Event Rental Checklist

Event Rental Checklist 📋

1. Essential Items

  • Tables & Seating:
    • Guest tables (round/rectangular)
    • Chairs (standard, Black/ White folding)
  • Linens:
    • Tablecloths (size and color variety)
    • Runners
  • Dining & Catering:
    • Plates, bowls, and cutlery
    • Glassware and barware

2. Technical Equipment

  • Audio/Visual:
    • Projectors and screens
    • Sound systems (speakers, microphones)
    • Lighting equipment (spotlights, uplights)
  • Miscellaneous:
    • Registration stations (iPads, kiosks)
    • Extension cords and power strips
    • Wi-Fi hotspots or boosters

3. Decor Elements

  • Decor:
    • Centerpieces
    • Backdrops and draping
    • Arches etc.
  • Signage:
    • Directional signs
    • Branding and banners

4. Outdoor Event Needs

  • Weather Contingencies:
    • Tents and canopies
    • Heaters or fans
    • Flooring (if on grass or uneven ground)
  • Comfort and Amenities:
    • Portable restrooms
    • Waste management (bins and liners)

5. Logistics and Services

  • Setup and Breakdown:
    • Delivery and pickup arrangements
    • On-site assembly services
  • Support:
    • Instructional guides or videos

Action Steps:

  • Use this checklist to guide conversations with rental companies.
  • Adjust quantities based on your guest list and event layout.
  • Confirm all details with the rental provider at least a week before the event.