Questions to ask before you start your event rental order

Here are some helpful questions to consider before you place your event rental order.

1. Where is my event taking place?

• If so, can the trucks pull up to the tent or will the delivery team need to set up plywood to protect the lawn? 
• If there’s more than one tent will all of the products be delivered to the same tent? You can use our Drop Zone feature when placing your order on our website if you need multiple delivery areas.
• What time will the tent be taken down – can Party Rental Ltd. pick up the rentals before then? All of the rental products need to be protected from the weather. 
• Is there a tent diagram available for the delivery team?
• Do I have all of the required permits if the tent isn’t set up on private property? 
• If there is kitchen equipment, where would I like it set up (back wall of the tent?) 
• Will I have sinks? A water source must be available (i.e. garden hose). Drums are needed for wastewater.
• Do I need cooking equipment, prep tables, passing trays, coffee service, and chinaware in the kitchen tent? 
• The dance floor must have a hard-level surface. Is plywood needed? 
• Do I need fire extinguishers? 
• Do I need extension cords?       
• Are there any special instructions for the event rental delivery and pick-up teams?

• Is the loading dock address the correct delivery address? If so what are the loading dock hours? 
• Is there a service elevator or are we using the passenger elevator? 
• Will my large tables fit in the elevator? 8’-10’ tables may require confirmation from the building. 
• Does the building need a COI for the rental company or other vendors like an electrician? 
• Is there enough power for the electrical equipment? 
• All cooking equipment must be electric in New York City (no propane is allowed) 
• Are there any special instructions for the event rental delivery and pick-up teams?

• Will the truck fit in the driveway? 
• Where will the items be delivered? 
• Are there any special instructions for the event rental delivery and pick-up team?
• Are there any stairs?
• Do chairs need felt tips to protect floors? 
• Do chairs need to be bagged/unbagged? 
• Do tables need to be set up and broken down? 
• The dance floor must have a hard-level surface. Is plywood needed? 
• Do I need fire extinguishers? 
• Do I need extension cords? 
• Are there any special instructions for the event rental delivery and pick-up teams?

• Will there be sand? Event rentals will need to be secured from theft and protected from weather.
• Will I have sinks? Sinks must have a water source available. Drums are needed for wastewater.
• The dance floor must have a hard-level surface. Is plywood needed? 
• Do I need fire extinguishers? 
• Where is the power source? Do I need extension cords? 
• Are there any special instructions for the event rental delivery and pick-up teams?

2. How much space do I need? 

Dinner gatherings typically require around (20) square feet per guest. For instance, if you’re expecting 250 attendees, you’d ideally want a space approximately (50) feet in width by (100) feet in length. Naturally, these measurements can vary based on factors like table sizes and the inclusion of a dance floor. Cocktail parties generally need about half that space.

3. Who will set up the event? 

There are several types of delivery services available, based on the time, location, and distance if it’s outside of our service area. You can view all of our delivery and service charges here. 

We offer a variety of additional services, including pipe and drape setup, chair bagging/un-bagging, and chair or table set-up and breakdown at an additional cost.

4. Will the event have a buffet or seated service?  

For a buffet-style service, we suggest arranging a diverse selection of tables and serving stations to craft an inviting and easily navigable layout. Consider offering a range of seating choices, including cocktail tables and casual seating arrangements to promote socializing. Be sure you have an ample supply of flatware, plates, and serving utensils for the convenience of self-service. You can view some popular buffet looks with their rental product lists here.

For a sit-down dinner, focus on elegant table settings with formal dinnerware, glassware, and comfortable seating. Consider adding luxe table linens and chargers to add a touch of sophistication to each place setting. Check out our seasonal lookbook for popular tablescapes with their rental product lists here.

5. How many guests will be attending?  

It’s always best to start your event rental order as soon as possible to secure the products you want and your preferred delivery and pickup times. When you first start your rental order, you’ll likely have more of an estimate for your guest count rather than a solid number to start with. That’s totally okay. You can revise your rental order up to (2) business days before the delivery date.  

6. What rental products will I need?

• Tables
  • If you’re trying to fit the most people into a space,  60″ round tables typically fit best. They usually seat 8, but you may be able to fit 10 depending on the chair, and if you plan to use chargers underneath the plates. 
  • If you are looking to comfortably seat 8-10 guests at a rectangular table, you have several options: 
    • 8′ x 30″ Rectangular: Seats 8-10 
    • 8′ x 36″ Rectangular: Seats 8-10 
    • 8′ x 42″ Rectangular: Seats 8-10 
  • Some of our chairs, like the Alexander White Oak chair and the Market Bistro chair have wider backs, so be sure to allow some extra space when considering your table size. 
• Chairs
  • We apply chair tips as an added service to protect the floors in your event space from scratches and scrapes.
• Linens
  • If you decide to use tables that need linens, you can view our entire linen collection and search by usage, style, color, and occasion on our website. To find the correct linen size, measure the distance from one side of the table to the other (in inches) and add the desired drop (in inches) twice.  This will give you the linen size needed to have the linen hang down one side of the table (drop #1), cover the table, and hang down the other side of the table (drop #2). 
  • For rectangular tables, length refers to the longer edge of the table measured in feet and width refers to the shorter edge measured in inches — e.g. 6’x30”.  Both length and width of rectangular linens, however, are measured in inches — e.g. 132”x90”. 
  • You can view the correct linens for most table sizes here.
• Chinaware
  • For a Buffet 
    • To allow for seconds you should generally order 1.25 plates per guest. This may change if you are serving multiple main courses. 
  • For a Sit-Down Dinner 
    • Be sure to include plates for each course, and if you’re adding chargers, double-check the table sizes to make sure everything fits.
• Flatware
  • When choosing flatware, it is important to take the overall design of the event into consideration,  what is being served, and your budget. You may consider scheduling a design studio appointment to see how the flatware pairs with china and glassware.
  • Many of our flatware collections include additional pieces, such as steak knives, oyster forks, demi-spoons, butter knives, and more.
• Napkins
• Glassware
  • Wine glasses, Beer Glasses, Martini Glasses, Champagne Glasses
• Bars
  • The bar usually serves as the initial gathering point for guests upon arrival. Creating a visually appealing display by arranging items at varying heights through the use of scale, texture, and balance establishes a nice first impression. Ensure that easily accessible items like cocktail napkins and snacks are positioned towards the front.
  • We offer bar accessories for rent, including ice scoops, tubs, pourers, and more.
• Serving Pieces
  • Platters, salt & pepper, bread baskets, bowls, etc.
• Coffee Service
  • Coffee makers, coffee servers, samovars, sugar and creamers, cups and saucers, teaspoons
• Ovens and Electrical Equipment 
  • Be sure to review your rental equipment information to make sure you have the right amount of power.  Electric requirements for all of our event rental products can be found on our website.  Your electrician may need to be present on-site to connect certain larger pieces of equipment and some propane pieces require an electric power supply.
  • Know your local codes and confirm if any of the equipment you’re renting requires any special setup, permits, or inspections.  Every location has different requirements. You can also check with local authorities if needed.