So you’re planning a party and have settled on a venue. If your venue has tables and chairs, that’s fantastic. This way, you have one less thing to worry about and can concentrate on other parts of the party.
But what happens if your venue does not have tables and chairs? That’s when you should go to a table and chair rentals company and rent tables and chairs. When you are renting these units, there are several tips you need to pay attention to. These tips include:
Understand the needs of your event
Begin by defining the objective and requirements of your event. Consider the number of visitors, the sort of event (formal or informal), and the activities you will be having. Understanding these things will help you choose the ideal tables and chairs for your event.
Find out the seating capacity.
Calculate the number of guests you plan to host to determine the seating capacity needed. Ensure that you have enough seating for all visitors, including any unique seating arrangements like head tables or VIP seating.
The last thing you want is to be short on chairs or, worse, overbook the number of chairs you require, resulting in stacked chairs you are paying for heaped in the corner.
Know the delivery and pick-up restrictions.
Some venues are excellent and have plenty of storage space, allowing you to drop off tables and chairs the day before your event and pick them up the day after (or the Monday after if it is on a Saturday).
However, other places with severe restrictions and no storage space may charge you extra money. For example, suppose you need to have all your rental items out of the facility by midnight. In that case, you will incur additional overtime pick-up charges.
An excellent way to save money when dealing with a venue with severe restrictions is to rent a truck, have some of your helpers put the stuff into it, and then return it yourself the next day.
A one-night truck rental will cost less than a late-night pick-up price. It may be more of a hassle, so you must decide which is more critical: a large hassle with huge savings or a minimal hassle with little savings. It’s all up to you.
Know where to drop off the tables and chairs.
Does the rental company transport the tables and chairs to a loading dock or back door, and then facilities people take over? Or does the rental firm need to transport the stuff up six flights of stairs, 50 feet, around a corner, and so on?
Of course, that’s an exaggeration, but you get the point. The rental firm must know where the drop-off location is because it takes significantly more time and labor to transport the things 100 feet than it does to unload 5 feet from the truck. This information may affect your cost as well.
Remember that working with a company that drops off and picks the tables and chairs for your desired venue is always wise. This way, you have little things to worry about and can focus on other areas of the event.
Choose the correct shape of the table.
Choose table shapes that reflect the design and layout of your event. Round tables promote conversation and are great for small parties or formal meals. Rectangular tables provide maximum seating capacity and are ideal for buffet-style dinners or conferences.
Besides the shape, you also should pay attention to the size of the tables you go for. Of course, this will be informed by the number of guests you will host. If you want many guests to sit at one table, you need a large table and vice versa.
As much as you want functional units, you also should consider the style of the tables. You want tables that have an appealing style. For example, melamine-topped tables are popular since they don’t require tablecloths to cover them, unlike wood-topped tables.
These tables give your event a more modern style and finish, which is bound to appeal to many people.
Consider the comfort of the guests.
Comfort is essential to ensure that your guests enjoy your event. Choose seats with enough back support and cushioning, particularly for events that require long durations of sitting. While at the rental company, test the seats to ensure they are both comfy and durable.
Know the people you will be working with
Will the staff at your venue set up and take down the tables and chairs for you? Most places provide this service (which is fantastic), but some do not. Make sure you ask your venue if this is included.
If it is not included, there will be an extra charge for setup and take-down. To save some money, enlist the services of a few volunteers to help you set up and take down the tables and chairs, or ask your caterer or event planner if they will include build-up and take-down in their package.
Alternatively, you can pay for the tables and arrange the chairs yourself.
Be wise with your budgeting.
Make a budget for your table and chair rentals and stick to it. Compare quotations from several vendors to choose the best value for money.
As a rule of thumb, work with an event rentals Rockland company that will make your life easier, less stressful, and cheaper.
Everyone has a budget to stick to, and while you may believe that hiring tables and chairs is an excellent way to save money, be aware of hiring inexpensive tables and chairs – you’ll most certainly get what you paid for.
In addition to the units looking off and out of place, there is also the risk of them breaking at the venue. If the rental company isn’t insured, there is the risk of you being required to pay for the broken units. You don’t want this, do you?
To be on the safe side, work with a rental company that stocks high-quality units at an affordable price. The company should also be insured so that it won’t be your responsibility if anything breaks.