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Photo courtesy of Salt City Event Co
Let’s talk tables. And chairs. And couches, tents, linens, flatware, glasses, dance floors, lights…the hundreds of elements that make up “event rentals.”
Of all the puzzle pieces that go into planning and executing a successful party, rentals are often the least understood. And yet, they are crucial to your event’s success. Before your guests even sip a drink or taste their first hors d’oeuvres, they’ve already “tasted” your event with their eyes. First impressions set the tone and ambiance for the evening, and those impressions depend on your rentals.
Erin Cosmano at Salt City Event Co explains, “The right furnishings, décor, and installations don’t just fill a space; they transform it into an unforgettable experience.”
To help you handle rentals like a pro, we reached out to the actual pros. Here are what four of Utah’s top event rental specialists had to say.
Photo credit Breanna White
Tip 1: Plan Ahead
Our number one tip comes from Victoria Knackstedt at Diamond Event & Tent. “Plan ahead!” Secure your rentals as soon as you have your date and venue confirmed.
Erin agrees. “In the world of luxury events, timing is everything. The most sought-after rentals—bespoke lounges, extravagant bars, and transformative venue designs—are often reserved months in advance.” If you’re planning an event for the warm months, make sure you’ve booked your rentals at least six months ahead. “Waiting too long could mean settling for second-tier options or missing out on one-of-a-kind statement pieces that set your event apart.”
Don’t worry about locking in your rentals too soon. Victoria assures us, “Customers will still have opportunities to make changes throughout the planning process.” Reserving items early just ensures that your selections will be available.
Photo credit Alex Adams
Tip 2: Lean on the Experts
Anyone can rent a table and chairs, but using the expertise of industry professionals can make your event into something truly special. We like how Dylan Skilby, co-owner of Indigo Event Rentals, put it: “When you choose the right rental details, you’re not just setting the table—you’re setting the stage for an event that feels intentional, immersive, and absolutely unforgettable.”
Not only can a licensed, insured event planner help you elevate your event; they can also bring you peace of mind. There are a lot of moving parts when it comes to event rentals, and an experienced event professional can guide you step by step. From insurance and liability coverage to venue requirements to coordinating your timeline, leaning on an expert can guarantee your event’s success and make the experience much more enjoyable for you as well as for your guests.
Photo credit Angela Howard
Tip 3: Clarify Your Vision
Dylan suggests that before you start selecting rentals, you need to “consider the overall theme and mood of your event. Are you aiming for timeless elegance, modern minimalism, or a bold and eclectic vibe? Your tableware, linens, and glassware should complement and enhance your chosen aesthetic.”
But your vision extends to more than just what’s on the table. Ashley Boss at All Out Event Rental specializes in helping clients bring their visions to life through all kinds of décor: backdrops, lamps, throw blankets and pillows, centerpieces, plants, lights…you name it! If you’re envisioning a space-themed party where everything appears to be floating in zero gravity, Ashley will help you find the pieces to make it happen! (She once helped us create an award-winning dinner event served in the middle of a river.)
You are limited only by your imagination, but it all starts with having a clear vision. As Dylan says, “Guests feel the difference when an event is carefully designed with intentional choices.”
Photo credit Logan Walker
Tip 4: Understand the Rental Agreement & Policies
“Every rental company has different terms,” Erin warns, so it’s important to understand the rental agreement and policies of any rental company you work with. “Review policies on damage waivers, deposits, and weather-related cancellations, especially for outdoor setups,” she says.
Get a detailed quote from your event rental company, and make sure that the quote includes delivery, setup, breakdown, and any damages or cleaning fees. Ask about the company’s cancellation policy and return procedures before you sign the contract. Find out about their substitution policy in case any of your chosen items become unavailable.
Also, it’s a good idea to request a copy of the rental company’s insurance.
Photo credit Gabriella Santos Photography
Tip 5: Get an Event Design Consultation
“A curated event design consultation is a game-changer,” Erin says.
