3 Things To Know About Your Event When Placing a Rental Order
Planning an event requires attention to countless details, and one of the most important aspects is ensuring that you have all the necessary rentals to make your event a success. Whether you’re hosting a wedding, corporate event, or backyard celebration, the right rental products can transform your space and create a memorable experience for your guests. However, placing a rental order involves more than just selecting items—you need to consider key factors that will impact the success of your event.
At Elite Events and Rentals, we understand how essential it is to get every detail right. In this blog post, we’ll cover three important things to know about your event when placing a rental order. From understanding your event’s requirements to managing your budget, these tips will help you make informed decisions that ensure your event goes off without a hitch.
1. Understand the Specific Needs of Your Event
When placing a rental order, it’s crucial to have a clear understanding of the specific needs of your event. Every event is unique, and your rental order should reflect the particular requirements of your celebration. Before you start choosing items, take some time to evaluate the details of your event.
Event Type and Theme
The type of event you’re hosting will greatly influence the rental products you need. A wedding will have different rental needs than a corporate event or a birthday party. Additionally, your event’s theme and style will play a role in the selection of items. For example, a rustic wedding may require farmhouse tables and vintage décor, while a modern corporate event may call for sleek furniture and high-tech equipment.
Consider the overall aesthetic you want to create and how the rental products can help bring that vision to life. At Elite Events and Rentals, we offer a wide range of rental items, from elegant tents and lighting to stylish furniture and décor, allowing you to find products that match your event’s theme.
Guest Count
Knowing the number of guests attending your event is essential when placing a rental order. The size of your guest list will determine how many tables, chairs, linens, and other items you need. It’s always a good idea to overestimate slightly to ensure that you have enough seating and supplies for everyone, including last-minute additions.
Additionally, the guest count can affect the size of the tent or venue space you’ll need. For larger gatherings, you may need to rent multiple tents or larger seating arrangements to accommodate all your guests comfortably. Elite Events and Rentals can help you determine the appropriate quantities of rental items based on your guest list, ensuring that everyone has a place to sit and enjoy the event.
Venue Layout
The layout of your event venue will also impact your rental order. Before finalizing your rentals, it’s important to assess the size and layout of the space where your event will take place. Consider factors such as the location of entrances and exits, the placement of food stations or bars, and the flow of traffic throughout the venue.
If you’re hosting an outdoor event, you’ll need to account for factors like the terrain, weather conditions, and the availability of power sources. For example, if your event is being held on uneven ground, you may need to rent flooring to create a stable surface. If you’re concerned about rain or strong sunlight, a tent rental can provide shelter and ensure that your event continues smoothly, no matter the weather.
2. Plan Ahead for Your Rental Budget
Budgeting is a critical aspect of event planning, and your rental order is likely to be one of the larger expenses. Understanding how to allocate your budget for rentals will help you get the most value for your money while ensuring that all your event needs are met.
Prioritize Essential Items
When planning your rental order, start by prioritizing the essential items that are necessary for the event to run smoothly. These might include tents, tables, chairs, linens, and lighting. Once you’ve accounted for the must-have items, you can allocate the remaining budget to optional enhancements such as specialty décor, lounge furniture, or additional entertainment elements.
By identifying your top priorities early on, you’ll have a better idea of where to focus your budget. At Elite Events and Rentals, we can help you create a rental package that covers the essentials while staying within your budget.
Factor in Delivery and Setup Costs
When calculating your rental budget, don’t forget to factor in additional costs such as delivery, setup, and breakdown services. These services can save you time and hassle, especially if your event requires large or complex installations, such as a tent or stage. While some rental companies include these services in the overall rental cost, others may charge separately, so be sure to clarify what’s included in your quote.
At Elite Events and Rentals, we offer full-service delivery and setup to ensure that your rental items are installed correctly and ready for your event. Our team will handle all the logistics, allowing you to focus on other aspects of event planning.
Consider Rental Insurance
In some cases, rental insurance may be a wise investment to protect against unforeseen accidents or damage to the rental items. Whether you’re hosting a large event with many guests or a smaller gathering with children, accidents can happen. Rental insurance can provide peace of mind by covering the cost of repairing or replacing damaged items. Ask your rental provider if they offer insurance options and whether it makes sense for your event.
3. Know the Timeline for Your Rental Order
Timing is everything when it comes to placing a rental order. Planning ahead and knowing the timeline for your event is essential to ensuring that all your rental items arrive on time and are set up correctly.
Book Early
Event rentals are in high demand, especially during peak seasons such as summer and the holidays. To secure the items you need, it’s best to book your rental order as early as possible. This is particularly important for large items like tents, stages, or specialty furniture, which may have limited availability.
By booking early, you’ll have more options to choose from and can avoid the stress of last-minute rentals. Elite Events and Rentals recommends placing your order at least a few months in advance, especially for weddings or large corporate events.
Confirm Delivery and Setup Times
When placing your rental order, be sure to confirm the delivery and setup times with your rental provider. Knowing when the items will be delivered and set up allows you to coordinate with your venue and other vendors to ensure that everything runs smoothly on the day of the event.
It’s also important to plan for teardown and pickup after the event. Make sure you understand the rental company’s policies regarding pickup times and any fees associated with late returns. At Elite Events and Rentals, we work closely with our clients to coordinate delivery, setup, and pickup, making the rental process as seamless as possible.
Prepare for Last-Minute Changes
Even with careful planning, last-minute changes can happen. Whether it’s an unexpected increase in guest count or a change in the weather, being prepared for adjustments to your rental order is essential. Keep in touch with your rental provider leading up to the event to ensure that any changes can be accommodated.
Contact Elite Events & Rentals to Schedule a Consultation
Placing a rental order is a crucial part of event planning, and getting it right requires careful consideration of your event’s specific needs, budget, and timeline. By understanding these key factors, you can make informed decisions that ensure your event is a success.
At Elite Events and Rentals, we’re here to help you every step of the way. From choosing the right products to coordinating delivery and setup, our team is dedicated to making your event planning process as smooth as possible. Contact us today to learn more about our tent and party rentals and how we can help make your event unforgettable.
Schedule a consultation with us to discuss your needs and explore our extensive selection of event rentals.