Party equipment rental: what to know

What the job involves, what changes the price, and what to ask a pro.

What party equipment rental is

A party equipment rental company supplies items such as tables, chairs, tents, linens, games and serving gear for a gathering. Most companies deliver, set up and pick up the items after the event, which saves the host from moving heavy pieces and returning them.

Signs you need it

  • You need more tables, chairs or serving pieces than you own for a party
  • The party is at a yard, a park or a rented space with no equipment on site
  • You want a clean, matching set of items rather than a mix of what you own
  • You need the equipment delivered and picked up without you carrying anything
  • The event needs games, a bar, a serving line or a buffet setup that you do not have

What the pro does

  • Takes the list of items, the quantities and the delivery date and address
  • Checks the stock and confirms what is available for your date
  • Delivers the items to the address and the area you specify
  • Sets up the equipment in the layout you approved, if setup is included
  • Picks up the items after the event and checks them for damage
  • Records any missing or damaged pieces and sends you the charges, if any

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • Quantity and type of each item, such as tables, chairs or serving pieces
  • Delivery distance and whether the site is hard to reach
  • Whether setup and pickup are included or charged separately
  • The number of days the equipment is needed
  • Equipment that needs power, such as warming trays or a bar
  • Early or late delivery times and weekend or holiday dates

What a written quote should spell out

  • Each item with its quantity, size and type
  • Delivery and pickup times, and whether setup is included
  • The rental period and any charges for late pickup
  • Damage and loss terms, including how missing pieces are charged
  • Cleaning requirements and what happens if items come back dirty

Questions to ask before you hire

  • Can you deliver to the exact address and the entrance I need?
  • Will you set up the tables and chairs in the layout I approve?
  • What is the damage policy, and how are missing pieces charged?
  • When will you pick up, and what if the event runs late?
  • Do you have the same style of chair and table in the quantity I need?
  • Who do I call on the day if an item is missing or broken?

Red flags

  • Cannot confirm the item quantities for your date in writing
  • Will not say who is responsible for damage during the rental
  • Asks for the full payment with no written rental agreement
  • Has no contact to call on the day of the event
  • Promises same day delivery with no delivery window

What you can do yourself

You can borrow or buy a few folding tables and chairs for a small backyard gathering and set them up yourself on level ground. Hire a rental company for large quantities, tents, heavy equipment or any setup that must be level, safe and finished before guests arrive.

Licenses and permits

No license is usually required to rent party equipment. Ask whether the company carries liability insurance for its deliveries and setups, and read the damage and loss terms before you sign.

Party equipment rental questions

Do I have to be home for the delivery?

Usually someone should be there to sign for the delivery and show the crew where to set up. Confirm the drop off point and the time window with the company.

What if an item is damaged during the party?

Take photos right away and tell the company the same day. Ask how damage is charged before the event, so there are no surprises when pickup happens.

Can the company set up tables in a yard with a slope?

Ask. A company that sets up on uneven ground may need to adjust the layout or use different supports. Confirm the plan before the day.

About this guide

This national guide is written and checked by infinibell. Rules and conditions differ by place, so local pros are credited on guides for the cities they serve, not on national ones.

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