Find the Best Event Hire Services

Planning an event can be exciting but also overwhelming. Whether you are organising a wedding, work gathering, birthday party, or awards dinner choosing the right event hire options is crucial to ensure everything runs smoothly. From furniture and lighting to linens, catering equipment and centrepieces, the right hire items and planning services can transform your venue and create a memorable experience for your guests.

In this guide, I'll share practical tips and insights to help you find the best event hire options. I'll share things to consider, popular hire items, event hire essentials and how to choose a reliable supplier. By the end, you'll be able to make informed decisions and easily bring your vision to life.

Understanding Your Event Hire Options

Before searching for local event suppliers, it is important to understand the range of event hire options available. Some suppliers provide some or all of each category, and some offer a selection from each. Party Squared is an event hire company based in Colchester, Essex UK and offers a mix of furniture, tableware, linen, lighting and decorations including fresh floral design and custom designed and printed on the day wedding and event stationery.

Common Categories of Event Hire

• Furniture: Chairs, tables, lounge furniture sets, bars, and dance floors.

• Catering Equipment: Cutlery, crockery, glassware and cooking appliances.

• Linen: Tablecloths, napkins and table runners

• Tents: Sailcloth tents, clear span, tipis and stretch tents

• Lighting and Sound: Stage lighting, ambient lights, microphones, speakers, and DJ equipment.

• Decorations: Drapes, centrepieces, floral arrangements, and themed props.

• Entertainment: Photo booths, inflatables, games, and performers.

  
  

Working Out What You Need

Start by listing the essentials based on your event type, venue, and guest count. For example, a garden wedding may require a marquee, practical yet elegant seating, and soft lighting, while a corporate event might prioritise audio-visual equipment and conference style furniture.

Budget Considerations

Set a realistic budget for hire items. Remember that quality, timely delivery and collection and reliability often come at a price. Investing in good hire items can prevent last-minute issues and enhance your guest experience.

Event furniture setup in a garden venue

How to Choose the Right Event Hire Services

Selecting the right hire items involves more than just picking items from a hire catalogue or seeing an setup on Instagram and asking for it to be recreated. Here are some practical steps to guide you in your decision-making process.

Research and Compare Suppliers

Look for suppliers with great customer reviews and a strong reputation. Compare their product range, pricing, and the services. Some companies specialise in certain event types, which can be an advantage, others offer practical and reassuring services such as timed delivery or setup. When comparing price make sure quotes are like for like, check if pricing includes VAT pricing and ask about extra fees such as a wash fee or compulsary damage waiver. Compare services carefully to ensure you are comparing fairly and accurately.

Inspect Quality and Condition

Whenever possible, visit the supplier’s showroom or request photos of the actual items. When booking very far in advance ask about how items are maintained and what the appearance of the item is expected to be 12-18 months into the future. Check for cleanliness, care and careful handling, quality, durability, and compatibility with your event theme.

Confirm Delivery and Setup Services

Ask if the supplier offers delivery, setup, and collection services. This can save you time and reduce stress on the event day. Clarify any additional fees for these services, they will usually be included as separate line items on a quatation to avoid confusion. Delivery doesn't necessarily include setup so ask if you aren't sure what is included.

Check Availability and Flexibility

Popular hire items can book out quickly, especially during peak seasons. Confirm availability well in advance and make sure you are aware about the hire terms including your responsibilities as well as cancellation or rescheduling policies.

Ask About Insurance and Liability

Ensure the supplier has appropriate insurance coverage. Most event suppliers will hold public liability insurances of up to £5 million coverage which is the higher-tier coverage requied for business in catering or events and protects claims for public injury, damage to property (venue) legal fees and compensation. You will also need to know about your liability and understand your responsibilities in case of damage or loss during the hire period as the hiree. Some clients wrongly believe their venue or caterer is liable for breakages or damage during the event, however this responsibility lies with the person named on the hire agreement.

Tips for Booking Event Hire Services

Booking event hire services requires careful planning and clear communication. Here are some actionable recommendations to help you secure the best deals and avoid common pitfalls.

1. Book Early: Secure your hire items as soon as your event date is confirmed to avoid disappointment and to allow time to properly read and digest the hire agreement.

2. Get Everything in Writing: You should be given a detailed hire agreement outlining items hired, costs, delivery times, and cancellation terms.

