First-Timer Guide to Event Rental For Corporate Events

There are a few key elements to planning a major corporate event for your company, and one of these involves managing any kind of event rental product need for your event. If this is your first time helping plan such an event, you may be new to the realm of event rentals and wondering about a few basics of this process.

At In The Event, we’re here to offer a huge range of corporate event planning services that includes a comprehensive selection of event rentals, ranging from audio and video equipment rentals to event tents, lighting and decor solutions and more. Here’s a basic guide for first-timers in the corporate event planning and rental space, helping you understand why event rentals are valuable for corporate events.

Why Rentals Are Often Vital for Corporate Events

There are a few key reasons why rentals are so commonly utilized for corporate events:

• Flexibility: When you purchase items outright, you become responsible for their maintenance and storage needs. For a one-time event, this may not be worth the investment – but rentals allow you to use top quality products without any of these concerns.
• Cost-effectiveness: Rentals can often be much cheaper than purchasing new items, especially if your company doesn’t have a regular need for certain products or equipment.
• Wide selection: With rental companies, like In The Event, offering a range of options from basic audio and video equipment to high-end lighting and decor solutions, you can customize your event to fit any theme or vision you have in mind.
• Expert assistance: Professional rental companies will often provide expert advice on which products and equipment best suit your event needs, ensuring a smooth and successful event.

Top Rental Items for Corporate Events

While the specific rentals you require will depend on the type of corporate event you’re planning, here are some top items that are commonly rented for such events:

1. Audio and Video Equipment: This includes microphones, speakers, projectors, screens and other necessary tools for presentations or entertainment.
2. Furniture Rentals: These may include tables, chairs, lounge areas and other furniture pieces to create a comfortable and professional event space.
3. Lighting and Decor: From basic lighting setups to elaborate decor designs, these rentals can transform any event space into a visually stunning setting.
4. Tent Rentals: For outdoor events, tents are a must-have for providing shelter from the elements and creating a designated event space.
5. Catering Equipment: This may include tables, linens, dishes and other necessary items for food service at your event.

Timeframe Considerations

One important aspect to keep in mind when planning event rentals for a corporate event is the timeframe. It’s important to book your rental items well in advance, especially if they are highly sought after or have limited availability. This will ensure that you have all the necessary items for your event and avoid any last-minute scrambling.

Budget Factors

Naturally, budget is a key consideration when it comes to planning a corporate event. When working with a professional rental company like In The Event, you can discuss your budget and receive recommendations for the most cost-effective options that will still meet your event needs.

For instance, if you are on a tight budget, opting for basic audio and video equipment rentals rather than high-end lighting and decor may be a smart choice. However, if your budget allows for it, investing in some eye-catching event decor can make a big impact on the overall atmosphere of your event.

Importance of Advanced Rental Planning

Like many other aspects of event planning, advanced rental planning is crucial for a successful corporate event. This includes not only booking the necessary items in advance but also considering any additional services or support you may need from the rental company.

For example, at In The Event, we offer delivery, setup and breakdown services for all our rentals to ease the burden on our clients and ensure a seamless event experience. It’s important to communicate your needs and expectations with the rental company well before the event date to avoid any last-minute issues.

Understand Your Contract(s)

With any event rental, it’s important to carefully review and understand the rental contract(s) before signing. This will outline all the details of your rental agreement, including any fees, policies, and expectations for equipment usage and care.

Be sure to clarify any questions or concerns with the rental company before finalizing the contract to ensure a smooth event planning process. With these tips in mind, you can confidently navigate the world of corporate event rentals and plan a successful event for your company.

Don’t be afraid to ask for professional advice from experienced rental companies like In The Event – we’re here to help make your corporate event a memorable and stress-free experience. Contact us today to learn more about our event rental services and how we can assist you in planning your next corporate event. Happy event planning!