First Time Renting Party Equipment? A Plain Step-by-Step Guide

Renting for the first time feels like learning a new language. You are asked for a "delivery window," a "damage waiver" and whether you want "will call." Then you hear that linens come back "dirty" and that is fine. This guide walks you through it in order for a Chicago-area party, from a first headcount to the last item on the truck.

The whole process in six steps

Step 1: Pick the date and a real guest count

Use your confirmed or most likely number, then add a few extra seats. Rentals are billed by the item, so a guess that is 20 too high costs real money. A guess that is 20 too low leaves guests standing. How many chairs do I need and how many tables for 50 to 200 guests give the numbers. Most companies check the date first, so have a backup date if you can.

Step 2: Build the list

Work from the guest's point of view. Where do they sit, eat, drink and put their coat? A short list:

• Seating: chairs, plus a few extra.
• Tables: guest tables, food, drinks, gifts and cake.
• Linens: a cloth for every table, and napkins.
• Tableware: plates, forks, glasses. Ask who is cleaning and who is serving.
• Weather: a tent, heaters or fans, depending on the season.
• Extras: lighting, a dance floor, games, a trash plan.

The rental order calculator turns a guest count into a list. The backyard party kit is useful if you are hosting at home.

Step 3: Get a written quote

A quote is a list of items, quantities, prices and fees. Read what to ask a rental company before you commit, and see how quotes work for the lines you will see. We put everything on one quote and check the date with the rental companies for you. Our fee is 10 percent on top of the rental company's price and is already included in the prices shown on this site.

Rental words, in plain English

What most hosts find out too late

• A delivery window is not an arrival time. The truck might come at the start or the end of a 4 hour window. Make sure someone can unlock the door and sign the whole time, or ask for a narrower window. It may cost more.
• "Dirty return" has limits. Many companies take plates and linens back without washing, but expect you to scrape food, remove candle wax and bag wet linens separately. Read what condition items must come back in.
• Will call can be a trap for large orders. A table set for 40 will not fit in a hatchback. Chicago street parking and alley garages make loading harder than it looks. Check the size and weight of what you are hauling before you save on delivery.
• Measure first. Doors, gangways, stairs and elevators set what can go in. A 6 foot table will not turn a corner in a narrow two-flat stairwell.

Step 4: Book and pay

Once you accept, the company usually asks for a deposit to hold the date. Look at the payment schedule, the cancellation terms and any weather policy. How to read a rental contract walks through each section. Don't sign until the quantities, dates and times match what you agreed.

Step 5: Delivery and the count

Have a person on site. Count items before the crew leaves, and note any problems on the sheet. See what to expect on delivery day, and what to do if the order is wrong.

Step 6: Pickup and return

Stack and bag items as the company asks. Be home during the pickup window. A missed pickup can mean a second trip fee.

A short checklist before you book

• Do you have the date, the address and the access details, like stairs and elevators?
• Did you give a realistic guest count, with spares?
• Are delivery and pickup times written down?
• Do you know who sets up and who breaks down?
• Did you decide on the waiver after reading the exclusions?
• Do you have a person on site for delivery and pickup?

Ready to start your list?

Book a free 15-minute planning call and we will go through your guest count and list together, or get a quote when you know your date.