All Occasions Party Rental, Inc.

Purchasing Method/Payment if you plan on using the University’s Facilities Management department to handle your request - Most Commonly Used Method

1. View the All Occasions Party Rental, Inc. Equipment & Services Scope, Equipment and Services List and Price List, which shows the contracted options and discounts available through All Occasions Party Rental, Inc.

2. Submit a Special Events Request through the Facilities Management department.

3. Read the process for Special Event Services.

4. Please be aware that the Facilities Management department will work with All Occasions on a University department’s behalf, however, the department is still responsible for proper care, handling, cancellation, and payment requirements as set in the following instructions.

   • The department assumes full responsibility for the equipment until it is returned and shall be responsible for the full value of the equipment that is not returned, or returned in a damaged, defective, or otherwise inappropriate condition. The costs for lost or damaged equipment is the department’s responsibility. 

   • The department must use and operate the equipment in full compliance with all applicable laws, regulations, and industry standards.

   • Once the reservation is electronically signed by Facilities Management on behalf of the department AND the equipment has been delivered by All Occasions, there is a contractual obligated to fulfill payment for the order.

   • Reservation cancellation must occur within 24 hours of the event or before equipment is delivered, whichever occurs first. There may be a restocking fee if the equipment has already been pulled from the warehouse for loading before the cancellation was made.

   • If cancellation occurs after the 24-hour deadline, a 1-day rental fee with be charged for the equipment rented.

5. If you have any questions about using Facilities Management to handle your request then please contact the Special Events Coordinator, Randy Schmotzer at rss2@pitt.edu or 412-383-8354, for more information.

Purchasing Method/Payment if you do NOT plan on using the University’s Facilities Management department to handle your request:

1. View the All Occasions Party Rental, Inc. Equipment & Services Scope, Equipment and Services List and Price List, which shows the contracted options and discounts available through All Occasions Party Rental, Inc.

2. Contact All Occasions Party Rental, Inc. to schedule equipment and services using the contact information listed below. Please provide a University department email address.

3. All Occasions Party Rental, Inc. will send a reservation for department signature via the department email address provided. In the email will be a link to access the electronic signature for the reservation. 

   • Once the reservation is electronically signed AND the equipment has been delivered by All Occasions, the department is contractually obligated to fulfill payment for the order.

   • Reservation cancellation must occur within 24 hours of the event or before equipment is delivered, whichever occurs first. There may be a restocking fee if the equipment has already been pulled from the warehouse for loading before the cancellation was made.

   • If cancellation occurs after the 24-hour deadline, a 1-day rental fee with be charged for the equipment rented.

4. Equipment must be inspected and accepted by the department following delivery. 

   • The department assumes full responsibility for the equipment until it is returned and shall be responsible for the full value of the equipment that is not returned, or returned in a damaged, defective, or otherwise inappropriate condition. The costs for lost or damaged equipment is the department’s responsibility. 

   • The department must use and operate the equipment in full compliance with all applicable laws, regulations, and industry standards.

5. When All Occasions picks up the equipment from the reservation, the items collected will be billed to the department through an invoice to the department and the reservation will be closed.

   • If there are outstanding items from the reservation, there will be a 7-day grace period to have the outstanding items returned to All Occasions (with a possible $17 delivery fee if a separate truck will need to be sent to collect the outstanding items). 

   • Following the 7-day grace period, if there are still outstanding items from the reservation, one of the following will occur:

     • An extended rental reservation will be created for the outstanding items. All Occasions will send the extended rental reservation to be signed by the department via electronic signature through the link provided on the department email. The extended rental reservation will follow the same protocol as the regular reservation.

     • A replacement contract will be created for the outstanding items. All Occasions will send the replacement contract to be signed by the department via electronic signature through the link provided on the department email.

6. Within 7 days of equipment pickup, All Occasions Party Rental, Inc. will send an invoice contract to the department email address [Services Agreement Number FY2021-16675-EEWA or FY2024-21193-ConSA (All Occasions) shall be referenced on all reservations and invoices] for the services and/or the equipment that were collected at the time of pickup. 

   • If there are still outstanding items from the reservation, an extended rental reservation will be issued for the outstanding items. 

   • Payment terms shall be Net 30 days upon University receipt of undisputed invoice.

7. Submit a Contract Payment form in the Contracts+ module of the PantherExpress System to submit your invoice for payment.

   • Complete the Vendor Information as follows:

     • Select All Occasions Party Rental, Inc. as the supplier. 

     • Select contract# FY2024-21193-ConSA as the contract.

   • Complete the Contract Information as instructed.

   • Complete the Additional Information by attaching the invoice as the internal attachment.

8. Once the PO is created, make sure to “Create an Invoice” on the PO to submit the invoice for payment.

Please contact Melissa Vrana, Procurement Specialist, with any questions about these instructions.