• If you want to make your event truly memorable, then choose a theme. It can be a vague theme, or a very specific theme that can be incorporated into everything from the invitations, to the decorations, props, dinnerware, linens, centerpieces and everything else you use to bring your event to life.
• As with selecting a caterer, you must reserve your rental items as far ahead as possible. No rental company can guarantee that they will have a particular item in stock until you reserve it. They are generally first come, first serve in philosophy. Also keep in mind the seasonality of all type of events and how they may affect your reservations.
• As with selecting and securing details with any vendor, get everything in writing. They are only liable for the items that are listed on the contract to make sure that all of the accessories are listed, including your electrical cords, and anything that you need to run the equipment.
• Take the time to view your rental company’s inventory. A white metal folding chair may seem the same and cost the same from multiple vendors, but over time the quality of these goods deteriorate, so make sure they are of the quality that you are expecting.
• Make sure the colors of particular rental items are what they are listed as. Make sure that your white chairs are really white and not cream or eggshell. Especially with linens, ask them to provide you with a color swatch (sample) of all the selectable linen colors, or have them show you the linens in person to verify the color quality of the linen.
• Consider picking up and installing some of your rental items. If you have some relatives and friends that wouldn’t mind hauling some tables and chairs around, you could save a bundle. Installation for rental items is sometimes included in the rental price, so ask if they have a pick-up option available and if they will discount the price for you.
• Make sure you return your rental items in the same condition that you rented them. Especially food service equipment and beverage supplies make sure they are spotless. Most rental companies will charge by the hour to have their staff clean the equipment after it is return.
• If you decide to pick-up any rental items and not have the company deliver and install the items, make sure that the items are adequately strapped to your vehicle, whether by the rental staff or yourself. Some of the larger rental items can turn into large liabilities if they were to become displaced from your vehicle.
• When renting any sort of rental item, make sure you have the rental crew explain the instructions associated with the particular rental item. If possible get the instructions in writing. Also the misuse of certain equipment could result in costly repair and service bills that you may be liable for.
• Read your entire rental contract, especially the company’s policies and procedures. They do not all run the same. You will have all of the contractual writing right in the contract for you to review, so make sure you do this before you sign it. Additional charges may surface that might have been avoided if the documentation was clearly reviewed.
• Pay close attention to the rental return times. Many rental companies are different. Most party rental stores are pretty flexible on the return times for their equipment, but others are quite strict. Most rental charges are by the “use” as opposed to the traditional daily rental rate structure, but make sure you understand the conditions and plan for a family or friend to return items if your schedule does not permit it.
• Pay close attention to the damage waiver that a rental company will charge as an additional fee to most rental items. The damage waiver covers small wear and tear that results from the use of their rental goods, and can be funneled into repairing and maintaining their rental items for quality of future use. It is usually a percentage of the total rental bill, ranging from 4-12%.
• Note that a damage waiver rarely covers linens, china, and glassware. If there are burn holes in the linens or glassware has chipped or broken throughout the night you will generally be required to pay the full replacement cost of these items. Keep this in mind when deciding the types of linens and china that you are selecting for rent, since the replacement rate for these items may alter drastically between styles and selections.
• Consider obtaining security or insurance for your event if the rentals or equipment are quite extensive. Especially larger tenting structure, which can cost of $20,000+ to replace. Generally you do not have to worry about these items, but dependant on your location, and the environment, it may be worth looking into.
• When renting tents you must become familiar with the underground cables that run beneath your event site. If it is your place of residence then you may be familiar with the utilities and where they run. If you are not, then visit http://www.diggershotline.com/ and have them come out and check the utilities in the area for free. Lastly, tent installation companies have the right to refuse you service, even the day of your event, if they feel that some of their installation staff may be in danger. Utility damages can cause serious damage to your utility supply and your wallet.
• As with catering establishments, the more developed and extensive the rental service provider, the more equipped they are to handle last minute changes and alterations. They are more responsive to handling your event crisis management needs, which is often overlooked.
• If you are having difficulties deciding or finding a rental company that can suit your needs, contact the American Rental Association. They will give you a listing of the different rental service providers in your area and some good advice and how to tell if they can suit your needs.
