Party Rental Guide

Planning a great party takes time and effort to organize. Some parties require the renting of various items that wouldn’t be necessary to buy. For example, depending on the size of the party, you would need several chairs, silverware, glasses, plates, tables and the list goes on. Another thing to consider is decorations as it relates to drapery, napkins and banners. For this guide we will focus particularly on planning for a wedding party, which for most is a very tedious task. I will attempt to break down this process and make it as simple as I can for your convenience. Party rentals take time and patience.

 

What to Rent

Firstly, you will need to make a list of everything that will be required for your party and once that list is compiled you will then need to assess what will require renting. Even if you hire a full catering service they will most likely require rented items. If you decide to cater yourself, you will still have items that you will need to rent. Items you definitely will need, but probably won’t think of are patio heaters, table number stands, cocktail tables, beverage dispensers and tubs, baskets for rolls or bread, furniture for a lounge area as well as lighting.

This list so far seems pricey if you were to be purchasing items doesn’t it? This is why renting is so important.

Fortunately, there are several companies that are well equipped to help with any party rentals needed for your occasion. While there are several companies available, you can’t exactly just rush in and pick any one. You have to carefully assess the prices that come with the rentals and the quality of the items being rented. The difference between well designed and pristine looking tables or chairs versus poorly maintained chairs can be costly. Covers may then be needed to disguise the cheaper looking chairs, which may end up costing more.  Discover more at with partner san diego party rentals!

 

Guest List/Reservations

This is probably the most important step because it allows you to have an idea of how many people will be attending. You can then determine how many chairs and tables to get and will know if you require a bigger venue or a smaller one. It also has a great impact on the food you will serve as well as the amount of food required. It is best to ensure your guests RSVP at least a month or a few weeks in advance so that any changes don’t have a great impact on the caterers. What you can also do with reservations is give the guests a menu to pre-select a dish of their choice. This will also reserve their seat for the party.

It is best to ensure your guests RSVP at least a month or a few weeks in advance so that any changes don’t have a great impact on the caterers. What you can also do with reservations is give the guests a menu to pre-select a dish of their choice. This will also reserve their seat for the party.

 

Theme

A proper party needs a good theme, for example a modern lounge-style cocktail party. You will want your theme to reflect your personality. Think about what colors you want to use and how you can incorporate them into your theme. Maybe you and your fiancé travel a lot, then doing an around the world theme may be reflective of that.

 

Venue

Next, you need to come up with a budget for the cost of the wedding venue. Begin your venue hunt with a firm budget in mind. This will help to avoid overspending on a venue and wasting your time by visiting potential venues that are over your preset budget range. You will also want to make sure your venue is available for the date you want your wedding. If it is a popular place, having your wedding when you want may become an issue.

It sounds pretty obvious, but make sure the room is large enough to facilitate the number of people on your guest list. The space may look huge when it is vacant, but tables, chairs, a buffet, a bar, the band or DJ setup and the dance floor will take up a lot of space quickly. Your guests will definitely need some space to move around freely. Even if you choose an outdoor location, you will still need plenty of room on the lawn, in the arboretum or by the poolside. The best way to know if a venue will work is to ask to have a look at the space while it’s being used for another event. Also, if you choose to have your wedding at your favorite bar or restaurant, you can always

Even if you choose an outdoor location, you will still need plenty of room on the lawn, in the arboretum or by the poolside. The best way to know if a venue will work is to ask to have a look at the space while it’s being used for another event. Also, if you choose to have your wedding at your favorite bar or restaurant, you can always setup your guest list to match. There should be places within the space where guests can eat, drink, talk and dance. When you're standing in the space, try to picture where each activity will happen. If a room is too small to separate into different sections then you will feel cramped and uncomfortable. Also, note the locations of columns or other obstructions in the room; you cannot afford them to obstruct your guest’s view of cake cutting or a speech.

There should be places within the space where guests can eat, drink, talk and dance. When you're standing in the space, try to picture where each activity will happen. If a room is too small to separate into different sections then you will feel cramped and uncomfortable. Also, note the locations of columns or other obstructions in the room; you cannot afford them to obstruct your guest’s view of cake cutting or a speech.  The venue does not need to be in the same colors as your planned decorations, but the walls, carpets, chairs and curtains should not clash with your party's theme.

 

Lighting

Lighting is very important for the mood and the space. If your event is during the daytime ensure the venue has several windows to facilitate proper lighting. If the event is in the evening, the lights can’t be too dim. The lights will need to be controlled for dinner and dancing. Visit the venue at the time of day that you've picked for your wedding and play out the event in your mind and see how it would work.

 

Parking

Make sure the venue is near a good parking lot, garage or a big empty lot where it is legal to park. If parking becomes a problem you may need to consider transporting everyone by a bus to make it easier. You may need to consider alternative arrangements for a venue just in case the weather changes on the day of your event.

 

Privacy

Privacy can be difficult to attain depending on the location chosen and not all couples care about it. If you are going to have a daytime event in a public area, such as a park, garden or beach, you may have to deal with strangers walking by. Some may even approach you to congratulate you or converse. If you are the type to be okay with this occurrence then a public area may be the place for you, otherwise you should consider a lawn on a private estate or golf course. Another option could be hosting the event at a restaurant, bar or gallery that will allow you to rent it for your event only.

Also, look into available security to possibly keep out strangers. Being indoors does not protect you from uninvited patrons. Most hotels or banquet halls host several events at once. You may have to deal with sounds or music from other events. If this is a problem, try to schedule your event on a day when you won’t be disturbed. Most popular locations may not be able to aid you with that situation, so you may have to visit the location while several events are occurring and decide if the sound will truly be an issue.

