So, you've booked your event rentals – fantastic! Now comes the exciting part: setting everything up. Whether you're a seasoned DIYer or tackling this for the first time, these tips and tricks from Chairs4Events will ensure a smooth and stress-free installation, leaving you free to focus on the more important things (like enjoying your event!).
Before the Big Day:
Confirm Your Order: Double-check your rental agreement to ensure you have everything you need. Quantities, styles, and any add-ons should all be accounted for. Contact us immediately if you see anything that is incorrect.
Inspect Upon Arrival: When your rentals arrive, take a moment to inspect everything. Check for any damage or missing pieces. Document any issues with photos and notify Chairs4Events right away. This protects both you and us.
Create a Layout Plan: Don't just wing it! Sketch out a floor plan of your event space, noting where each item will go. This will save you time and prevent last-minute scrambling. Consider traffic flow, stage placement, seating arrangements, and any other key elements.
Gather Your Tools: Depending on your rentals, you might need some basic tools. Think measuring tape, zip ties, tape etc. Having these on hand will prevent frustrating delays.
Communicate with Chairs4Events: We're here to help! If you have any questions about setup, don't hesitate to reach out. We can offer guidance and clarify any instructions.
Installation Tips by Rental Type:
Tables and Chairs:
Start with the largest items: Position your tables first, then arrange the chairs around them.
Use a measuring tape: Ensure consistent spacing between tables and chairs for a professional look.
Protect your floors: If you're setting up on a delicate surface, use protective mats or cloths under table and chair legs. (Yes, we do also rent chair/table pads!)
Tabletop Items (China, Glassware, Flatware):
Placement is Key: Refer to your table layout plan. Ensure each place setting has the correct combination of china, glassware, and flatware. Consider the menu and the order in which items will be used.
Handling with Care: Handle china and glassware carefully to avoid breakage. Use trays or carts to transport items to the tables.
Glassware Placement: Typically, water glasses are placed above and to the right of the dinner plate, with other glassware (wine glasses, etc.) arranged accordingly.
Flatware Placement: Fork to the left of the plate, knife to the right (blade facing the plate), and spoon to the right of the knife. Dessert flatware is often placed above the plate.
Linens:
Iron or steam (carefully!): Remove any wrinkles for a crisp and polished look.
Use tablecloth clips: These handy tools will keep your tablecloths in place, even in windy conditions. (We rent these too! Request Clear Linen clips with your Sales Rep.!)
Fold napkins neatly: Presentation matters! Take the time to fold your napkins in a stylish way.
Lighting and Audio:
Test everything in advance: Make sure all your lights and audio equipment are working properly before your event starts.
Use extension cords and power strips: Ensure you have enough power outlets and extension cords to reach all your equipment.
Tuck away cords: Secure any loose cords to prevent tripping hazards.
Pro Tips for a Smooth Setup:
Start early: Give yourself plenty of time to set up. Rushing will only lead to stress and mistakes.
Work as a team: Delegate tasks and work together to make the process more efficient.
Take breaks: Don't try to do everything at once. Take breaks to avoid burnout.
Have a backup plan: Be prepared for unexpected issues, such as weather changes. Have a backup plan in place to address these challenges.
Keep the Space Clean: Rent Trash Cans & Recycling Bins and clearly label trash and recycling bins throughout the event space. Place them in strategic locations, such as near food and beverage areas, seating areas, and exits.
Don't be afraid to ask for help: If you're struggling with anything, don't hesitate to contact Chairs4Events. We're here to support you. (For assistance during events, please call our Event Emergency Line at (650) 642-5314)
Pro Tips for a Smooth Breakdown:
Start with a Plan: Just like with setup, having a breakdown plan is key. Decide what needs to be packed first and assign tasks if you have a team helping you.
Gather Packing Materials: Gather all necessary packing materials, including boxes, crates, and bags. (Pro tip: use the plastic garment bag that we provide with linens and put inside the milk crates to prevent items from falling out!)
Clear the Area: Before you start packing, clear the event space of any debris or trash. This will make the breakdown process easier and prevent damage to your rentals.
Organize and Pack: Organize items as you pack them. Keep similar items together and pack them securely to prevent shifting during transport.
Count and Inventory: As you pack, count and inventory your rentals. This will ensure that everything is returned and prevent any missing items.
Designated Loading Area: Designate a clear loading area for your packed rentals. This will make it easier to load them onto your vehicle or the rental company's truck.
Don't Rush: Take your time during the breakdown. Rushing can lead to damage or missing items.
By following these tips and planning ahead, you can ensure a smooth and successful setup and breakdown for your event rentals. And remember, Chairs4Events is just a phone call away if you need any assistance! We want your event to be perfect.
Comments