Event rentals play a critical role in elevating an event’s overall experience. Whether through elegant linens, state-of-the-art AV equipment, or impactful staging, the right rentals can leave a lasting impression on attendees.
However, a rental company’s failure to prepare can often lead to mishaps and unforeseen issues. Fortunately, creating standard operating procedures can help prevent these problems from occurring in the first place.
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1. Underestimating the Number of Tables Needed
Navigating the world of event rentals requires precision and foresight. A single oversight can affect everything from guest comfort to the overall flow of the event.
One common mistake is underestimating how many tables are needed for the event. This can lead to overcrowding, which makes it difficult for attendees to move around and interact with each other.
To avoid this, start by determining how many guests you expect to attend. This will help you figure out how many tables you need to rent. Using the following guidelines, you can determine how many tables your venue can accommodate:
Remember to factor in any extra tables you may need for food stations, gifting, or sign-in sheets. You will also want to account for any tables that are unusable due to space constraints or table styling. For example, if your event will be held in an oddly shaped room that has four corners, it might be best to work with rectangular tables instead of round ones so you can maximize the usable space.
2. Not Considering the Venue’s Specifications
When choosing an event venue, consider its capacity and any specific requirements or restrictions. For example, some venues require a certain number of guests to be invited or may prohibit the use of outside catering or alcohol. Make sure to clearly communicate these details to the rental company so that they can take them into account when planning the event’s table arrangements.
In addition, it’s important to choose a venue that complements the theme and style of your event. Taking this into consideration can help you achieve the desired look and feel of your event while also saving money on rentals.
Lastly, be sure to ask the venue about any additional services that may be available. Whether it’s an onsite cleaning crew, a setup team or contingency plans, having all of these details in advance can save you a lot of headaches and stress on the day of the event.
3. Not Taking the Time to Read the Contract’s Fine Print
Corporate events require a variety of equipment, from tables to stage setups to audio-visual equipment for presentations. It’s crucial to choose the right rental company and ensure that they understand your venue’s specific requirements and timeline. Insufficient communication can result in a shortage of equipment or a mismatched aesthetic, leading to last-minute headaches and unnecessary stress.
The most successful rental businesses have a niche, such as lighting or farm tables, and stick to it. This way, they become known for their particular expertise and attract customers that are passionate about those products. Additionally, they form their business as an LLC to protect themselves from personal liability and legitimize their company with customers.
While it may be tempting to manage your party rental business with spreadsheets, this approach can lead to bottlenecks as you grow. Instead, develop a detailed business plan to define your goals, target market, financial projections, and more. This will help you avoid mistakes that can damage your reputation and limit your growth potential.
4. Not Asking Questions or Expressing Concerns
Some rental businesses will attempt to diversify their business models when they find that renting products is not generating enough revenue. This can lead to an overabundance of inventory and a lack of consistency from booking to delivery. This is why implementing a rental management system like Booqable early in the process is essential.
For example, Masterson points out that clients should always ask their rental company about their damage policy and whether they offer design consultation or CAD renderings of furniture pieces to ensure an accurate depiction of space planning. This can avoid expensive mistakes down the road.
The best rental companies understand that great customer service is the most important factor in driving repeat business and referrals. They also know that clear communication is key to avoiding costly mistakes on the day of an event. The most harrowing rental stories of miscommunication and missed details that led to last-minute rushes or major issues can serve as powerful lessons for anyone in the industry.