How to Count Rentals at Delivery and Pickup (and Avoid Charges)

How to check and sign the delivery slip, photograph damage that was already there, stack items for pickup and avoid lost-item charges on event rentals.

November 3, 2026 · 4 min read · By the Beyond Chiavari team

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The slip you sign on delivery day is the document that decides who pays when the numbers do not match. Most hosts sign it while they are on the phone with the caterer. In a Chicago backyard or a rented hall, that is how 4 missing chairs become a charge a week later. A 5-minute count fixes it.

At delivery: count before you sign

1Step 1Ask for the slip firstIt lists items and quantities from your order.
2Step 2Count with the crewChairs by stack, linens by bag, glasses by rack.
3Step 3Look at conditionScuffs, stains, cracks, loose legs.
4Step 4Write problems on the slipShort two chairs, one torn linen. Initial the note.
5Step 5Take photosWide shot of each stack and close shots of damage.
6Step 6Keep your copyA photo of the signed slip is enough.

Equal stacks turn a count into simple math. Ask the crew to stack the same way at pickup.

What to photograph

Photos are your proof of what arrived. Take them before you sign and before anyone sets up.

Each stack or bag as delivered.
Scuffs, cracks, stains or missing parts on any item.
Boxed glassware and dinnerware, with a shot of the open crate.
Anything stored outside: where it sits and how it is covered.
The signed slip.

Time-stamped phone photos are fine. Keep them until the final invoice has been paid. The same applies if you do will-call, as full service vs will-call explains.

What most hosts find out too late

You are asked to count items that are hard to count. Glassware in racks, flatware in bins and napkins in bags are easy to miscount. Count by rack or tray, and note the number of full and partial racks.

Counts in the dark are wrong counts. If pickup is late at night or very early, counts happen in a driveway with a flashlight. Ask for the count to be done in daylight, or stack items where lights are on. See late-night and early pickup fees.

Counting only the pieces you set out. Chairs migrate to a garage, a neighbor's yard or the kitchen. Do a last walk before the crew arrives.

Before pickup: set the crew up to count fast

Item	How to stage it
Chairs	Stack in equal piles, away from the rain, near the door the crew will use
Tables	Fold and lean, legs in, all in one place
Linens	Shake out, bag dry linens, put wet or stained ones in a separate bag
Glassware	Back in the racks, same direction, no loose glasses
Dinnerware	In the original crates, scraped, no wet food
Flatware	In the bin or tray, counted if possible
Heaters and gear	Off and cool, fuel noted

Returning rentals lists what to clean and what to leave. Chair setup and breakdown shows how to split the work among your helpers.

If the numbers do not match

Short at delivery. Ask the crew lead what the plan is and when the missing items will arrive. Write it on the slip.
Damaged on arrival. Note it, photograph it and ask for a replacement. Do not use damaged items.
Short at pickup. Ask the crew to recount with you. Check the garage, the kitchen and the trash area.
A charge after the fact. Ask for the pickup count sheet, your delivery slip and photos. Compare quantities line by line.

Typical time for a careful count: 5 min; Typical time for a careful count
Signed slip, photographed: 1; Signed slip, photographed
Best time to count: Daylight; Best time to count

Frequently asked questions

Should I count rentals at delivery?

Yes. Count with the crew before you sign, and write any shortage or damage on the slip. Your signature usually confirms that what is listed arrived in good condition.

What if rental items arrive damaged?

Photograph the damage, note it on the slip before signing and tell the company right away. Ask for a replacement or a credit in writing.

Do I have to be there at pickup?

Not always, but it helps. If no one is there, the crew counts alone and you cannot dispute the number. Ask whether a photo of your staged stacks is enough.

How do I avoid lost item charges?

Keep items in one place, count them at delivery and again before pickup, and photograph the stacks. Charges usually follow when a count cannot be shown either way.

What is a delivery slip?

It is the paper or digital sheet that lists the items and quantities delivered. Keep your copy and compare it with the pickup count.

Who is responsible for items after delivery?

Usually you are, from the signed delivery until pickup. Check the contract for how it treats theft, weather and damage. See damage waivers.

Plan the count with us

Get a quote and we will note the count, delivery and pickup windows with the rental companies. Or book a free 15-minute planning call. One call covers the whole rental list.

Ready to rent?