Doing something for the first time can often include some nuances or new concepts that will take a bit of getting used to, and event rentals for any sort of event are a good example here. While you don’t need to be a rocket scientist to manage and handle some event rentals as part of any event you’re throwing, there are a few simple nuances that are worth knowing about and preparing for ahead of time if this is your first time in this sector.
At In The Event, we’re here to offer a huge range of event rentals and event planner services to clients around Utah, including audio equipment and lighting rentals, sound systems, tables and chairs, and much more. Here are some basic tips for those who are entering the event rental realm for the first time, helping make your experience simple and easy to navigate no matter what sort of event you’re involved in.
One element that some first-timers in the event rental world might not realize is how important proper planning timelines are to success in this area. The earlier you begin your planning and locking down of event rentals, the better your chances of securing what you need at reasonable prices. Waiting until the last minute can lead to higher costs, limited availability and even being unable to find certain items or services at all.
For most events, it’s recommended to begin the planning process at least six months ahead of time. This applies for both small and large scale events alike – give yourself enough time to handle everything without feeling rushed or stressed.
Another key area here is assessing your event and determining exactly what you will need in terms of rentals. Some people make the mistake of assuming they will need a large array of items before actually considering the specific details of their event – don’t make this mistake. Instead, consider factors like type of event, duration, expected attendance numbers and any other relevant information in order to create an accurate rental list.
When it comes to event needs, you should be considering both practical and aesthetic factors. While you certainly need items like tables, chairs and audio equipment, you should also consider decorations, lighting and any other aesthetics that will help bring your event to life.
One of the more nuanced areas of event rentals is how you will actually get the items you need. Some rental companies will offer pickup options for smaller items, while others will provide delivery services for larger or more cumbersome pieces.
If you’re planning to pick up your own rentals, be sure to assess transportation needs and ensure that all necessary moving equipment is available. On the other hand, if you’re arranging for delivery, be sure to communicate clearly with the rental company about specific drop-off times and locations. Be aware that some rentals may incur additional fees if they need to be delivered during non-standard business hours or to a remote location.
For rentals being dropped off at your event location, one vital piece of information to provide is a floor plan. This will ensure that the delivery team knows exactly where each item needs to go, minimizing any potential confusion or delays.
Especially for large events, but even for many smaller ones, it’s often helpful to have an event rental coordinator who can oversee all aspects of the rentals. This person will be responsible for coordinating pickup or delivery times, communicating with the rental company and making sure that all items are returned in good condition after the event.
Additionally, having a designated point of contact for all rental-related issues can help streamline communication and ensure that any problems are addressed quickly and efficiently.
Finally, one overarching theme throughout all of these tips: Work with reputable, experienced professionals for your event rentals. This will help ensure that you have a positive experience and can enjoy your event without worrying about any rental-related issues.
For instance, at In The Event, we have been providing top-quality event rentals and planning services for years. Our team has the knowledge and experience to help you create the perfect event, no matter what your vision may be. So whether it’s your first time organizing an event or you’re a seasoned pro, trust In The Event to make your rental process easy and stress-free. Contact us today for assistance with any event rental or event planning need around Utah!
