How to Coordinate Party Rentals for Special Events

Planning special events can take months, and as the day approaches excitement and sometimes stress can start to build. After choosing some great rental pieces to make the occasion stand out and bring your plan to fruition there are several things you want to do to make sure everything goes smoothly. Read on and we will go over some crucial questions to ask and plans to follow so that you know your rentals are properly coordinated with your venue when the big day arrives.

Confirmation of Setup, Delivery, Storage of Rentals.

At the top of the “To-Do” list is your confirmations. You want to make sure when your specialty rentals will be delivered to the venue and when they will be picked up. Most companies will make an effort to have your delivery made the day before the scheduled event date and pick up will usually occur on the first business day after it occurs. If your event takes place on a Saturday, then you can usually expect a delivery on Friday and pickup on Monday.

A lot of venues tend to host several events throughout the weekend, and sometimes this can create issues if there is something scheduled immediately before or after yours that can interfere with setup and breakdown. You want to make sure to discuss this early and be certain that you have a plan in place that will alleviate stressful situations later on.

Do not forget to ask if there is storage space available for your rentals both before and after the wedding and also if the venue will assist with set up and break down. If they venue will be packing up your items make sure they have a proper storage area so that it remains safe until it is picked up.

Mother Nature is moody! Prepare for Bad Weather.

Hosting an event outdoors when the weather is pleasant can be amazing, but you always want to have a backup plan in case the day ends up being a dark and rainy one. You may need to move indoors, or rent a tent. Some specialty rental items such as antique furnishings can end up damaged if they are left out in the rain so make sure you have someone to make sure rentals are safe if necessary.

Have a Floor Plan for your rentals

Take some time to create a detailed floor plan so that the placement of all of your specialty event rentals is ready ahead of time. This will help to avoid the stress of finding out all of your tables, chairs or other rentals don’t fit within your alloted rental space. It also helps everyone assisting with setup to create the space exactly the way you envisioned it. You may also have to address fire and or building codes that may restrict placement of certain items near doorways etc. Make sure to share your plan with the venue.

Having a good floor plan will also help you to know how much furnishing you need for your guests.

Figuring out what specialty party rentals you need.

Some event spaces sometimes will include certain rental items in their fees. Make it a point to talk to them about this before contacting a specialty rental company. For instance; if your event is being held at a hotel – plates, flatware and glassware are usually included. As soon as you know exactly what is included you can get a more precise idea of your expenses and maybe use extra funds to rent something extra cool like our four keg draft beer wall!

Paige Marion is here to assist you throughout your event planning process!Contact us today for more information, Paige Marion Specialty Rentals 100 Carney street, Glen Cove NY 11542 (516) 426-7826 Visit us on Facebook.