A Step-by-Step Checklist for Renting Party Equipment
30 × 75 High Peak Pole Tent, Floating Lighting
Planning an event can be an exciting yet overwhelming task. From selecting the venue to coordinating logistics, there’s a lot to keep track of. One of the most important aspects of event planning is ensuring you have all the right party equipment to create an unforgettable experience for your guests. At Evo Tents LLC, we’ve helped countless clients with party rentals, and we’ve put together this handy checklist to ensure your event goes off without a hitch. Whether you’re organizing a wedding, corporate event, or outdoor festival, use this guide to stay organized and ensure you don’t miss a thing.
Step 1: Determine the Type and Size of Your Event
Before renting anything, you need to have a clear understanding of the type of event you’re hosting and how many guests you’re expecting. This will help you select the right equipment and ensure everything fits your space.
What type of event are you hosting? (Wedding, birthday, corporate event, festival, etc.)
How many guests will be attending?
What is the location of your event? (Indoor, outdoor, venue, backyard, etc.)
How much space is available? (Limited space, large open yard, etc.)
Do you have a budget in mind? We work within budgets all the time - just let us know!
Step 2: Select Furniture and Seating
Your guests will need comfortable seating, and the type of seating you choose will depend on the formality of the event and the space available.
Seating options: Consider tables and chairs or cocktail tables and bar stools depending on the event type. For formal events, think about elegant garden chairs or long banquet tables, while more casual events might call for seating at picnic tables or high-tops!
Extras: You may also want to consider adding extra tables for elements such as buffet, bar, desserts, etc.
Table settings: Don’t forget linens and napkins!
Dance floor: If your event will include dancing, a high-quality dance floor is essential.
Step 3: Choose the Right Tent
The tent will be the foundation of your event if you’re hosting it outdoors, so it’s crucial to choose one that meets both your aesthetic and practical needs. Evo Tents LLC offers a range of options to suit any occasion.
Tent size: Make sure the tent can comfortably accommodate your guest count and any additional equipment like a dance floor, cocktail area, or buffet.
Tent style: Consider the theme and ambiance of your event. Will you choose a classic pole tent or a sleek frame tent?
Location considerations: What type of surface will your tent be going on? Are there underground utilities in the area? Some locations may require a different method of installation than usual.
Weather considerations: Are you planning for sun or rain? Make sure the tent offers proper weather protection.
Step 4: Lighting and Décor
Proper lighting can transform your event from ordinary to extraordinary. Whether you’re hosting a daytime gathering or an evening celebration, lighting is key.
Ambient lighting: Choose from cafe string lights around the inside perimeter of the tent as well as floating cafe string lights throughout the inside ceiling of the tent.
Accent lighting: Consider high bay lights, candles and lanterns can also add a magical touch.
Decorative elements: From faux plants to side pole drapery, décor can bring your theme to life. Make sure you have all necessary décor items to personalize the space.
Step 5: Additional Equipment and Rentals
Don’t forget to rent any additional items that may be needed for a successful event.
Climate control: Depending on the season, you may need heaters or fans to keep your guests comfortable.
Catering equipment: If you’re providing food, ensure you have all the necessary serving tables, chafing dishes, and bar equipment.
Step 6: Review Delivery, Setup, and Breakdown
Organizing when your party rental items will be delivered, set up, and picked up is crucial to the smooth running of your event.
Delivery time: Evo Tents delivers all of your rentals 1-3 days prior to your event date and picks up 1-3 days after to ensure there is plenty of time for setup and breakdown. Specified dates and times can be requested for an added charge.
Setup time: Factor in the time it will take to set up tents, tables, chairs, and other equipment.
Breakdown time: Confirm the date(s) and time(s) for equipment pickup and be sure that rentals have time to be cleaned and stacked for our team!
Step 7: Review Your Contract and Book Your Rentals
Before finalizing your rental order, make sure you’ve reviewed all the details of the contract, including rental items, delivery and setup fees, payment terms, and any additional charges.
Terms: If you have any questions about the terms related to cancellations, damages, payment, delivery, or permitting please be sure to contact our office and speak with a consultant.
To help you stay organized, we've created a downloadable checklist that covers everything you need when renting party equipment from Evo Tents LLC.
Party Rental Checklist:
Event Details
Type of event (Wedding, Birthday, Corporate Event, etc.)
Number of guests
Event location details (Outdoor/Indoor, Size of venue, etc.)
Budget
Furniture & Seating
Tables (Round, Rectangular, Farm, etc.)
Chairs (Plastic Folding, Garden, Cross-Back, etc.)
Additional Furniture (Bar stools, High-Tops, Bar Riser, Food Tables, etc.)
Dance floor (Size)
Table linens (Colors, sizes)
Tent Rental
Tent size (Can it accommodate your guest count and other needs?)
Tent style (Pole, Frame, etc.)
Tent surface and space available
Weather protection (Sidewalls)
Lighting & Décor
Ambient lighting (Cafe string lighting)
Accent lighting (High bay lights, candles, lanterns)
Decorative elements (Faux plants, leg drapes, etc.)
Aesthetic theme (Colors, style)
Additional Equipment
Climate control (Heaters, fans)
Catering equipment (Buffet tables, chafing dishes, bars)
Delivery & Setup
Confirm delivery windows
Setup time required
Breakdown and pickup time
Review Contract & Book Rentals
Review rental contract (Rentals, terms, fees, delivery, setup)
Book your rentals!
By following this checklist and working with Evo Tents LLC, you’ll ensure your event is organized, stress-free, and memorable. Ready to start planning your next big event? Contact us today to discuss your rental needs!
Email: Events@EvoTentsLLC.com
Phone: 508-320-2553