5 Things To Know About Your Event When Placing A Rental Order

Nothing is more exciting to us at Atlas Event Rental than working with our clients to select the best event rentals for their events in South Florida. Combining event rentals to create the perfect aesthetic is what we thrive upon! We love working with clients from designing tabletops to helping select the right bar and lounge furniture pieces for the event.

Part of the process in working with clients, in addition to event rental selection, is gathering all of the information we need to make the party rental delivery, set up, and pick up, seamless and efficient.

So What Should You Know About Your Event?

The details are key in an event planning process. There are specific details regarding the event and its location that are critical to share when placing your event rental order to make the process as easy and accurate as possible. We want to learn as much as we can about your event and list the most important information below!

Key Event Info

First things first! What is the event date, location, and time (start and finish time) of the event? This information is important so that we understand which date you are reserving the rentals and where they are being delivered. The start and end time of the event helps our team plan the delivery and pick-up windows.

Guest Count

How many guests are you inviting and from that list, how many do you expect to attend? While you may not know the RSVP count when selecting your event rentals, having an idea of the guest count will help you reserve the appropriate party rental quantities.

Who is the Onsite Contact?

This information is very important! Our team needs to be able to reach someone on the day of the event in case there are delivery questions that need to be addressed. Please note that the onsite contact may be different from the billing contact. You will be required to provide both contacts for your order. Typically, the onsite contact is a planner, day-of coordinator, someone from the venue, or a friend helping the event host. The event host is very busy prepping for the event and may be too busy to coordinate all of the vendors on the day of the event.

Event Floor Plan

If you have table rentals and/or chair rentals set up by Atlas, a floor plan layout for the event is required. While we ask for the floor plan 48 hours before the delivery date, it’s best to get it in as soon as possible. This gives the team ample time to review the layout and ask any necessary questions that may assist in clarifying the setup for the event.

Delivery Instructions

The delivery instructions for a rental order are critical to the efficiency and seamless delivery/setup process. We can’t stress enough how crucial even the tiniest detail is to the delivery team.

It’s very important to give precise and concise information for delivery such as:

• Where can the truck park to unload
• The path the team will take with the rentals from where they park to the delivery location
• How many feet from where the truck parks to the delivery location
• Are there stairs involved? Uneven ground?
• Are there any objects, doorways, or anything out of the ordinary the team should be aware of that may hinder/impact delivery?
• Are the doors wide enough for the items being delivered?
• Is the delivery going to a gated community? Will the truck be allowed to enter or supposed to ask for someone specific to gain entry?

Please note that our delivery team is not able to move furniture or other items to deliver the rentals to the proper delivery location.

In addition to the above list of information, when the event is at a hotel, high-rise building, or another special type of venue location, we also wonder about the following:

Is there a loading dock? A garage? An elevator? If yes to any of these questions, please explain where they are located, height restrictions, and then the route to take to the delivery location.

If the event is in a ballroom, what is the ballroom’s name what floor is it located on, and how far from the loading dock?

For outdoor events:

Do you have a Plan B for inclement weather and if so, is that changing your rental order? Be sure to communicate clearly when placing your order so that the event rental specialist is aware of alternate plans. For the most part, a Plan B for the event may only change delivery logistics but it will depend upon the event and its needs.

Information Checklist

Here is a quick summary of what you need to include with your event rental order:

• Event Info
• Onsite Contact Information
• Event Floorplan
• Estimated Guest Count
• Delivery Instructions

It’s important to note that while some clients may know the exact event rentals they want in advance, others aren’t sure and need an event rental specialist to assist. We are more than happy to help you with your selection! To schedule an appointment, select a time that works for you from our showroom calendar.