Complete Checklist for Event Equipment Rental and Table Setting Needs
Summary:
Planning an event can be overwhelming. This comprehensive checklist ensures you don’t miss any essential rentals for a seamless, elegant experience.
Main Points:
- Structural Rentals: Tents, lighting, audio-visual equipment, buffet and serving equipment, bar equipment, miscellaneous items
- Table Sets: Tables, chairs and seating
- Linens: Tablecloths, runners, napkins, chair covers, sashes
- Table Settings: Dinnerware, flatware, glassware, serving utensils
- Decorations: Centerpieces, vases, candles, table numbers, signage, drapery
Ready to start planning? Browse our options to elevate your event!
Planning an event can be both exciting and overwhelming. For once-in-a-lifetime events like weddings, you must ensure every detail is perfect. The right event equipment rentals and table settings can make all the difference in curating a seamless, elegant experience.
Do you know what equipment and table setting rentals you need to host the event of your dreams?
To help streamline your planning process, we have created this checklist for event equipment rental. This guide covers everything from seating and tables to the finer details of formal and informal table settings. Whatever you’re planning, our checklist will ensure you won’t overlook any essential items.
Continue reading to begin the process of planning your next cohesive and aesthetically seamless event.
Why Rent Equipment and Linens?
Renting items for events tends to be less expensive, more efficient, more hygienic, and more versatile than purchasing them.
Your rental company will mail or deliver your items to you on or slightly before the day of your event. You won’t need to store them or transport them yourself. For large equipment rentals, your company will often handle breakdown and cleanup, too.
When you’re done with your linen rentals, simply mail the soiled linens back in a pre-paid shipping box. Your rental company will handle all laundering, leaving you to bask in the wonderful memories of your celebration.
Structural Rental Equipment for Events
If you are hosting an outdoor event, a tent is a must. These structures protect your guests from the elements while helping delineate a space for them to mingle, dine, and dance the night away. You’ll also need plenty of accessories to transform your tent into a temporary venue. Here are all the items you may need to include in your event equipment rental.
Tents and Canopies
If necessary, choose one of the following:
- Frame tent
- Pole tent
- Pop-up canopy
- Clear tent
Lighting and Electrical Elements
- String lights
- Spotlights
- Chandeliers
- Extension cords
- Generators
Audio Visual Equipment
- Microphones
- Speakers
- PA systems
- Projectors
- Screens
- Lighting equipment
Buffet and Serving Equipment
- Chafing dishes
- Food warmers
- Serving trays
- Beverage dispensers
- Coffee urns
- Ice buckets
- Punch bowls
Bar Equipment
- Portable bars
- Bar tools (shakers, strainers, muddlers)
- Bar mats
- Wine openers
- Ice scoops
Miscellaneous Rentals
- Coat racks
- Dance floors
- Staging
- Podiums
- Trash cans
- Heaters or fans (depending on the weather)
Table Set Rental for Events
Whether indoors or outdoors, your guests need a place to sit down. Even at a cocktail-style reception or celebration, a few high-top tables and seating options are helpful. However, seating is absolutely crucial for a larger sit-down dinner party.
Not only are your tables where most mingling takes place, but they also contribute to your event décor and venue layout. Here are all of the table set rentals you’ll need to ensure every guest has a place to enjoy the festivities.
Tables
The tables you choose will impact your venue layout. Choose one or more of the following:
- Round tables
- Rectangular tables
- Cocktail tables
- Communal tables
- Highboy tables
Chairs and Seating
Choose chairs that coordinate with your tables. Always double-check the table height to ensure your chairs will fit and will not look out of place. Remember, you can rent chair covers and sashes to create a more seamless and elegant look.
- Banquet chairs
- Folding chairs
- Bar stools
- Lounge seating
Linen Rentals for Events
At a dinner party, table setting rentals tie the event together. They help bring in a cohesive color scheme that creates a sense of visual harmony in the space. Your linens ensure every table looks uniform and matches your event’s color scheme or theme.
Plus, tablecloths and cloth napkins are critical elements of a formal table setting. Here are the essential linen rentals you will need to dress up your tables and chairs.
- Tablecloths
- Tablecloth overlays
- Table runners
- Cloth napkins
- Chair covers
- Chair sashes
- Placemats
Table Setting Rentals for Events
Once you’ve laid down the tablecloth, it’s time to set the table. A formal table setting requires many parts and pieces. Typically, you can rent all of the elements together as a set.
For a DIY event, you may need to track your silverware, glasses, dishes, and utensils down for yourself. Here is everything you need to set the table for a dinner party, gala, or other sit-down meal.
Dinnerware
- Charger plate
- Dinner plate
- Salad plate
- Bread and butter plate
- Soup bowl (if serving soup)
Flatware
- Dinner fork
- Salad fork
- Dinner knife
- Butter knife
- Soup spoon
- Dessert fork/spoon
Glassware
- Water glass
- White wine glass
- Red wine glass
- Champagne flute
Serving Utensils
- Serving spoons
- Tongs
- Serving forks
- Cake servers
Decoration Rentals for Events
Finally, you may wish to rent some or all of the decorative elements that you add to the space. These are the finishing touches that help set your event apart. They will transform a tent or venue into an immersive, themed environment.
Likewise, these decorative elements will appear in most of your pictures from the event, so choose carefully. Here are the most common decoration rentals at parties.
- Centerpieces
- Vases
- Candles and holders
- Table numbers
- Signage
- Drapery
Are you ready to begin gathering everything you need for your next spectacular celebration? Browse our tablecloth rental options to take your event to the next level.