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Best advice for event organisers when you need to hire event equipment

May 10, 2022

Best advice for event organisers when you need to hire event equipment

Event equipment hire in the UK has never been more accessible, straightforward and affordable.  As it does in any other walk of life, the internet provides us with a wealth of information and choice, and event equipment rental is certainly no different.

There are hundreds of thousands of events taking place across the country throughout the year, from prestigious events such as the Euro football championships, through to medium-sized events such as large company meetings, conferences and exhibitions, and through to small-scale family celebrations such as birthday parties and anniversaries, for instance.

As a result of the temporary nature of these events, temporary event equipment hire is always popular, and now that we're seeing the return of live events following the pandemic, now more so than ever!

Event equipment hire can take on many forms.  It might be grandstand tiered seating for The Open Golf championships, or it might be AV and lighting for a wedding.  Or, in the case of Event Hire UK, it is more furniture hire, catering equipment hire, tableware and other equipment to help produce events and occasions.

Whatever equipment hire for events you need, you can find below our advice for when the time comes.  Hopefully this will help you along the way and also save you some time, money and effort at the same time.

Define & share your vision

You will already have defined your vision in terms of the event that you are planning, and will no doubt have it clear in your own head, and will have shared it with your team, so you are all 'on the same page'.  However, it's always a good idea to share with suppliers so that they can also buy into the vision.  You never know, they might have some suggestions for a better style of furniture that might suit better than the ones you have chosen.  There is nothing to stop you sharing a mood board or similar, which will surely help bring your event design to life for all the parties involved.

Order early

It's difficult to emphasize enough the importance of giving yourself enough time to do your research, and get your order in early.  Many companies within the event industry work on a seasonality basis - after all, this is natural, bearing in mind that the majority of events take place in the summer months and around the Christmas and New Year periods.  The longer you leave it, the more probability there is of a problem with stock and/or transport.  When it comes to stock, it's much easier to get an order in early and then tweak things nearer the time, than it is to leave everything until the last minute!

Choose wisely

By this, we mean you should put lots of thought into how you want to furnish your areas.  Do you want tables and chairs?  Or do you want to create an informal bar area with poseur tables and stools?  Or maybe a mixture of both? Or, perhaps you need to kit out a combination of both indoor and outdoor spaces, in which case you'll be needing outside furniture hire for events.  Careful planning, done in plenty of time, will help you here!

Work with a reputable event hire company

We've already mentioned the choice in the market that is available to event planners and organisers.  So, how do you choose the best company to work with?  Well, first and foremost, check out the company testimonials online to see how other clients have experienced the service.  And, let's face it, if you put 'event equipment hire near me' into Google, the chances are that the best companies will appear at the top of the listings!

Never burn your bridges, and say thank you!

People enjoy working with people, and you are only as strong as the team around you.  That said, things don't always go according to plan, so be prepared for that.  Whether it's a supplier or contractor, a member of your team, the venue, or any other party involved, sometimes things go awry.  But, it's how we get over these issues that separates the best event planners from the rest.  

Never burn your bridges when it comes to business relationships - you never know when you need to engage with that person again, and the chances are that you'll be asking them to help you out of a hole!  And, equally important, always say thank you when contractors and others have done a good job - it goes a long way!

Hopefully this advice will help you when the time comes to organise an event.  And when the time comes, we'd hope that you'll pay a visit to the team here at Event Hire UK.  We are the UK's premier furniture hire and catering equipment hire suppliers and are here to deliver you a seamless hire experience from start to finish.

Don't hesitate to browse and place your secure order online 24/7 - you won't be disappointed!

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