8 Common Mistakes People Make When Planning Events With Rental Equipment

Renting equipment to organize an event may transform an ordinary concept into a refined event that will be remembered-unless nothing goes awry. 

Rentals such as tables, chairs, tents, decor, sound systems, and lighting can facilitate your event, whether it is a wedding, corporate gathering, birthday celebration, or an outdoor festival.

Nevertheless, event rentals take a lot of coordination and detail that many hosts underestimate. A single omission may cause the delay in delivery, inappropriate equipment, technical failure, or a last-minute panic. 

Top Mistakes to Avoid When Planning Events 

To ensure that you avoid the unnecessary stress (and the unexpected expenses), these are eight common mistakes people make when planning an event involving rental equipment. Below are tips on how to avoid all of them here.

Booking too late

The last-minute rush is one of the greatest errors and is common, particularly in the high season. The products with demand, such as tents, dance floors, heaters, professional lighting, or high-quality seats, are usually booked several months in advance.

Solution

• Book key extravagant things in advance- at least 4-8 weeks before small events.
• Several months before the wedding or other big occasions.

Inappropriate measure of venue

Most planners simply plan that the items will fit, only to realize that tents, stages, or even huge pieces of furniture do not fit in the space.

Solution

• Measure all of it: length, width, height, doorways, and walkways. 
• Take into account the ceiling height, the landscape when having an outdoor setup, and access to electricity.

Poor logistics of delivery and setup

It is a wrong idea that delivery is easy, as in some places, it might need special equipment, access permits, and additional time to assemble buildings.

Solution

• Verify delivery routes, loading zones, elevators, parking, set up times. 
• Breakdown schedules prior to.

Negligence of the weather for outdoor events

The weather may be a blessing or a curse to an event, particularly when hiring outdoor facilities such as tents, heaters, fans, or lighting.

Solution

• Always prepare a backup plan. 
• Think of tent sidewalls, flooring that guards against mud, cooling, or windproofing.

Renting the wrong quantity

It is either over-renting (where people waste money) or under-renting (where people run out of this at the event).

Solution

• Decide on your guest numbers in advance. Include a small buffer, e.g., an addition of 10% more chairs, knives, cutlery, and glass.

Poor planning for the required power

Lighting systems, sound systems, projection systems, and catering systems usually require greater power than the facility can provide.

Solution

• Ask the rental provider to tell you the actual wattage needed. 
• Verify access or rent generators when necessary.

Poor communication with suppliers

There are caterers, DJs, decorators, and photographers who operate in the rented set-up. Out of time, setups turn out to be untidy or slow.

Solution

• Make a common schedule for all the vendors. 
• Keep everyone informed of when the rentals come and when the setup is to take place.

Lack of checking the equipment after delivery

Other individuals have faith and hope that all will be well, only to discover missing parts, spoiled goods, or incorrect quantities when guests come.

Solution

• Check each item as soon as possible during delivery. 
• Report problems immediately to receive prompt replacements.

Failure to plan to clean up and return

Most individuals are only interested in the setup and forget about the cleanup aspects of it, resulting in unnecessary charges or hasty breakdowns.

Solution

• Pre-clarify teardown hours, cleaning duties, and return policies. 
• Have someone in charge of the process on the day of the event.

Conclusion 

Event rentals have the ability to take your party to the next level and make it extraordinary, but only when they are organized accurately. These eight common mistakes can be avoided, and a well-organized logistics, quality equipment, and stress-free implementation will be guaranteed. 

The trick lies in preparation, good communication, and detailing. By spending the time to measure, coordinate, and validate each aspect, your event becomes more refined, professional, and pleasant to all.

Regardless of whether the event is a small party or a huge commemoration, intelligent organisational planning using rental equipment makes your dream a perfect reality. Give it another try today with the tips offered in this guide. Finally, click here to learn about event management.