The Ultimate Event Rental Checklist: What You Need for a Stress-Free Party

Planning an event is exciting, but it can also be overwhelming. Whether you're organizing a wedding, corporate event, backyard birthday, or graduation party, making sure you have all the right rentals is key to pulling off a smooth and stress-free event.

To help you plan like a pro, we’ve put together the ultimate event rental checklist so you don’t miss a thing. Let’s break it down

1. Tables & Seating

The foundation of any event setup starts here. Consider:

• Larger Tables: Round or rectangular, depending on your layout

• Chairs: Folding, padded, what colors go with your theme?

• Cocktail tables: Great for near a bar set up, easy standing room

• Kids’ tables and chairs: Great for family friendly parties

 Tip: Always order a few extra chairs—better to have them and not need them!

2. Tents & Canopies

You will want this for your outdoor event for any type of weather, rain or shine!

• Pop-Up tents – Ideal for patios or tight spaces with no center poles

• Framed tents – Great for large, grassy areas and classic aesthetics

• Tent accessories – Sidewalls, lighting, or flooring

Tip: Not sure what size tent you need? A 20x40 tent fits around 80 seated guests.

3. Linens & Décor

Linens help tie your event theme together. Options include:

• Tablecloths in various sizes and colors

• Table runners and overlays for a pop of color

• Centerpieces and tabletop décor

5. Delivery & Setup Tips

To make setup day go smoothly:

• Clear the area before delivery (mow lawns, remove obstacles)

• Have someone on-site in order to direct the set up, unless already previously discussed

• Know your venue rules (some locations have specific setup timelines or noise curfews)

6. Bonus Items You Might Forget

These are often overlooked but can make a big difference:

• Trash cans & liners

• Portable bars or beverage dispensers

• Signage or easels

• Dance floors

• Generators or power cords