Hosting and events
Work out what to rent for an event
What you rent depends on what the venue already has as well as the guest count. Give the number of guests, the venue's confirmed inventory, your setup and breakdown times and any items you know you need, so the list has no duplicates.
A text to start with
I'm hosting an outdoor birthday party for 60 guests at a park pavilion. The pavilion has picnic tables seating 40, a serving table and power access. I need seating for the other 20 guests, plus a tent in case of light rain, a portable bar table and a speaker. Rentals must arrive by 9am and be picked up by 8pm. Help me build an inventory list with quantities for a rental quote.
Example request. Change the details to fit your situation.What to check in the inventory list
Make sure the quantities cover seated and standing guests. A bar table needs stools if people will sit at it, and a rain tent should cover the tables as well as the serving area. Check the delivery and pickup windows against the park's access hours and rules for vendors and tents. The list is a starting point for a quote, so confirm availability and prices with the rental company.
Getting and comparing quotes
Take the list to at least two rental companies and ask each for a line-item quote so you can compare prices item by item. Ask about delivery fees, damage deposits and whether setup is included. Bring back any quote you want help reading, or any item the company suggested adding.