If you want to pull if off, you’re going to have to think outside of the box. Or more specifically, you need the equipment or the boxes that will allow you to bring your vision into existence. It is either for your wedding, your corporate event, or your backyard BBQ; but whatever the occasion, a comprehensive event rental list will keep you on track. Planning the perfect party means having everything from tables and chairs to party equipment at your disposal.
What is an Event Equipment List?
An event equipment list is a long list of rentals, supplies and equipment that could help you pull off a successful event. These items include big ticket items like tents and less big ticket items like tables and chairs, but also decorative items like centerpieces. Creating a list of everything you need to do will keep you going and ensure you don’t miss any big stuff.
Here are some event equipment items to include on your list:
- Tents & Frames
- Tables & Chairs
- Linens
- Lighting
- Dance Floors
- Stages
- Audio-Visual Equipment
- Outdoor Equipment (if applicable)
- Decorations
- Centerpieces
- Flatware
- Glassware
- Tableware
- Crockpots & Coffee Makers
- Refrigerators & Coolers
- Restrooms (if applicable)
Must-Have Equipment Rentals
Certain event equipment rentals are must-haves, no matter what kind of party you’re throwing. Here’s a good place to start:
1. Foundation Rentals
These are the basics that provide a foundation for your event:
- Tents & Canopies: If your event happens in a park or other outdoor area, then a tent is a must. It protects your guests from the elements and provides a restful, sociable space in which to mingle. You can rent frame tents, pole tents or pop-up canopies.
- Lighting: The mood and ambiance of your event is set by lighting. If you’re throwing a casual backyard BBQ, string lights are perfect, but if you’re putting on a more formal affair, situation lights and chandeliers are in order.
- Stages & Dance Floors: If you’re presenting a presentation or do a live performance, a stage is necessary. If you want your guests to actually get down on the dance floor, you will have to rent a dance floor.
- Audio-Visual Equipment: Microphones, speakers, PA Systems, projectors, screens, keep your guests engaged.
2. Tables & Seating
Your seating arrangement will depend on the type of event you’re hosting:
- Tables: You will want to rentcombination rounds tables and Rectangular tables. Buffet style dining lends itself well to round tables, and rectangular tables are great for serving either family style or a buffet. You need to also rent highboys for a cocktail hour or appetizer reception.
- Chairs: Banquet chairs, folding chairs or lounge chairs will all be necessary to rent. Chair covers and sashes make your chairs more elegant.
Specialized Equipment Rentals
Certain events require additional equipment rentals, here are a few:
1. Catering Equipment
- Buffet & Serving Supplies: For you’ll have to keep your food warm and your guests fed. Rent chafing dishes, food warmers, beverage dispensers and coffee urns.
- Bar Equipment: Instead of faceplanting in front of a whole neighborhood, you are simply leaving it to rent a portable bar, with all the fixings. A must have are wine openers, ice buckets and bar tools such as shakers and strainers.
2. Decorative
- Centerpieces & Table Decor: Flowers, vases, candles and table runners add a little class to an event.
- Signage: Directional and informational signs will help your guests navigate your event.
3. Entertainment
- Photo Booths: Give your guests fun props and backdrops to take pictures with to remember.
- Theme Decor: Use birthday, wedding or holiday décor to personalize your event.
Why Rent Party Equipment?
Renting event equipment is a great idea for many reasons:
- Cost-Effective: Often it’s more economical to rent equipment and decorations than to buy them.
- Convienence: They come and set it up, and they come and tear it down.
- Hygeine & Maintenance: The Rental companies have clean, well maintained equipment. That can’t be said for your grandpa’s old table and chair set!
Help is on the Way!
Be sure to rent locally to support your local economy and save on transportation costs. Need help planning? Contact us for party rentals in San Diego and we’ll take care of the details so you can focus on the fun.
How to Use Your Event Equipment List
A list of equipments needed for an event is also important when planning for an event since they helps the planner remember every thing to do, to avoid leaving out important requirements. The best way to make use of it is making a list and categorizing them as you pack these and be able to cross check.
1. Structure & Utilities
These are the foundational elements that keep your event running smoothly:
- Tents & Canopies: Protect guests from weather.
- Lighting & Extension Cords: Make sure there is sufficient power and lighting.
- Generators: Serve as an emergency power supply of tools and other apparatus that cannot tolerate interruptions.
2. Tables & Seating
Plan for guest comfort and functionality:
- Order tables for eating, merchandising, or check-in.
- Choose furniture suitable to the occasion, whether it is banquet chairs or even a couch.
3. Catering & Bar
Organize equipment for food and beverage service:
- Tables for food serving and prepared food trays and cutleries.
- Bars, coolers & glasses.
4. AV Equipment
Ensure smooth presentations and entertainment:
- Speakers & Microphones: Indispensable for speeches, in making announcements and for music especially.
- Projectors & Screens: Suitable for presentation of materials or for some enjoyment.
5. Decor
Enhance the ambiance with thoughtful touches:
- Centerpieces: Add charm to dining tables.
Drapery: Make spaces over in style. - Table Numbers: Organize the accommodating of guests while seated.
6. Miscellaneous
Prepare for guest comfort and practical needs:
- Trash Cans: Sanitize areas of event space during the duration of hosting.
- Coat Racks: House the personal effects of the guests.
- Heaters & Fans: Make the climate ideal in and out of seasons, in other words, regulate the temperature within the home properly.
Outdoor Event Considerations
If you’re hosting an outdoor event, don’t forget:
- Weather: Rent tents, canopies, umbrellas to shade under as the rain and sun come pouring down on your head.
- Power: Green will help you generate some rent and can extend cords for you to keep your equipment charged.
- Heaters & fans: They will keep your guests comfortable when it is very hot or cold.
Tips for Success
Create a Timeline: Specify when each item has to be delivered, installed or collected. Delegate Tasks: Let each team member or your selected vendors represent one or many categories. Double-Check Inventory: Double check that you do not have a missing item before the day of the event. Adapt for the Event Type: Make your list as specific to weddings, to corporate occasions or to festivals as possible.
Create a Memorable Experience
Once you’ve covered the basics, it’s time to think about what will make your event special:
- Make it Personal: Throw in some elements of decor that are unique and which go together with the theme or purpose.
- Entertainment: Live bands to hire, photo booth hire or interactive stations to set up.
- Comfort: Set up lounge areas with comfortable seating for guests to mingle and relax.
Now it’s Time to Rent!
A good event equipment list is necessary for a successful event. Whether you are preparing a wedding, corporate or backyard BBQ, the right equipment will make your vision become a reality. And when you’re renting a building for your event, be sure to rent from reputable companies to save time and money, and to focus on what is important — having fun with your family or friends.
If you’re hosting an event in the Southern California area, we’d love to help. Check out our big collection of party rentals in San Diego including tables and chairs; lighting and audio equipment. If you have any event needs, contact us today and we’ll take it from there.
Start planning today and begin to live your vision!
