How much are your time and sanity worth? The lucky few who have plenty of both may find that managing event rentals for your wedding, private party, or business event justify the potential, yet minor, cost savings. If your time is money and peace of mind is invaluable, Vibrant Table recommends letting a professional handle this essential but time-consuming aspect of your event – whether that be your wedding coordinator, event planner, or caterer. You WILL thank us!
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Lower Work Load
What goes into planning and producing an event? There’s likely any combination of food, bar, lighting, linens, chairs, tables, pipe and drape, specialty lounge furniture, tableware, additional catering equipment, floral, other decor, entertainment, photography and videography. Manage your own vendors – equipment rentals or otherwise — and you’re responsible for…
- researching what you’ll need from each vendor and how much of each item
- comparing costs across vendors
- communicating the inevitable multiple revisions to your order
- confirming and reconfirming orders
- keeping track of deadlines
- coordinating load-in and load-out with the venue for each vendor
- checking that everyone has delivered what’s expected
- ensuring that everything gets returned to its proper home
When your planner or catering rep manages your rentals, you call one person. We’re then responsible for reconfiguring your order and communicating changes to applicable parties. Aaahh… a sigh of relief.
As a beginning planner, you may not know what questions to ask. On the other hand, your coordinator knows what information vendors need to perform before the conversation begins – streamlining communication for all parties.
Going with the pros means you reap the benefit of years of experience, failures as well as successes. We’ve already maneuvered the industry landscape so you don’t have to.
Going for a specific look? A professional planner knows the inventory and specialties offered by local and possibly even national vendors. We’re on top of new trends and products, and can help you navigate the endless possibilities.
The pros know which vendors they can rely on to be professional and follow through. We know who always shows up on time, delivers quality materials, and offers fair pricing.
Your professional coordinator has access in a way that you, as a private individual, do not. We can call for last minute changes on a weekend. We can request free samples and sometimes vendors might even throw in a few extras for good will.
You may not mind the endless communication that’s going to be involved in the months and weeks leading up to your event. But what about the days before and day of? Do you have time to inspect 100 linens and count 300 plates, forks, etc.? Do you really want to be looking for the last 10 forks when everyone else has gone home?
Yes, your coordinator will charge a service fee for managing rentals and vendors. Most will package it into their contract with you. However, they also can save you money. They can negotiate deals with vendors. Should you manage your rentals, you will probably make beginner mistakes. Perhaps you underestimated glassware for the bar or overlooked something as simple as extension cords. These mistakes can cost you in the long run as vendors scramble last minute to fill in the gaps.
Seamless Event Experience
Is your guests’ event experience important? Errors compromise service. Even the pros occasionally make mistakes, but they know how to respond to each emergency and can even call in favors. They’re working behind the scenes to find a solution, so your guests probably won’t even notice that something is awry. As a beginner, the likelihood of making a mistake that impacts your guests’ experience significantly increases
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What do you think?
We rest our case. What do you think? Is it worth it to hire a professional to manage your event rentals? Have you chosen to manage your rentals in the past? Tell us about your experience. We love to hear from you!
We are indebted to the photographers who allow us show their work. The Victorian table top was shot at an Oregon Bride inspiration shoot and can be found in their Fall 2010 issue. The white and salmon room was contributed by Evrim Icoz Photography.
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