1. Book as far in advance as possible. Rental companies often book out of favorite items during the summer and holiday seasons. It will be expensive to source items from multiple sources.
2. Ask what the policy is about changing quantities and making other changes to the contract. Pay careful attention to due dates for changes so you avoid restocking charges.
3. When vetting a venue ask what the policy is about storing of your rental items for pick up the next day.
4. How to lower delivery and pick up charges:
A) Have a wide window of time for delivery and pick up - 8:00AM-5:00PM is ideal.
B) Avoid Sunday delivery and pick-ups if possible
C) Know that late night and early morning deliveries and pick-ups will cost more.
D) Find venues that will not require late night pick-ups. Negotiate storage of your rental items so we can come back the next day.
E) Outdoor events can be challenging - make sure you understand the rules of the venue especially as to what time delivery and pick ups need to be made, the ability and the rules of access for large trucks at your venue and how far we will need to carry your rental items.
F) Ask your venue for their hours and make sure your delivery and pick up are scheduled within the hours your venue is open. Second trips are expensive to the customer.
G) If we are delivering to a venue make sure a loading dock spot is available when we arrive. Standby time is expensive.
5. When renting items that are being set up outdoors:
A) Measure first - when ordering tents, dance floors, stages, tables and chairs make sure these items will really fit within your space. Know if a tent is being set up on a deck that there needs to be extra room on all four sides for tethering. Tree branches, overhead electrical wires, string lights, etc. can all impede the setting up of tents.
6. Tenting -
A) Many jurisdictions require permits for tenting. Some jurisdictions require the permit to be filed a minimum of 30 days in advance. There can be large extra fees for late filings.
B) Know if a water source is available to fill water barrels for tethering
C) If we are using stakes is there underground wiring, sprinkler systems, etc. where we are placing the tent.
D) Use a venue calculator or ask us if you have ordered the correct size of tent. Remember to include extra space for food tables, dance floors, a corner for Santa Claus or whatever other activity you hope to have within the tent.
E) Does your tent need a heater, lighting, floor, gutter(s), etc.
7. Staging -
A) How tall does your stage need to be
B) How many sets of steps do you need
C) Does your stage require railings.
D) Does your stage need a ramp? Wheelchair ramps are not just for special needs - maybe speakers need to wheel on and off props, product lines or other items during presentations.
8. Dance Floors -
A) If being used outdoor is the ground really level
B) Does the dance floor need a sub floor
C) Ask us what size the dance floor you need for your size group
9. Save time and money
A) Make all your measurements before calling us
B) Ask your venue for all their rules about load in and loud out times
C) Ask your venue for all their rules about storage
D) Make sure you have a source to rinse all dishes and glassware
10. Pipe and Drape
A) Measure the length and height you need for the pipe and drape
B) Determine a color
C) Pipe and drape and the outdoors do not work well. The winds in the Northwest constantly change directions. Drape flies around. Connecting the panels together makes for a large sail. Consider when working outside using a step and repeat wall instead.
D) If you are going to use pipe for hanging banners make sure your banner has air vents so that wind flows through them - lessening the chance of the wind blowing them over.