Renting Chairs For An Event? Here’s What You Need to Know!
Renting chairs for events is a common practice that allows hosts to provide comfortable seating for their guests without purchasing and storing large quantities of chairs. Renting chairs allows hosts to easily accommodate fluctuating attendance numbers without taking on the costs of buying and storing excess chairs that would sit unused most of the time.
Here’s a quick guide to help you navigate the process of renting chairs for your next event to ensure your guests have somewhere comfortable to sit without breaking your budget or needing permanent storage space for chairs you’ll rarely use.
Determine Your Needs
Assess the requirements of your event to determine the number and type of chairs you need. Consider factors such as the expected number of guests, the event venue, the seating arrangement, and any specific needs or preferences you have in mind (e.g., folding chairs, banquet chairs, or specialty chairs). Calculate the chairs you need based on the venue space and expected maximum capacity. Determine if you need standard chairs or specific styles to suit your event theme. Note any unique requirements like chairs for elderly guests or children’s areas. Getting these details clarified early helps when contacting rental companies.
Research Rental Companies
You can search online directories, ask event planners or venues for recommendations, browse event rental websites, or consult local business directories. Look for established companies with a wide selection of inventory and positive reviews. Consider their pricing, rental policies, delivery and pickup services, and additional offerings like rentals of other items.
Browse Chair Options
Once you shortlist a few rental companies, visit their website or showroom to browse chair options. Look through photos of their complete inventory to visualize which options align best with your event theme, style, and comfort requirements. Common chair options include folding, Chiavari, banquet, plastic, padded, director’s chairs or specialty chairs for ceremonies. Consider features like cushioning, stability and weight capacity when determining suitability. Ask questions to understand if it is suitable for your needs.
Check Availability
Contact the rental companies on your shortlist to check the availability of the chairs that interest you. Provide specific details of your event, such as date, set-up, and wrap-up times. For multi-day events, inquire about rates for renting chairs for the duration. Popular styles may get booked in advance, so it’s better to inquire 2-3 months before your event. Confirming availability early allows for finding alternative options if required.
Request a Quote
Request written itemized quotes from the rental companies you are considering. Specify the number of chairs needed, delivery, and pick-up dates and locations. Compare total rental costs, delivery/pickup fees, taxes, damage waiver costs, and total rental duration. Some companies charge per day, while others have minimum rental periods. Ensuring all vendors quote for the same scope of supply helps compare on a like-to-like basis. Ask about additional rental items and services being offered as well.
Review Rental Terms and Policies
Read and understand the rental agreement or contract document fully before signing. Pay close attention to the company’s policies regarding damages, last-minute cancellations, or order changes. Note responsibilities regarding maintenance, cleaning, and arranging the chairs. Clarify insurance coverage in case of losses or injuries. Decide if you need to purchase the damage waiver option or have your liability coverage. Understanding all terms upfront avoids disputes later.
Arrange Delivery and Pickup
Provide the rental company with logistical details for delivering and collecting the chairs. Give the venue address, on-site contact details, and instructions for access. Specify preferred delivery and pickup dates and time windows. Draw a basic floor plan indicating preferred chair placement. Note any load/unload restrictions. Good coordination ensures smooth operations. You may need to be onsite to receive the delivery and sign documentation.
Consider Additional Services
Inquire about any value-added services like customized chair sashes, coverings, and cushions that can enhance the seating experience. Some companies rent sign stands, furniture and other party rentals too. Ask for rates for extra services. Chair accessories may need to factor into your overall budget while giving that finished look. Ensure the approved rental company provides services only to avoid liability issues.
Inspect the Chairs
Make time to accept and inspect the delivered chairs thoroughly. Check for damages, stains, and tangled umbrellas (if any) being delivered. Note down chair counts and condition details for each type. Report any visible pre-existing defects to the company in writing before signing the delivery receipt. Familiarize yourself with the maintenance you expect, like cleaning or arranging after use. Inspection ensures that the supplier addresses problems promptly.
Return the Chairs
Have the chairs picked up as scheduled after your event. Consolidate and arrange the chairs per the rental company’s instructions for loading. Note required cleaning before pickup. Report any new damages or missing chairs accurately to the rental company. Obtain their sign-off upon completion of pickup. Timely return in agreed condition relieves you of rental obligations and frees you from related costs. Provide feedback to the supplier after your experience for future improvements.
By following these steps, you can be assured of a smooth chair rental experience and comfortable seating for your guests without ownership hassles. Rental remains a cost-effective option for one-time or infrequent event needs. Working closely with reputable chair rental suppliers like Dina Party Rentals assures value for your hiring investment. The last thing you want to worry about when planning a party is transporting the chair. At Dina Party Rentals, we take care of it all! What are you waiting for? We are only a call away!