3. Confirm Measurements: Double-check venue dimensions to ensure furniture and equipment fit comfortably and let your supplier know of any constraints, access, parking, lift access, same night collection, event timings, or supplier instructions shared by the venue. Good suppliers will do a site visit or check measurements themselves. If they don't they may not be experienced or not plan for a smooth and professional set up.

4. Plan for Contingencies: Consider weather conditions for outdoor events and have backup options if needed. Ensure the items you have hired are suited to outdoor use and you have communicated your intentions with the hire company. You may be liable if items are ruined due to incorrect use.

5. Coordinate with Other Suppliers: Talk to your suppliers about your whole plan, share contact details so they can plan the stages of set up with each other. A smooth setup doesnt happen by accident. It happens with careful planning and proactive suppliers who communicate well with the venue team and other suppliers.

   
   

By following these tips, you can enjoy a smoother event preparation process and focus on creating a fantastic experience for your guests.

Marquee setup with tables and chairs for outdoor event

Making the Most of Your Event Hire Options

Once you have selected and booked your hire items, it is important to maximise their impact on your event.

Personalise Your Setup

Use decorations, linens, and lighting that you love to customise the setup. Unique and cohesive events are the ones where ever detail has been considered. A hire company may offer a chance to try out ideas at the showroom or warehouse or provide digital mock ups as part of the service they offer you. Take them up on this - it is invaluable. You get to see the quality of the items, see how the company works, get to know the team as well as pick items you are 100% happy with.

Coordinate Timing

Schedule delivery and setup to allow plenty of time for setting up and troubleshooting. Avoid delivery last-minute as that can cause additional stress, particularly if you don't have a planner or wedding coordinator. Most hire companies tend to deliver 1-2 days ahead of the event, unless they are responsible for the setting up. In this case, delivery and setup may be done on the morning of the event.

Communicate with Your Team

Ensure everyone involved in the event is aware of the hire arrangements. This includes venue staff, caterers, and entertainers. All of the persons working on your event need to know which items are hired, where they will be located. If hired items need to be moved, they need to know how they should be moved to avoid damage. The venue team need to know how items are to be repacked and if crates need to be stored out of sight. If your venue doesnt have storage you will need to ask the hire company to set up, then remove the packing materials and crates etc. Most will then do the repack on your behalf the next day. Experienced companies will know the venue constraints such as access times and supplier parking and so will offer you the exact service needed for your particular event.

Inspect on Arrival

You are required to check all items upon delivery for any damage or missing parts and report issues immediately to the supplier to resolve them quickly. If you aren't able to do this you need to nominate a person to do this for you. You will be asked to do the same when returning the items. Most hire companies share a returns checklist to help you to remember what items and quantities needs to be returned and there will be space for you to notify the hire company of any damage or missing items.

Plan for Efficient Breakdown

Organise a clear plan for packing up and returning hire items. This helps avoid extra charges and keeps the venue tidy. If a company turns up for collection and you havent got the items ready for collection, expect to be charged for a repack service. Hire companies plan delivery routes based on the services sold, so if you have told them your venue is packing for you and they don't, you will hold up the entire process and the company will need to charge for a contingency plan.

Where to Find Reliable Event Hire Services

It would be silly of me not to mention Party Squared's event hire services. We offer comprehensive packages tailored to our customers and clients needs and a realiable and professional team to support those planning events and celebrations. We'd love to hear about your ideas and vision so we can talk you through how we can help and support you.

Our clients find us via our Google business page, Instagram page or via recommendations from their venues or from friends or family. These are all great ways to find service providers.

Finding trustworthy suppliers is key.

Look for companies locally to your venue that:

• Have a wide selection of hire options and cross hire and other services (where a company subcontracts hire items or services on your behalf).

• Provide excellent customer service.

• Offer flexible packages tailored to your needs rather than set, inflexible packages.

• Have positive testimonials from previous clients on their website or Google business page.

Remember to prioritise quality, reliability, and service when selecting hire items. Your event will not only look fantastic but also run smoothly from start to finish and will save you time, stress and worry. Using a reputable provider can save you time and keep you reasurred, knowing your event is in the hands of an experienced team. Expect to pay a little more for this peace of mind - it will be worth it.

Photo credit: https://www.maddiewaters.co.uk and https://www.instagram.com/byjasminerose/