How to Rent Tables and Chairs

Get the lowdown on event rentals

By Sylvia Cochran

Photo by iStockphoto.com

Whether it is for a garden party, housewarming event or a wedding reception, renting tables and chairs is cost-effective for a one-time occasion and prevents you from making a purchase that will just gather dust. It also saves space -- there are no chairs and tables to store in a shed, garage or basement -- and lets the business or homeowner customize the look of the furniture to the tone of the event.

• What You Need to Know
• Know the number of guests that will be attending and the dimensions of your event space.

Step 1:

Assess the event's character. A wedding reception may be a formal occasion that requires sophisticated furniture; in contrast, a backyard garden party is likely to be relaxed and informal tables and chairs will help the vibe of the event. Visiting a rental industry trade show is a good way to determine what's out there and what you want for your event.

Step 2:

Determine the number of guests -- knowing how many guests helps plan for the number of chairs and tables you need. Talk with a rental professional about the types of tables you want. Round, square and banquet-style tables are all options; consider how they will fit in your space and how many guests each table seats.

Step 3:

Locate a party supply rental company. Prior to contacting any company, check out the business rating with the Better Business Bureau; this helps protect against unpleasant surprises when doing business.

Step 4:

Ask for price quotes on renting tables and chairs. Find out whether the cost includes delivery, setup of the event furniture and then pickup, as well as cleaning. Depending on the local market's saturation with competing party rental businesses -- the West Coast is notorious for a highly competitive business environment in party rentals -- there may be room to negotiate.

Step 5:

Visit the rental agency before signing the contract. Even if there are photos of the furniture on a website, it is only possible to get a feel for the material and look by seeing the items in person. If the quality is satisfactory, sign a contract that incorporates any verbal promises made by the vendor.

• Tips & Warnings
• Remember that in addition to tables and chairs, you may also need linens or chair covers and perhaps place settings. Find out whether the rental company offers these items or if they work with another provider who might give a discount for patrons of the party rental business.
• A 25 percent deposit of the total rental price is customary, while the remaining 75 percent is due when the items are delivered.
• Chiavari chairs and white wooden chairs, which can come in resin as well, are popular options for events.