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Party Rentals 101

Whether you are catering company to provide the equipment needed to run the show. However, keep in mind that while asking your caterer to do the dirty work has its advantages, this is usually the more expensive option. Deciding which route to take is up to you as it really depends on whether or not you have the time and energy to arrange the services yourself. Once you have decided that you are ready to bear the brunt of renting your party equipment, from the first phone call to the strike.

Finding a Rental Company

It has been said time and time again: Ask around. Your friends, family, and wedding vendors are the best place to start looking when you are shopping around for anything wedding related. These referrals from people you know and trust are priceless. However, if there is nobody to turn to and you're not sure where to start, check the Web. Try Party Pop to start, which has national listings for rental companies, or go to a trusted wedding Web site, such as theknot.com or The Wedding Channel that usually have a searchable database for local vendors. You might also want to cross check any vendor you find with the Better Business Bureau.

Getting Started

Once you have found a few rental companies that you feel are reputable and worth checking out, start calling to get estimates. Chances are that most local vendors will cost about the same, but some might offer discounts or incentives to sweeten the deal. When you call the companies, make sure to have the following information available: * The date and time of the wedding. * The wedding location. * The number of guests to attend. * The style and level of formality that you expect to maintain. * Your budget for rental equipment. * An estimation of what you think you'll need.

What to Expect

Rental companies get pretty busy between April and September, and continue to book quickly for fall dates. The slowest months are January through March. Nonetheless, don't expect to call a month or two prior to the wedding date and get what you want. You need to hire a company as soon as you know the details of the wedding, especially if you are having the traditional Saturday summer wedding. If you are a first-time renter it's not unlikely to become slightly overwhelmed. Ask the person you speak to at the rental company if they have a knowledgeable salesperson to guide you through the process and help you choose the proper supplies. It's also a good idea to let the company know first thing if you are on a tight budget. Most rental suppliers will be happy to help you attain what you need at a reasonable cost regardless of your budget constraints. After you have discussed the options with two or three companies and priced out a few things, you'll need to choose a company to stick with. Part of sealing the deal is creating and signing a contract and putting down a deposit with your credit card.

Service Details

There are a hundred and one things that you can order from a rental company, from tents, or other technical stuff, it's often better to let a pro handle it.

Equipment

When it comes to choosing what you'll actually need for the wedding, you don't want to forget anything. Here is a breakdown of the basics, specialty items for weddings, and some extras that you might consider renting to spice up the party.

The Contract

When it comes time to get everything in writing, you'll need to have discussed the majority of the details about your order and the services that you'll need. All of this information will then need to be included on the contract. Here is a summary of all the stuff you should require to have on the contract: * Contact information for you and for the company, including the name of the supervisor or manager who you can contact in case you need to ask for additional assistance or if there are any problems. * A comprehensive invoice of each item to be supplied, such as the number of tables and chairs, the tent, dance floor, etc. * The details of any services that will be provided with the rental equipment including: ** Fees and details of the setup and delivery. ** Fees and details of the strike or tear down of the equipment after the wedding. * How many hours of rental you are getting. ** Make sure to verify when the rentals will be delivered. ** Determine when the equipment must be picked up and if there are any extra fees for this service. * The amount of the deposit and the remaining payments that need to be made and when. * Details about a damage waiver fee, if available. This is typically a 5% to 15% extra fee that covers any incidental damages usually up to a couple hundred dollars worth of insurance. * Cancellation policies and liability insurance options in the case that the rental company doesn't show or if there is a breach of contract. * Inquire about any emergency rentals that you might be able to reserve (especially in the case that you are having an outdoor wedding). * Any other details that you might agree upon. * Signatures from both parties.

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