be at least 18 years old and remains responsible for the rental inventory from completed delivery through completed pickup.
An adult is not required to be physically present when The Hosted Crates has accepted an unattended secure-handoff arrangement.
For an unattended handoff, the customer must provide an area that is accessible, secure from theft or unauthorized access, reasonably protected from weather, and large enough to safely receive the rental inventory.
Responsibility for the rental inventory transfers to the customer once delivery is completed at the designated location and remains with the customer until The Hosted Crates completes pickup.
7. INSPECTION AFTER DELIVERY
The customer must inspect the rental items promptly after delivery.
Missing, incorrect, incomplete, damaged, or nonworking items must be reported to contact@thehostedcrates.com within two hours after delivery or before the event begins, whichever occurs first. Photos or video may be requested.
Items not reported during the inspection period may be treated as having been received complete and in acceptable condition except for defects that could not reasonably have been discovered during the initial inspection.
8. CUSTOMER TRANSPORTATION TO ANOTHER LOCATION
Customers may transport, use, or store rental items at a location other than the delivery location. Prior approval is not required unless The Hosted Crates states otherwise for a specific item or safety reason.
The customer must notify The Hosted Crates before the items are moved and provide the alternate-use address.
The customer remains responsible for the rental inventory during loading, transportation, unloading, storage, setup, use, repacking, and return to the scheduled pickup location. This responsibility includes loss, theft, breakage, vehicle-related damage, improper securing, weather exposure, Excessive Soiling, and other damage occurring while the rental inventory is transported or used away from the delivery location.
Unless another pickup arrangement is approved in writing, all rental items must be returned to the original designated pickup location before the scheduled pickup window.
Additional travel, labor, recovery, repair, replacement, or pickup charges may apply if rental items are not available at the scheduled location.
9. GUIDED SETUP AND CUSTOMER RESPONSIBILITIES
The Hosted Crates provides delivery and pickup. On-site setup, decorating, styling, event staffing, equipment operation, breakdown, and venue cleanup are not included unless specifically stated in the signed Reservation Contract.
The customer is responsible for unpacking, guided setup, arranging rental items, following visual and written instructions, safely using the rental inventory, supervising guests and children, protecting the rental inventory, repacking, and preparing everything for pickup.
The Complete remains a guided, host-led rental experience. Its Complete Style Profile, tailored setup plan, Complete Styling Consultation, curated styling edit, premium pieces, expanded decor, statement pieces, and other curated elements do not include on-site setup, on-site styling, event staffing, or unlimited customization unless a separate written service is expressly listed in the signed contract.
10. WEATHER AND UNSAFE CONDITIONS
Customers using rental items outdoors must maintain an appropriate indoor or covered backup plan and remain responsible for protecting rental inventory from rain, sprinklers, wind, standing water, mud, flooding, excessive heat or cold, smoke, fire, and other unsafe conditions.
The Hosted Crates may delay, modify, reschedule, refuse, or cancel delivery or pickup when conditions create an unreasonable safety risk.
The Hosted Crates is not required to enter a location or complete service when doing so would create an unreasonable risk to people, vehicles, property, or rental inventory.
11. MISSED OR UNSUCCESSFUL DELIVERY
A delivery may be considered unsuccessful when the address is incorrect or incomplete; required access information was not provided; entry is unavailable; the designated secure location is unavailable; venue or property personnel deny access; the property is unsafe or inaccessible; pets or another hazard prevent service; or a required direct handoff cannot be completed.
The Hosted Crates will make reasonable efforts to contact the customer. A second delivery attempt is not guaranteed and may require an additional charge.
A failed-access or attempted-delivery situation may also be subject to the cancellation provisions in the Return, Cancellation and Refund Policy and Rental Agreement.
12. PICKUP REQUIREMENTS
Before the scheduled pickup window, the customer must:
• gather all rental items at the scheduled pickup location;
• repack rental items, equipment, accessories, and other components according to the provided instructions;
• place items into their assigned cases, crates, bags, containers, or packaging;
• allow heated equipment to cool completely before moving or repacking it;
• turn off and unplug electronics and equipment;
• remove food, beverages, water, ice, trash, tape, decorations, and personal belongings;
• keep rental items dry, secure, protected, and reasonably clean;
• return items transported elsewhere to the scheduled pickup address;
• ensure the pickup location remains accessible; and
• notify The Hosted Crates of missing or damaged items.
If rental items are incomplete, unpacked, wet, unsafe, inaccessible, improperly located, or unavailable during the scheduled pickup window, additional charges may apply for another pickup attempt, recovery, additional travel, additional labor, cleaning, repair, or replacement.
The customer remains responsible for the rental inventory until The Hosted Crates completes pickup and takes possession of the items.
13. NO CUSTOMER PICKUP, RETURN, MAILING, OR SHIPPING
Customer pickup and customer return are not available.
Rental inventory must never be mailed, shipped, sent through a parcel carrier, sent through a postal service, couriered, freighted, sent through a moving company, sent through a delivery application, or transferred to another third-party transportation service.
The Hosted Crates retrieves rental inventory only through the scheduled pickup process.
14. RELATIONSHIP TO OTHER TERMS
This Delivery, Pickup and Service Area Policy addresses local delivery, customer transportation, access, guided setup, repacking, and pickup.
Payments, cancellations, Security Deposit refunds and deductions, custom or personalized items, equipment use, safety requirements, food and allergy responsibilities, recalls, damage, and customer liability are governed by the Return, Cancellation and Refund Policy, Terms of Service, and signed Rental Agreement.
For reservation-specific requirements, the signed Reservation Contract and Rental Agreement control to the extent permitted by law.
15. CONTACT
For delivery questions, alternate-use-location notices, address changes, access instructions, or service-area requests, contact:
The Hosted Crates
Business location/service base: Williamsburg, Virginia
Email: contact@thehostedcrates.com