If you aren’t already working with an experienced event planner, any robust event rentals company typically will have seasoned event planners and designers on their staff. Early in the planning stages, it is worth requesting an event design consultation that may include:
- Inspiration photos and mood boards
- To-scale floor plans and 3D renderings for optimal space planning
- Tailored solutions that consider guest movement, dance floors, catering stations, and overall event flow
As Erin points out, “A well-designed event is more than just visually appealing—it is functional, cohesive, and enhances the guest experience. Consulting with a professional event stylist ensures that every detail is intentional and seamlessly integrated.”
Phoho credit Pepper Nix
Tip 6: Elevate the Dining Experience
Dylan points out that the dining table is one place where well-chosen rentals can make a tremendous difference. “Guests spend a significant portion of the evening at their tables—why not make the experience as beautiful as it is comfortable?” he says. “Investing in well-designed, high-quality pieces ensures that each place setting feels special and curated. Fine glassware, statement chargers, and moody lighting are all small details that make a big impact.”
A stunning tablescape won’t only elevate your guests’ experience. It will also provide some of the most memorable photos.
Photo credit Kate Osborne
Tip 7: Light it Up
Ashley reminds us, “Lighting is huge! Even if it’s just some uplights, candles, or votives, the right lighting can make your event look fantastic. A chandelier can absolutely transform a room.”
If you want to maximize the impact your décor dollars can have, lighting is where it’s at! Great lights are impressive in their own right, but they also make every other aspect of your event look better.
Invest in good lighting and your photographers will thank you.
Photo courtesy of Salt City Event Co
Tip 8: Combine Form and Function
We’re all for creating a visually breathtaking space for your event, but don’t forget that it also needs to be functional. Guests have to be able to move around freely. Your caterers need to serve guests quickly and efficiently, without obstructions. Make sure your event design strikes a balance of comfort and style.
“Think beyond just the dining table to create a fully immersive event design,” Dylan advises. “Don’t overlook lounge areas, bar setups, and statement pieces. A welcoming lounge space encourages guests to mingle, while a styled bar makes cocktail hour feel more grand.” Coming up with a plan that is both functional and fantastic is another way an event expert can really help you out.
Photo credit Elisha Braithwaite
Tip 9: The Little Things Count
<p“People forget to add the little details like coffee table décor, throw blankets, plants, and lamps,” Ashley told us. “A space doesn’t feel like home without those décor pieces. If you only have furniture, the space feels cold and spare.”Erin points out that it’s in the customized details that an event can really become personal and unique. “For high-profile corporate events, VIP galas, and luxury weddings, personalization transforms a standard event into a prestigious, immersive experience.” Custom signage, monogrammed furnishings, or a little item with special significance can put your personal touch on your event and create a one-of-a-kind ambiance.
Photo credits Jake Anderson, Gabriella Santos, Jimmy Bishop, and Salt City
Tip 10: Coordinate with Your Venue and Vendors
At all points leading up to your event, maintain clear communication with your vendors and venue. Familiarize yourself with your venue’s rules and expectations. For example, do they work only with preferred vendors, require permits, have setup restrictions, or shut down the facility at a specific time?
Make sure that your vendors are clear about your event timeline, including delivery and pickup times, access points, and whether you will need to help with setup and takedown. If your event will be running on a tight schedule, it’s especially crucial that your different vendors coordinate their work. For example, when we cater a large or complicated event, we generally need to be onsite at least two hours before start time, but we can’t start setting tables until the rentals are in place. Likewise, your florist, bartenders, cake designer, and possibly musicians all have to coordinate their setup with your rental company. It takes thoughtful planning and clear communication for your event to flow smoothly.
For more information and help on making your event sensational, contact one of our event planners.
Special thanks to these amazing event rental gurus for sharing their expertise!
- Erin Cosmano—Salt City Event Co.
- Ashley Boss—All Out Event Rental
- Dylan Skiby—Indigo Event Rentals
- Victoria Knackstedt—Diamond Event and Tent
