The Ultimate Guide to Reserving Your Rentals Items: The Right Amounts
Planning an event can be a thrilling yet daunting task, especially when it comes to selecting the right rental items to make your celebration flawless. Whether you’re orchestrating a dream wedding, a corporate gala, or an intimate gathering, knowing exactly what you need—and in what quantities—can make all the difference. This guide aims to answer the most common questions we encounter, ensuring your event planning journey is as smooth and enjoyable as possible.
Understanding Your Event Rental Needs
1. Determining the Right Amount of Glassware
When it comes to glassware, the rule of thumb is to have at least three glasses per guest. This accounts for a water glass, a wine glass, and a glass for either beer or a cocktail. However, consider your event’s specifics:
- Type of Event: A cocktail evening might require more wine or cocktail glasses, whereas a brunch might need fewer.
- Duration of the Event: Longer events will likely require more glassware due to refills.
- Guest Preferences: Know your audience. A wine aficionado crowd might appreciate different glasses for red and white wines.
- A Good Rule of Thumb: if you have 100 guest and you are serving beer and wine – we’d usually recommend about 50 wine glasses and 50 beer glasses. However, you will know your guests better than we do and there can be some variance.
2. How Many Chairs to Order
The number of chairs you’ll need directly correlates to your guest list size, but there are additional factors to consider:
- Ceremony and Reception: If your event has both, you might need a chair per person for the ceremony and additional seating for the reception.
- Seating Style: Theater-style seating requires fewer chairs than banquet-style, where guests are seated at tables.
- Extra Seating: Always order a few extra chairs (5-10% more) to accommodate last-minute guests or to replace any unexpected damages.
3. Essential Rental Items Checklist
To ensure you’ve covered all bases, here’s a basic checklist of items you might need for your event:
- Seating: Chairs, benches, or stools.
- Tables: Consider the types (round, rectangular, cocktail) and sizes.
- Linens: Tablecloths, napkins, and table runners that match your event’s theme. One thing we do not offer. Check the vendors page for more!
- Tableware: Plates, silverware, glasses, and cups suitable for the menu and beverages served.
- Serving Equipment: Buffet tables, bars, and any specific serving ware for a sit-down dinner or buffet.
- Decor: Centerpieces, lighting, and any thematic elements to enhance your event’s ambiance.
- Specialty Items: Dance floors, stages, or arches for weddings and celebrations.
4. Frequently Asked Questions (FAQs)
Q: How far in advance should I book my rentals?
A: We recommend booking as soon as you have your event date and venue confirmed, ideally 3-6 months in advance, to ensure availability.
Q: What happens if something breaks or gets lost?
A: Accidents happen, and most rental companies include a damage waiver fee that covers normal wear and tear. However, significant damages or losses may incur additional charges.
Q: Can I adjust my order if my guest list changes?
A: Absolutely. We understand that guest lists can fluctuate, and we allow adjustments to your order up to a certain point before the event. For SRC, you have to have your final adjustments in the Monday PRIOR to your event.
Conclusion
Selecting the right event rentals is a crucial step in bringing your vision to life. By considering the type of event, your guests’ needs, and the atmosphere you wish to create, you can ensure a memorable and stress-free celebration. Remember, the key to a successful event is not just in the details but in the joy and memories you create. Happy planning!