Planning a party is all fun and games until the logistics set in. One minute you’re daydreaming about fairy lights and champagne flutes, and the next you’re drowning in inquiries like, “Do we need a tent?” How many chairs are too many? What happens if the weather changes for the worse?
That’s where party rental tips come in. Whether you’re planning a lavish wedding, an outdoor birthday party, or a stylish corporate event, understanding how to navigate event rentals can save you time, aggravation, and money.
To help you out, here are valuable tips you should consider:
Know what you want
Different occasions necessitate different rentals, but there are some things that you might need more than others. Some of the things that you might need include:
Table rentals
These range from cocktail to communal Harvest tables. For formal meals or seated events, large round-top or rectangular tables are ideal. Corporate gatherings, for example, can encourage mingling by setting up a cocktail table.
Less formal parties may include communal tables and benches for guests. The options vary based on the venue. To be on the safe side, create a floor layout that maximizes the available area.
Chairs
Sometimes choosing chair styles is simple: harvest tables frequently have matching benches, and cocktail tables require barstools. For long-term meetings or ceremonies, foldable chairs are a cheap option, but consider a padded design for visitor comfort.
Chiavari chairs are a popular and beautiful choice for luxury events such as wedding receptions and corporate functions.
Furniture
Many event planners are including furniture such as couches, armchairs, and coffee tables in both indoor and outdoor gatherings. Choose elements that complement your event theme’s colors and combine different textures for visual intrigue.
Dance floors, stages, and other entertainment-related things can also be considered furniture. You should add furniture according to the type of event and, more crucially, the size of the space.
Tents
Many elements go into renting an event tent. First, be clear about your desired guest number and theme, as these will drive all rental options. All extra rental decisions are based on the guest count and the chosen theme.
Rooftop events with candles are different from backyard baby showers, which require a whole different setup. Visualizing your event enables more seamless, purposeful rental decisions.
To be on the safe side, do not underestimate how much space you actually require. Renting a larger tent or adding a few extra tables is preferable to having a cramped, uncomfortable setting.
Knowing your event venue inside and out might save you a lot of trouble. Take measurements, check for electrical outlets, confirm delivery truck access, and understand venue limitations. This information is critical for determining tent size, furniture type, and dance floor.
Need a walkthrough? Consult your rental company. Professional companies will conduct on-site inspections to ensure your rental setup suits your venue perfectly.
Think about your guests’ comfort.
Your guests will not recall the color of the napkins, but they will remember the 30-minute wait for a seat. Comfort and event flow are critical. Plan for seating areas, traffic routes, and meeting areas. If this is your first time putting together an event, remember to focus on keeping everyone comfortable and satisfied.
Start your research early enough.
When you are having your event during the high event season, you should know that rental items are in high demand. This means that early booking is essential to getting the things you want, and waiting until the last minute may result in limited options or hasty (and expensive) delivery fees. And you don’t like this, do you?
If the rental company has an online reservation system, use it to secure your items in advance. Need assistance deciding what to prioritize? Check out the must-have items for your party rental.
Besides simply reserving the rental items, it’s also wise to view them before the party date.
Your guests are unlikely to remember the dirty sidewalls of your snow-white wedding tent—but you will. Details like this are critical for getting things right, and you don’t want to discover that the equipment was improperly cared for on the day of your big event.
Poorly maintained equipment is not only ugly; it can also be dangerous. During your big day, you don’t want the stage to collapse in front of everyone. Checking the equipment is simply wise, and most rental firms will not object if you do your due diligence.
To be on the safe side, begin your research at least 3 months to the event. This way, you have time to visit the various rental companies and compare their different supplies and prices.
Work with a reputable rental company.
There are plenty of possibilities for event rental companies, but dependability is rare. Choose a partner who communicates effectively, arrives on time, and has a wide range of rental equipment.
The best way to tell whether a rental company is right for you is to read its reviews. Reviews can reveal a lot about the firm. While it is possible to pay for some reviews to offset negative ones (as some unethical businesses do), they cannot pay for all of them. Read them all attentively, paying attention to both the negative and positive aspects.
A bad review is not always indicative of a terrible business, but a large number of negative reviews can often reveal a company’s issues.
If there are only 1 or 2 negative reviews, study them carefully to identify the concerns. Sometimes it’s simply a frustrated customer who won’t be satisfied no matter what. Low-star reviews are common in every long-standing business because it is hard to please everyone.
Besides reading the reviews, it might be wise to visit the company offices and see their rental equipment to decide whether to work with them.
Parting shot
Here are some rental tips to keep in mind when renting your equipment. As mentioned, always work with reputable event party rentals Rockland that offer high-quality rental equipment that won’t be an embarrassment.