Customer Pickup Guide

Your Guide to Successful Rental Pickups

Welcome to Occasion Source.  This guide is designed to help you understand the essentials of picking up your rentals from our warehouse, from vehicle requirements to safety guidelines. We value your time and aim to make your experience as efficient as possible. Please review the following information carefully before your scheduled pickup, and don't hesitate to contact us if you have any questions. Let's make your rental equipment pickup hassle-free! 

  • Ensure your vehicle meets these requirements for a smooth pickup experience:

    • Adequate Vehicle Size: Make sure your vehicle can accommodate the rentals.
    • Transport Safety: Secure items with proper straps, tarps, and blankets.

    If you are unsure if the rentals will fit please give us a call 1-832-240-9800

  • Keep the transport area clean and be aware of additional charges:

    • Cleanliness: Important to avoid rental damage.
    • Additional Charges: The following items are available for rent: 
      • Straps:  $5.50 each.
      • Tarps: $15.00 each.
      • Blankets: $7.00 each.

  • If someone else is picking up your rentals:

    • ID Verification: Ensure they have their ID for verification.
    • Text Your ID: To 1-346-553-1010 before the pickup.
    • Forward Them The Pickup Email: Contains essential pickup information

  • We encourage you to inspect all items upon arrival. If you spot any damage before your event, please call our emergency line at 1-832-240-9800 and leave a message. We'll get back to you as soon as possible to resolve the issue.

  • Customer pickup and drop off times:
    Mon-Fri : 9:00am-1:00pm
    Closed:  Saturdays & Sundays


    Standard deliveries:
    1:00pm-5:00pm Mon-Fri
    (If you require a custom delivery time please mention during the quoting /booking process and we will be happy to oblige)

    We are available by phone Mon-Fri 9:00am-5:00pm
    1-832-240-9800

  • We are located in Cypress, TX.  Please refer to your email for pickup location instructions.

  • ​For the safety and cleanliness of your rentals:

    • Avoid Open Trailers: Using open trailers, especially on dirt roads, exposes rentals to dust and dirt.
    • Cleaning Charges: Any rentals returned dirty due to negligence or use of an open trailer will incur a cleaning fee. Please consider covered transportation options to avoid additional charges.

  • Being on time is crucial for a smooth pickup process at our warehouse:

    • Schedule Adherence: Our warehouse staff is scheduled to assist you at your exact pickup time. We operate on a strict schedule to ensure all customers receive prompt and efficient service.
    • Vehicle Positioning: Upon arrival, pull your vehicle up to the loading area as soon as it becomes available.
    • Self-Loading: You are responsible for loading and securing your rentals. For liability reasons, we do not secure loads into your vehicle.
    • Loading Assistance: Our team will assist by handing off the rentals and efficiently bringing them out on the appropriate carts to facilitate easy loading. Please have 1-2 people ready to secure and place items into your transport vehicle.

  • Plan for the pickup according to the weather:

    • Rain: Bring waterproof covers or tarps to protect sensitive items like wood tables.
    • Wind: Secure items well to prevent them from being blown around during transportation

  • At Occasion Source, we maintain a strict pickup schedule to ensure our loading area operates smoothly. Here’s what to do if you find yourself running late:

    • Advance Notice: If you anticipate being late, please inform us in advance. This allows us to adjust our schedule and prevent any operational disruptions.
    • Rescheduling: If you are late without prior notice, we will send a reminder and work with you to find an alternative pickup time that fits into our schedule.

  • ​Inform us as soon as possible if you need to cancel or reschedule:

    • Procedure: Details on how to notify us and the timeframe required.
    • Fees: Potential fees associated with late cancellations or rescheduling.

Customer Responsibility

Rented equipment is the responsibility of the customer from the time of delivery or customer pick-up until it is returned.

Credit Card Responsibility:
The credit card holder will be responsible for any loss or damage to the equipment.

Return Condition:
We ask that all items be returned clean and organized. A minimum $50.00 cleaning fee will be applied if equipment is returned in an unclean condition.

Proper Handling of Equipment:

  • 🔥 Keep Away from Flames: Keep all rental equipment away from open flames or heat sources.
  • 🎯 Intended Use: Use rental equipment only for its intended purpose.
  • 🧱 Stable Placement: Place all rental equipment on solid and level surfaces.
  • 🚫 No Standing or Tilting: Do not stand on or tilt any rental equipment.
  • 🌬️ Windy Conditions: Immediately take down pop-up tents in windy conditions


Indemnification and Liability:
In the event of any accident or incident causing property damage or bodily harm, the customer agrees to take full responsibility and indemnify and hold Occasion Source harmless from any claims or actions. Occasion Source shall not be responsible for any loss or damage to the customer’s property in any way connected with the use or defect of our rental equipment. Occasion Source makes no warranties regarding the equipment’s fitness for any particular purpose.