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Miami Hotel Event Planners: How to Choose the Perfect Rental Partner

A local, full-service event rental company is a critical vendor relationship for hotel event planners in Miami, FL. With so many different types of events happening at hotels in Miami from weddings and social events to corporate meetings, galas and networking events too, having the best local event rental company to call for all rental needs while also being able to rely on the event rental company’s product quality, customer service, and delivery team is essential.

Miami event planning is no easy task. Tight timelines, high expectations from clients, multiple events happening in one week, and climate considerations in South Florida, the right vendor partnerships is crucial to a successful event set up, event execution, and seamless breakdown at the end of the event.

A reliable, high quality event rental company will make a hotel event planner’s job so much easier.  In this article, we cover what to look for in an event rental company partner and why, and the benefits of having the best Miami event rental partner for hotel events.

Faena | Miami wedding venue Photo by Stephanie Vegliante

What To Look For in an Event Rental Partner

When seeking event rental company partners as a hotel event planner, there are a few main factors to consider.

Experience: You’ll want to work with a local event rental company that is experienced and knowledgable.

Range of Rentals: The event rental company you rely on should offer a wide range of hotel event rentals. From a large variety of table linens in various fabrics, colors, and sizes to tabletop items such as charger plates, glassware, flatware, dinnerware, and napkins to furniture options such as table and chair rentals, bar rentals, lounge furniture, as well as options for catering equipment, the variety and availability of rental items is key.

Customization: The event rental company should have knowledge and ability for customizations. Maybe you need a special linen size or a custom bar – you will want your event rental partner to be able to handle this for you. Perhaps you want to customize a dance floor but aren’t sure where to get the dance floor wrap from – your rental partner should have the connections to help refer you in the right direction.

Reliable and Available: It’s so important to work with a rental company that offers high quality products with excellent customer service and delivery. You’ll want to feel secure in knowing that the event rental company not only has what you need at the best quality available but also communicates clearly, can be depended on to delivery accurately and on time, are logistical experts so that they are able to handle set up according and troubleshoot as needed, and picks up the items on schedule.

Benefits of Partnering with a Miami-Based Rental Company

Miami Showroom

There are many benefits to partnering with a Miami-Based Rental Company.

Local Expertise: It goes without saying that a local event rental company will have the knowledge and experience of events in Miami. The team will already be familiar with the venue spaces, delivery situations, logistical needs, and climate conditions. When you work with a local rental company in Miami, you can rest assured that set up and delivery is second nature while also knowing that any changes due to weather is something the company is used to and knows how to handle.

Strong Vendor Relationships: Establishing relationships with local event companies helps a hotel event planner in so many ways. From streamlining communication to having someone to rely on when you have planning questions, building a strong relationship with your local event rental company can also help grow your business. The rental company will likely start referring your hotel venue to other clients while also letting other vendors know about your services. Building a great vendor relationship will grow your vendor network and open up additional opportunities for business as well as provide you with other types of Miami event vendors (think entertainment, decor, flowers, candles, and more) to utilize and refer for your event needs.

Cost Savings: We say it all the time – a major benefit to partnering with a local event rental company is cost savings. When you work with one Miami event rental company, you save time and money on multiple orders and delivery fees. With one rental company, order everything you need. From table and chair rentals, tabletop items, bar rentals, furniture, and catering needs to, make it a one-stop shop! This saves you money on various delivery fees while also saving you time on speaking with multiple rental vendors, scheduling multiple deliveries, and diminishes the chance of error.

How To Vet Your Event Rental Partner

If you aren’t sure which event rental company to work with in Miami, here are a few ways to vet before deciding.

Schedule a Consultation: First things first – you will want to meet with an event rental specialist at the company. Make an appointment to go to the Miami showroom. This will help you to better understand the company, view product, and meet with an event rental specialist who can review various features and selling points of making the company your reliable event rental partner. You will also be able to judge the vibe to know if it’s a fit for you and your hotel venue. 

Evaluate Responsiveness: It’s important to work with a Miami event rental company that is responsive. Send emails and make some phone calls to see what type of reply you receive and quickly your messages are handled. This may give insight into the service you will receive as you place orders.

Check Social Media & Reviews: In today’s social media driven world, check for reviews by viewing the company’s instagram. This will show you the Miami event rental company’s work in your area, offer insight into the types of events they do, the products they rent, and the other vendors (as well as clients) the company works with regularly. From social media, you can also see reviews and feedback. When a company has a lot of interactions on posts, you will be able to read the comments and judge if this company seems like a fit for you. If you are friendly with vendors in the Miami area, it can’t hurt to ask for their feedback as well. They have likely worked with the event rental company on Miami events in the past and may be able to offer you valuable insight to help you make a decision.

Atlas Event Rental has been serving the Miami and South Florida region for over 40 years. With the highest quality event rentals and unmatched customer service, hotel event planners can rest easy when partnering with Atlas. To schedule an appointment at our Miami showroom to learn more, call or select a day/time that works for you today!

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