Pre-Event Preparation and Setup
The Rental List
A rental list is a document that provides the inventory of equipment and materials a given vendor supplies for an event. It lists items including furniture, linens, tableware, station equipment, and décor. It details those items with item descriptions, item quantities, vendor information, delivery details, condition notes, setup and/or usage requirements, and return instructions.
Best Practices for Managing a Rental List
Upon Arrival: Item Inspection
Inspect items to ensure the delivery accurately matches the rental list. Report discrepancies in both count and/or damages immediately to the vendor to ensure replacements prior to the event.
Pre-Event: Organize Rental Items
Assign designated setup areas for rental items. If needed, label and/or tag items for quick identification. Some rental companies will provide area specific drop-off zones for the event (e.g., cocktail reception, dining room, etc.).
Post-Event: Return Rental Items
Inspect items, checking their condition and documenting damage with photographs for reference. Pack items according to vendor guidelines. Coordinate pickups and venue access with the vendors. Retain records of communication and documentation for record-keeping purposes.