25 Questions to Ask an Event Rental Company Before You Book

The questions that protect your budget and your event day, from inventory and delivery windows to damage policy, with a printable checklist.

November 2, 2026 · 4 min read · By the Beyond Chiavari team

3D render of a catered buffet line with chafing dishes on ivory linens, a beverage station with a lemonade dispenser and coffee urn, and a cake table — Buffet and beverage station

A rental company can sound friendly and still leave you exposed if you do not ask the right things. Most problems at Chicago events, like a late truck, a short count or a surprise fee, trace back to a question nobody asked during booking. Use this list on any call or email, whether it is us or another vendor.

The five question groups

25 questions in five groups; pricing has the most because it is where surprises hide.

Inventory (5)

Do you own the items, or do you source them from another company? Owned stock is easier to guarantee.
Can I see photos of the actual items, not catalog images?
How do you hold my date, and what does the hold cost?
What is your substitution policy if something is unavailable?
Do you carry spares, and are they included in my count?

Pricing (6)

Is the quote itemized by line?
Are delivery, setup, breakdown and pickup included? Our guides on delivery fees and setup and breakdown fees explain what to expect.
Is there a damage waiver, and what does it cover? See damage waivers explained.
Is tax included in this number?
What is the deposit, and when is the balance due? More in deposits explained.
Are there minimums, rush fees or after-hours fees? Read late-night and early pickup fees.

Delivery (5)

What is my delivery window, and will I get a call before arrival?
Does the crew bring items to the room or leave them at the dock?
Do you need parking, a freight elevator or a certain loading dock? In Chicago buildings, this is critical.
Who sets up, and do they follow my floor plan?
When and how is pickup, and what must be ready?

Changes (5)

Until when can I change the headcount? See final headcount deadlines.
What happens if I need to move the date?
What is the cancellation policy? Compare with cancellation and date-change policies.
What happens if it rains? Read rain clauses in rental contracts.
Do you need a certificate of insurance for my venue? See COI for event rentals.

Problems (4)

What if items arrive damaged or short?
Who do I call on event day, and is that line answered live?
What condition do items need to be in when returned? Details in returning rentals.
Can I see the full contract before I pay a deposit?

How to use the list

Answer you hear	What it tells you
"It's all in writing."	Good. Ask for the document.
"We'll figure it out that day."	A policy gap. Ask for specifics.
"That depends."	Fine, ask what it depends on.
"We never have problems."	Not an answer. Ask how they handle one.

Which questions matter most

If you only have time for five, ask these: what is included in the total (7), what the cancellation policy is (19), whether the crew sets up to your layout (15), who answers on event day (23), and whether you can see the contract first (25). Those cover money, flexibility, labor, support and clarity.

Questions in the checklist: 25; Questions in the checklist
Must-ask questions: 5; Must-ask questions
To cover the full list: 15 min; To cover the full list

Chicago-specific questions

Venues and buildings in Chicago often have rules that change what a rental crew can do: delivery windows, dock reservations, elevator use and insurance requirements. Ask your venue first, then pass the rules to the rental company so both sides plan the same morning. For tent events, check with your village or city about permits; our Chicago tent permit guide is a starting point.

Keep the answers

Paste the answers into an email and send it back as a summary: "Confirming that delivery, setup and pickup are included, the deposit is refundable until X." A short written confirmation is easy for a good company to agree to and gives you something to point to later.

Frequently asked questions

What should I ask before renting chairs for an event?

Ask the style and exact count, whether delivery and setup are included, the delivery window, and the cancellation and change policy. Also ask whether the chairs are owned inventory, because that affects how reliably the order can be filled.

What questions should I ask about rental pricing?

Ask whether the quote is itemized, which fees are included, whether tax is shown, what the deposit is and when the balance is due. Also ask about minimums and after-hours charges.

Should I ask for references from a rental company?

Yes, if the company has them. For new companies, ask instead for photos of actual inventory and a written policy sheet. Beyond Chiavari is launching with the 2027 Founding Season in April 2027, so we share inventory details and written terms rather than a past-client list.

How far ahead should I ask these questions?

Before you pay a deposit. After a deposit, you have less leverage if the answers are not what you expected.

Is it normal to ask for the contract before paying?

Yes. A reputable company will send the contract or terms before you pay. If they will not, treat that as a warning sign.

Who should I ask about venue rules?

Ask the venue first, then share the answers with the rental company. Loading docks, elevator access, insurance and rental restrictions are set by the venue or building.

Next step

Book a free 15-minute seating call and bring this list, or request a quote and we will answer each one in writing.

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