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Build your company's image and achieve corporate goals with rented equipment, whether you're planning the office Christmas party, the company picnic, an awards banquet or an important product launch.
What's for Rent?
Just about every type of special-event equipment you can imagine is for rent--gigantic tents, small canopies, fine serving pieces, party decorations, food service equipment, coolers, roasters and grills, tables, chairs, silverware, china, gazebos, linens, candelabra, portable bars, dance floors, casino equipment....the list goes on and on. And it's all for rent.
Renting the special equipment for meetings and conventions, health fairs, receptions, open houses, dedication ceremonies, groundbreakings and product launches is the economical solution to the problems of many corporate meeting planners.
Often, rental stores carry most of the "extras" you'll need for your event, including paper disposables, like napkins and cups, decorations and even engraved invitations, for convenient one-stop shopping.
What to Tell the Rental Store
Decide on the date, time, location and approximate number of people who will attend. Set your budget and in addition to the type of special event you wish to have (a dinner, for example), decide what ambiance you wish to create. Should it be informal or formal, simple or elaborate? (a buffet versus a catered, sit-down dinner.)
If you are planning to rent a tent, find out if there are underground sprinklers, wires, cables or sewer easements at the site. When erecting the tent, rental personnel otherwise will assume the location is free of these potential dangers.
Selecting a Rental Firm
The rental company you select may depend on the size and type of event you have in mind. Event-related businesses range from the small--a department in a general rental store--to the huge, a party and event rental operation. You will need to find a firm that has the resources your event requires. Larger operations, of course, have more diverse inventory and more resources to pull together.
Look for a rental center that is a member of a business or trade association, such as the American Rental Association, whose member rental businesses set high standards for business practices.
Ask to see the center's selection of inventory. And ask yourself these questions. Do you feel the salesperson may be over-promising resources? Do you feel confident the operation is organized? Can it accommodate last-minute changes that often make or break an event? Can it supply you with references?
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The Rental Contract
You have the right to be serviced with the equipment agreed upon in your contract, in top condition, delivered or available on time, and picked up on time.
The rental company has the right to expect you to be responsible for the equipment while it is in your possession, including providing on-site security, when necessary. For example, if you are renting an expensive tent overnight, it's your responsibility to make sure it's still there in top condition in the morning. Some corporations hire night watchmen and purchase special-event insurance.
Make sure you understand the store's rental rates, store hours and policy for returns. Rental equipment is available at daily, weekly or even monthly rates. Generally, the rental store is responsible for equipment maintenance and immediately should replace equipment that breaks down. But when damage occurs because of a customer's negligence or abuse, he or she is responsible for repair or replacement.
Event Rental Trends
Theme parties are a growing trend for corporate events. One large oil company recently used an environmental and safety theme as the peg on which to open a new plant, including hard hats and balloon rides for participants--in a hot air balloon imprinted with a globe of the earth. More common popular themes are country and western, tropical, and Hawaiian, and all the props are for rent.
Corporate Consumer Tips
Depending on the time of year your event will take place, allow the rental company from two to six months lead time. If your event is in June, contact the rental center early--at least six months in advance, because June is a very busy month for event rentals. Make sure the equipment you want is reserved. If your event is in February, a much more leisurely time for rental businesses, two months in advance probably is enough lead time.
To comparison shop, ask several rental centers for their catalogs of equipment and pricing information.
If you are working on a committee for your special event, designate one key person to deal with the rental center. When rental personnel must attend time-consuming committee meetings to get necessary details, the price of the account may increase because of the increased demand for their time if several meetings are required. |
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