4 Key Steps to Renting Party Supplies and Questions to Ask

Do you want to save some money by renting rather than buying party supplies? Does your venue not provide everything you need for an event? No matter what the reason, we got you covered! As you look into renting party supplies, we urge you to follow these four simple steps to ensure that you get the best product for the best price, and for the right dates, too!

Steps to Renting Party Supplies

1. Begin the Search

The first step of any hunt is to begin your search simply- Google is the helping hand! Look under a variety of keywords or places, as you never know where you may find the perfect tents or other materials. You may even be able to find some products in costume stores or equipment rentals. Look everywhere! 

2. First Contact!

Once you think you may have found some possible locations, call or email the business. Ask if they have the kind of product you are looking for. If not, move on and call the next potential business. Don’t stop until you have at least three potential companies because some might turn out not to have enough products or even the right product for you. You should strive to be extremely specific with your questions in every single call or email despite the fact that it will take a lot of time, as it will save you a lot of pain later! 

3. Negotiate

Once you have called enough businesses, ask about their available options- from colors to quantity. Talk about pricing and a contract. It does not matter if this is your first time using an event rental company or your one-hundredth time; there are still many questions for you to ask. This is absolutely the most critical stage of renting party supplies, and being decisive, planned, and careful during it will eventually ensure a hitch-free party! 

The best way to go about this is by making a checklist of questions before meeting with the rental company. To guide you through this process of negotiation, we have compiled a list of 16 vital questions, which you must make sure to inquire of your vendor before finalizing the contract. Hammer out the details early so that you don’t get caught with extra fees. 

4. Sign and Date

The majority of rental facilities will have a contract for you to sign, which will stipulate how long you can have the product when you need to have it back, what condition it needs to be in, and more. Whether you are renting these services for wedding supplies or a graduation party, make sure you set the date and time you need before signing anything. You don’t want the company to rent it out to someone else when you need it. If you are getting big products, outline the delivery time, and set up. Once you have all of that set, simply [duh] sign the contract, and you’re good to go!

General Questions for Renting Party Supplies

General Questions for Renting Party Supplies

What health and sanitization protocols do you follow?

Inquiring into the sanitization processes followed by the vendors is the first and foremost question, you must ask at this point. If you are renting supplies that are not cleaned sufficiently after utilization by different customers, it will potentially put you and your guests in danger. Ask about how often the rentals are cleaned or what products are used to ensure cleanliness?

Will you be available on the actual date of my party? 

This is by far amongst the most important questions! You need to make sure they don’t already have a prior commitment on that day. Try to select a generally open day beforehand, not in the middle of the workweek or a Sunday late night.

Do you have a portfolio or photos from previous events you’ve done? 

This question will allow you to see their work and decide if they will be able to fit your event theme. See if they have reviews from previous customers, this will help visualize your experience with the rental company.

Will I be able to preview the equipment before choosing what I want to rent?

It would be best if you always tried to view the equipment prior to renting, so you know exactly what to expect. If you plan to rent equipment on a larger scale, make sure you have enough room at your venue to house it.

How long does it normally take to set up the rental equipment? 

Asking this can help you gauge how much extra time the rental company will need before the event begins. If you are renting a space and only have it for a set number of hours, you need to know if the rental company is capable of getting it set up in that time frame. 

Will your employees be setting up the equipment? 

The number of employees helping to set everything up will factor into the amount of time the set-up takes. 

Do you carry any decorative items available for rent? 

It is usually easier to rent décor than buy it, so you don’t have to worry about using it again or even store it after the event. 

For how long can the items be rented before they must be returned? 

Make sure you have enough time to clean up after the event and return the items on time.

Do the items need to be cleaned before they are returned? 

Some rental companies prefer cleaning the equipment with their own supplies. You do not want to risk ruining the equipment if you do not need to clean it.

Have you previously worked at the venue we are using? Are you familiar with the venue space? Will the doors and loading dock be an issue when moving the rental equipment? 

It is beneficial if the rental company has previous experience with the location they are delivering the equipment to. Their previous experience will make set-up and tear-down much more efficient.

Do you have any unique items that match my budget? 

Maybe you are looking for something out of the ordinary to have at your event. Perhaps, the rental company has themed items that you can rent.

Questions To Ask Regarding Payment

Do you offer package deals or discounts? 

Asking this question could potentially lead to you saving some money on the rental items. 

What do you charge for overtime? 

Sometimes companies will charge an overtime fee if it takes longer than expected to set up and tear down the equipment. Additionally, some companies will have a late fee if you return it later than the due date. 

What does your payment policy entail? 

You will want to find out precisely what you are paying for. Do they charge by the hour, the type of equipment, or both? Is there a minimum requirement or maximum amount of items you can rent?

What is your cancellation policy? 

The most important aspect of this question is whether you will get your money back if you cancel. Also, how many days before the event can you cancel your rental? You will want to know this just in case something unexpected comes up. 

Do you charge extra for delivery? If so, how much would it cost? 

If it is cheaper for you to transport the equipment to the venue yourself, it may be something to consider. However, this could mean that set-up and tear-down are now your responsibility. 

Do you require a down payment/deposit? 

If they do require a down payment or deposit, you may need to know this so you can include it in the event budget.

  • Pro Tip: Get Everything in Writing! 
  • Doing this can save you from potential confusion and stress in the future.

Conclusion

These are just a few basic starter questions for your list, so don’t forget to include any questions you have that specifically pertain to your event. Making checklists to keep all of your party-rental information organized is a great way to stay on top of things! Maintaining health and safety guidelines of  COVID-19 in mind, before making any renting decisions is paramount. If you are in search of anything event-related, check out Easy Event Planning’s website. It is a great place to connect with potential venues, rental companies, and so much more. 

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