Hosting a party or event? Whether it’s a wedding, birthday, or corporate gathering, renting party equipment can save you time, money, and effort without the hassle of storage or disposal. It’s perfect for festivities such as Christmas and Thanksgiving where you are not tagged to “re-using” past decorations – every festive season can be themed entirely differently!
Why Rent Party Equipment?
✔ Cost Savings
✔ Wide Selection
✔ No Storage, Maintenance or Disposal Issues
✔ Stress-Free Setup & Cleanup (for rentals where setup and teardown are included)
Key Considerations When Renting Party Equipment
1. Event Type & Theme
The nature and style of your event will determine the type of equipment you need. Here are some examples:
- Elegant Events (Weddings, Galas, Corporate Dinners)
Consider high-end table settings, chiavari chairs, table linens, soft mood lighting and elegant decoration elements
- Casual Gatherings (Birthday Parties, BBQs, Family Reunions)
Opt for functional and cosy tables and chairs, buffet-style and communal catering equipment, and simple decorations.
- Outdoor Events
Depending on the weather, consider tent rentals, portable coolers/ air-conditioners, lighting and even heaters.
- Themed Parties
Choose props, décor, and furniture that match your theme, such as vintage pieces for a rustic wedding or neon lights for a retro party.
2. Guest Count
Accurate headcounts are essential to ensure you have enough equipment for all attendees. Some key rental items to consider based on guest numbers include:
- Seating
Make sure there are enough chairs for both dining and lounge areas.
- Tables
Rent tables of appropriate size and shape (round for social settings, rectangular for buffet-style setups) that fit in the event space.
- Serving Ware
Ensure there are enough plates, glasses, utensils, and serving trays for all guests.
- Bars & Beverage Stations
If serving drinks, consider a portable bar setup or beverage dispensers to accommodate your crowd.
- Bathrooms
Ensure there are sufficient bathrooms to accommodate the party size, otherwise renting portable bathrooms are a great solution.
3. Rental Policies
Before signing a rental agreement, carefully review the terms and conditions to avoid unexpected costs and complications.
- Deposit Requirements
Some companies require a deposit to secure your rentals, which may be refundable upon return.
- Delivery & Setup Charges
Check if delivery is included or if there are additional fees, especially for larger items like tents or dance floors.
- Return Deadlines
Be aware of the return schedule to avoid late fees. Some companies require same-day returns, while others allow a grace period.
- Damage & Cleaning Policies
Understand who is responsible for cleaning rented items and what happens if anything is damaged during your event.
4. Quality & Condition
To prevent last-minute surprises, inspect the rental equipment beforehand or request recent photos from the rental company.
- Check for Damage
Look for cracks, stains, or wear-and-tear on tables, chairs, and décor items. The best option would be to take photographs of the equipment to minimise disputes.
- Test Functionality
Ensure audio-visual equipment, lighting, and heating/cooling units are working properly.
- Confirm Cleanliness – Serving ware, linens, and seating should be clean and ready for use. If they are not, clarify whether cleaning fees are included.
Top Party Equipment Rentals
✔ Furniture & Seating – Tables, chairs, sofas, and cocktail tables.
✔ Sound & Lighting – Microphones, speakers, LED lights, and projectors.
✔ Decor & Props – Balloons, flower walls, and themed decorations.
✔ Catering Equipment – Buffet tables, serving trays, and drink dispensers.Instead of spending a fortune on party essentials, renting allows you to create a beautiful event at a fraction of the cost. Make your party planning easier by exploring rental options on rsrvs – your go-to platform for everything rental.
