May 18, 2023 - PPLEAPP

The Do’s and Don’ts of Renting Party Equipment

Leave a Comment / Graduation / By Afeez / May 18, 2023

The Do’s and Don’ts of Renting Party Equipment

I know what you’re thinking. Do you really have to rent equipment for your event? Won’t your venue and caterer have everything covered? While it’s possible you could pull off an event just with basics, most times it’s those little added details (Champagne fountains! Cotton candy machines! String lights!) that really make your event feel special and come alive.

Renting equipment might seem like extra work, but often it actually saves you a lot of headaches on your big day. In this article, we’ll cover some common rental items that will improve your event and the do’s and don’ts of renting your party equipment.

First, what items should you consider renting?

You can rent items as large as event tents and as small as napkin rings. Here are some items you’ll want to consider:

Venue additions

- - Tents
  - Fans
  - Heat lamps

Furniture

- - Chairs
  - Lounge chairs
  - Tables
  - Linens

Lighting

- - Candles
  - String lights
  - Paper globe lights

Barware

- - Standing bars / light-up bars
  - Ice buckets
  - Pitchers
  - Coffee and tea servers
  - Water pitchers
  - Glassware

Dishware

- - Copper or silverplate serving dishes for a buffet
  - Tiered serving stands
  - Fine china
  - Silverware

Novelty items

- - Popcorn machines
  - Champagne fountains
  - Cotton candy machines
  - Frozen drink machines
  - Projector screens

Miscellaneous

- Easels for signage
- Number stands
- Extention chords

Now, onto the do’s and don’t of renting party equipment.

With some fresh ideas in mind, let’s make sure that you’re set up for success so you have your rental items ready in time for your party.

Do:

Make a categorized list of all the equipment you may need

Hopefully, the list above can be a good starting point. Get your list together and make sure to explicitly ask your cater and venue what they have on hand. That will help you narrow your list.

Reserve equipment early!

With a finalized list, you’re ready to start booking your equipment. Ideally, you’re looking to book things 3-6 months in advance to have the best chance of all your desired items being in stock.

Do a background check on the rental company and read client reviews

Not all rental companies are created equal. Ask your venue if they have recommended vendors or at the very least dig deep into some Yelp and Google reviews. A few negative reviews isn’t a total dealbreaker, but check to see if the rental company responds to negative reviews to try to address any complaints.

Expect to pay a non-refundable deposit

Most deposits seem to be around 30%-35% when you initially book your items.

Ask about rental insurance

Not a requirement but worth considering especially if you’re renting some items on the fancier side.

Ask if there are any specials going on

It never hurts to ask if there are any promotions or discounts available when you’re booking.

Ask about return policies

When your party is over, you’re likely going to crash and be ready to relax. Before you turn your party brain off, it’s important to make sure you’re getting all rental equipment back in time to avoid any late fees. Make sure you know the policy right from the start and that it feasible for you.

Don’t

Assume that one single rental company has all the equipment you need

While one-stop shopping is always the ideal, it’s not always possible. Be ready to work with 2 or 3 different vendors to get everything you’re looking for—especially if you’re looking for some real novelty items.

Wait until the last minute to reserve party equipment

Again, you’re ideally starting your search out 3-6 months in advance.

Turn in rental equipment late

This is so easy to do but definitely not worth the late fees. Make sure to have a return plan well in advance of your event. If you are traveling immediately after your event, find someone reliable to return all items by the deadline.

Ready to rent that party equipment?

Get that rental list going by reviewing our suggestions above and doing a full run-through with your venue. It may sound silly, but you want to walk and talk through the entire guest experience from entering the venue, coat check, getting drinks, eating, mingling, dancing, and more. This will help you avoid any confusion for guests on the big day so they are able to move seamlessly through your event and have a fabulous time.

What a college student wants for a graduation party

Leave a Comment / Graduation / By Afeez / May 18, 2023

The time has finally come for college graduation! Whether you are the one graduating, planning a graduation party for a loved one, or just celebrating, a graduation party is a moment that you will remember for years to come. Give the gift of memories to your graduate for them to cherish for a lifetime with a party unlike any other!

Planning a college graduation party is no easy task, which is why we are here to assist and help you plan a party that will celebrate your new graduate and their four years (or more) of hard work!

Here are a few party elements that graduates are looking for to celebrate their accomplishments!

1. Simple decorations

Though some might say differently, college graduates now consider themselves adults. The decor and color scheme of the party should be kept relatively simple. A simple setup with a few pops of school color will do the trick for decor. A photo backdrop for pictures to create memories is a must for a college graduation party. The graduate can take pictures with friends and family as a keepsake to commemorate the special day. The backdrop can be as simple as frames to hold up. This party is for memories, so keep it simple because staying in the present moment is what’s most important.

2. An outdoor party is best

Most graduations take place between the months of May to June, so outdoor events are an ideal way to celebrate. Go for a simple tent that can be spruced up with decorations. With a solid choice of decor, that becomes the focal point rather than the tent. An outdoor graduation party is also ideal because it makes mingling much easier (and the graduate will have a lot of mingling to do!). Under the tent, put out some tables and chairs, even floor pillows for groups to gather. This setup gives it a feel of a small gathering, which is what the graduates are looking for. With outdoor event space, it provides a larger canvas to work with while planning, as well as less cleanup, which is always a plus!

3. Interesting food is the way to go

Food and drinks are a must when it comes to any event! When thinking of items to serve, think of simple yet effective foods and beverages. Such as, if you are planning an outdoor graduation party, a food truck could be a great addition to the party! Food trucks allow guests to grab and go with their items. Not to mention, it is something unique that will be remembered by all for years! For beverages, think of beverage carts or trailers! These can provide special or even personalized beverages, which will taste delicious and be perfect for photo opportunities.

4. An element of fun

Yes, you are throwing a party to recognize the achievements of your newly graduated adult, but this may be the last time to party like a true college student – send them off with a big splash. Hire or rent an element of fun to get guests mingling and having lots of fun. Ice luge, water slide, dunk tank, caricature artist, or something else equally as unique and fun.

5. Friends

It may be tempting to keep the party intimate and celebrate as a family, and as much as the graduate appreciates all of the support, the friends they have made while living, studying, and growing up over the course of four years have become their family too. They spend so much of their lives intertwined while in school, it would be devastating for any graduate not to have their closest friends invited to help celebrate an end of an era together, and cheers to looking forward.

Now that you are up to date with what college graduates are looking for to celebrate their accomplishments, it is time to find and secure that outdoor venue or those food trucks. With the help of EventUp, the leading global venue directory with more than 15,000 restaurants, hotels, and unique venues, you will find the perfect venue for any college graduation party celebration!.