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Prepare a list of the equipment and services you will need

Now that you have your guest list, it’s time to make a detailed plan and list of all of the things you’ll need to ensure a successful event. Since you’ve already decided on the number of guests you’ll be inviting and the space you’ll be working with, you can estimate the number of chairs, tables, and other necessary furniture you’ll need to accommodate everyone comfortably. Don’t forget to consider any special requirements such as wheelchair accessibility.

Pro Tip: A great way to plan your equipment list is to group what is needed by each section in your event itinerary.

For example, if you’re having a cocktail hour before dinner and dancing, then dessert:

  • Cocktail Hour (list the rental items you’ll need, including bars, couches, cocktail tables, linens, glassware, passed trays, napkins, easels for signage, etc.)
  • Dinner and Dancing (list the rental items you’ll need, including a stage, a dance floor, tables, chairs, linens, chinaware, flatware, glassware, napkins, votives, etc.)
  • Dessert (list the rental items you’ll need, including a cake/buffet table, linens, flatware, plates, coffee /tea service items, etc.)

Food and beverages are often the highlight of any event, so make sure to give them careful consideration. If you’re planning to hire a caterer, take the time to research and sample different options to ensure the food aligns with your guests’ preferences and dietary needs. Think about whether you’ll need a bar setup and whether you’ll be serving alcoholic or non-alcoholic beverages.

Next, think about the overall atmosphere you want to create. Lighting plays a crucial role in setting the mood, so consider whether you’ll need additional lighting elements such as candles or spotlights. If it’s an outdoor event, you may also need to consider renting a tent to provide shade or protect against unexpected weather conditions. You can view our suggested tent rental companies in your area here.

Event Setup Questions:

  • Will you have a cocktail hour and then a formal sit-down dinner, or will you have a buffet? 
  • Will there be dancing?
  • Is a bar needed?
  • Is a stage required?     

Florals and decorations are other important aspects to consider. Think about the color palette and theme of your event and how you can incorporate these elements into the space. Whether it’s elegant centerpieces, beautiful bouquets, or creative table settings, make sure to plan ahead and coordinate with a florist if needed.

Lastly, be sure to consider if you’ll need rentals for small touches like easels for signage, tables for place cards, or baskets for party favors for your guests.

Happy planning!