Essential Tips for Event Rental Setup

Preparing for Your Event

Before the Big Day, it's crucial to get everything right. Here are essential steps to consider:

• Confirm Your Order: Double-check your rental agreement. Make sure you have everything you need. This includes quantities, styles, and any add-ons. Don't hesitate to contact us immediately if you notice any discrepancies.

• Inspect Upon Arrival: When your rentals arrive, take a moment to inspect everything. Check for any damage or missing pieces. Document any issues with photos and notify Chairs4Events right away. This protects both you and us.

  
  

• Create a Layout Plan: Don't just wing it! Sketch out a floor plan of your event space. Note where each item will go. This will save you time and prevent last-minute scrambling. Consider traffic flow, stage placement, seating arrangements, and other key elements.

  
  

• Gather Your Tools: Depending on your rentals, you might need some basic tools. Think measuring tape, zip ties, tape, etc. Having these on hand will prevent frustrating delays.

  
  

• Communicate with Chairs4Events: We're here to help! If you have any questions about setup, don't hesitate to reach out. We can offer guidance and clarify any instructions.

  
  

Installation Tips by Rental Type

Tables and Chairs:

• Start with the Largest Items: Position your tables first. Then, arrange the chairs around them.

  
  

• Use a Measuring Tape: Ensure consistent spacing between tables and chairs for a professional look.

  
  

• Protect Your Floors: If you're setting up on a delicate surface, use protective mats or cloths under table and chair legs. Yes, we do also rent chair/table pads!

  
  

Tabletop Items (China, Glassware, Flatware):

• Placement is Key: Refer to your table layout plan. Ensure each place setting has the correct combination of china, glassware, and flatware. Consider the menu and the order in which items will be used.

  
  

• Handling with Care: Handle china and glassware carefully to avoid breakage. Use trays or carts to transport items to the tables.

  
  

• Glassware Placement: Typically, place water glasses above and to the right of the dinner plate. Other glassware, like wine glasses, should be arranged accordingly.

  
  

• Flatware Placement: Place the fork to the left of the plate, knife to the right (blade facing the plate), and spoon to the right of the knife. Dessert flatware typically goes above the plate.

  
  

Linens:

• Remove Wrinkles: Iron or steam (carefully!) to achieve a crisp and polished look.

  
  

• Use Tablecloth Clips: These handy tools will keep your tablecloths in place, even in windy conditions. We rent these too! Request Clear Linen clips with your Sales Rep!

  
  

• Fold Napkins Neatly: Presentation matters! Take the time to fold your napkins stylishly.

  
  

Lighting and Audio:

• Test Everything in Advance: Ensure all lights and audio equipment work properly before your event starts.

  
  

• Use Extension Cords and Power Strips: Ensure you have enough power outlets and extension cords to reach all your equipment.

  
  

• Tuck Away Cords: Secure any loose cords to prevent tripping hazards.

  
  

Pro Tips for a Smooth Setup

• Start Early: Give yourself plenty of time to set up. Rushing leads to stress and mistakes.

  
  

• Work as a Team: Delegate tasks. Working together makes the process more efficient.

  
  

• Take Breaks: Don't try to do everything at once. Taking breaks helps prevent burnout.

  
  

• Have a Backup Plan: Be ready for unexpected issues, like weather changes. A backup plan can address these challenges.

  
  

• Keep the Space Clean: Rent Trash Cans & Recycling Bins. Clearly label these bins throughout the event space. Place them strategically near food and beverage areas, seating areas, and exits.

  
  

• Don't Be Afraid to Ask for Help: If you're struggling, reach out to Chairs4Events. We’re here to support you. For assistance during events, please call our Event Emergency Line at (650) 642-5314.

  
  

Pro Tips for a Smooth Breakdown

• Start with a Plan: Just like setup, having a breakdown plan is vital. Decide what needs to be packed first and assign tasks if you have a team helping you.

  
  

• Gather Packing Materials: Collect boxes, crates, and bags for packing. Pro tip: use the plastic garment bag we provide with linens and put it inside the milk crates to prevent items from falling out!

  
  

• Clear the Area: Clear the event space of any debris or trash before packing. This helps avoid damage to your rentals.

  
  

• Organize and Pack: Keep similar items together. Pack them securely to prevent shifting during transport.

  
  

• Count and Inventory: As you pack, count your rentals. This ensures everything is returned and prevents missing items.

  
  

• Designated Loading Area: Establish a clear loading area for your packed rentals. This simplifies loading them onto your vehicle or the rental company's truck.

  
  

• Don't Rush: Take your time during the breakdown. Rushing can result in damage or missing items.

  
  

By following these tips and planning ahead, you can ensure a smooth and successful setup and breakdown for your event rentals. And remember, Chairs4Events is just a phone call away if you need any assistance! We want your event to be perfect.