 

Bar

The bar is always a costly and tricky topic because there are many things to consider. You will need to think about a cash bar versus an open bar. Then you need to consider wine and beer only or a wide range of liquors. The real difficulty behind this is the expense because alcohol is expensive! Depending on your budget, you may need to think hard about how to approach this. If you have a cash bar then your guests will pay for all their drinks. At a wedding can you really charge your close family and friends for drinks?

You can save on bar expenses by hosting the event earlier in the day when people tend to drink less or provide a limited amount of alcohol that you believe is enough for the crowd. This works well, especially if you don’t want anyone getting drunk. You can also negotiate a total food and beverage flat rate price with your caterer to save yourself the hefty bill.

 

Catering

Now that you have chosen your venue and style, you are ready to begin the search for a caterer who can properly cater to your needs. Ask your friends or family member about caterers they recommend. Narrow that list down to two or three caterers who you should arrange to meet. Chances are if you speak to more than three caterers, you will become confused as to who to choose.

During the meetings with the caterers be very clear about what your vision is and find out how well they can handle the task and how quickly. Second, have a look at their menus and decide what you like and ask them for their insight on what can be done. If you intend to have your meals cooked on site or precooked to order, your caterer will need to know in advance. Adequate space will be required, so it is important that the catering company knows where they will be working and how much room they will have.

 

Chair/Table rental

When it comes time to rent chairs for your event, the wide range of choices from your rental company might be mind boggling. Just keep in mind that the main goal is to choose a chair that best complements your wedding theme. Some types of chairs include Chaivari chairs, which come in a variety of colors, ghost chairs that have a more transparent design, Bentwood chairs and folding chairs.

You need to select your chairs wisely as they have a huge impact on the overall look of your theme. Tables compliment the chairs and as so they need to match. If you decide to do a sit down dinner, make sure there are enough tables and chairs for all your guests. The table size will also determine how big your center pieces can be and how many guests to assign to each table.

 

Flowers and Center Pieces

Flowers are an important part of a wedding. The colors are important since they tie together the whole event. You will want your center pieces to match the bouquets and the overall color theme. They will add to the whole look of the venue and are a beautiful addition to wedding party pictures.

 

Linens

To go along with your theme, you will need to coordinate the colors of your wedding. This includes table clothes, chair covers and napkins among other things. Usually, the flowers and wedding party dresses will have a bride’s favorite color. You will want to match your linens to these items. You do not want to use too many colors, while also making sure that you use enough. There is a balance in the middle. You will also want to keep in mind the season when deciding on your wedding colors. For example, if your wedding will be in the fall you may want to use earth tone colors. Remember also, your invitations should match your wedding colors and theme. If you need chair covers, make sure you rent enough and that they are the correct size.

 

Music

Begin your hunt at least three months before the event by deciding which musical direction best suits the tone and atmosphere of the party. Do you want a DJ or a live band? Your search may bring you to an entertainment agency that will work with you. Make it clear what your musical requirements are and what your budget is before moving forward to find musicians or DJs. Agencies will allow you to listen to the music the band offers beforehand. Ensure that every detail is clearly specified in the contract such as breaks, food, song selection, etc. Putting together a timeline of events will be helpful.

If you decide to go with a DJ, make sure to have a playlist. If there are specific songs that are usually played at weddings that you do not want to hear, be sure to clearly communicate that. If possible, use a DJ that has been referred to you.

 

Electrical Supply

Imagine you found this perfect space that suits your wildest dreams, but there are no electrical sockets. Problematic isn’t it? Make sure you take a good look around the room to see if it has lots of power outlets. Especially if it is a place that does not host events normally, you may find a shortage of sockets. Your entertainment team will need power outlets, so make sure there are plenty of spots for them to plug things in. Also keep in mind that if the place echoes it could crate issues for the band or DJ. It may also make it difficult for guests to hear one another talking.

 

Photographer

Picking the photographer is one of the most important decisions you will make. Your wedding day will be remembered for the rest of your life, you want the pictures done right! Meet with at least three photographers and look at their portfolios and websites. Get referrals if possible. Decide if you want a videographer as well.

 

Renting a Tent

It’s very important to decide early if you are going to need a tent for your event. When you’re looking at venues, you will need to include the cost of the tent into any venue that doesn’t have indoor options. Especially when your event is set to be held outdoors, you should plan for unexpected weather happening and get a tent. Tents can sometimes be expensive so you should add it to your budget before getting a venue.

There are several styles of tents on the market for rent and the most popular are frame tents and pole tents. If you know the size and type of tent that you need, it is important to add the extras that you might need or want before getting a rental quote. Clear top tents cost pretty much the same as white top tents. Also, note that clear top tents tend to trap heat and if it turns out to be a hot day, it might not work out too well for the guests.

Whenever you get an estimate or invoice from a company, ensure the following are included: Delivery Fees, Labor/Setup of the tent and the accessories, Fire/Zoning permits, and cost to dismantle the tent. Also, make sure you take a good look at the contract and cancellation policy before agreeing to anything.

 

Conclusion

There are many things to consider when planning any event, especially a wedding. From tables and chairs to a catering company, party rentals will come in handy. Having a clear vision and a set budget will help to guide you when making decisions. Asking around for recommendations will take some of the stress out of hiring help. If you are overwhelmed, sit down and make a list of your priorities. Put together a binder and a check list to help stay organized. Start by figuring out approximately how many people will be attending. Then you can decide on a venue that will fit your needs.

Once you have decided on a theme and colors you can start picking out flowers, linens and dresses. Enlist your Maid of Honor and bridesmaids to help. Assign each person a task, but make sure they understand exactly what you are looking for. In the end, all the time and planning will be worth it for your dream wedding day!