Roundtable: Rentals and Props

David Stark is co-founder and creative director of Avi Adler, a full-service event planning, design, and production company. "Rentals are very expensive, so you have to think about what pieces will have a big impact, like larger pieces of furniture or more oddball items. You want to choose pieces with character, almost like actors in a play. But don't pick things that are extremely fragile or precarious, or you will end up paying for it when it gets broken or spilled on. If you look hard enough, you
can usually find something that creates a similar effect but can handle the traffic of an event. People at events don't care for furniture as if it's in their own house, so look for well-made, heavy-duty items."

Linda Lieberman, vice president of TriServe Party Rentals, focuses on tabletop rentals. "Know when deliveries and pick-ups can be made at your event space. Sometimes a space will only allow rentals to be delivered right before an event and insist they be picked up right after. If this is not during normal business hours, then rental companies will charge extra, usually $250 and up. However, it is worth the overtime fee to avoid being charged for losses. Linens, votives, charger plates, and other rentals often get lost if left over the weekend, especially at hotels where many events are occurring. While overtime can cost $250, losses add up to thousands of dollars. Another way to save money is to have servers plate desserts on the charger plates. Great-looking chargers can really make an impact on a table, and serving dessert on it gets double use of these expensive plates—they usually cost about $10 each."

Karen Bussen, whose event design and planning company shares her name, is the author of Simple Stunning Weddings and Simple Stunning Wedding Organizer (Stewart Tabori & Chang, 2004). "Many times it's easier to meet with clients in a rental showroom. I don't have to tote samples around, and I can actually put items together on a table to show how they work three-dimensionally. I try to get there a bit early and pull some looks together, so we can start with options. Some planners can be a bit overwhelmed if you just turn them loose with all the possibilities. Often I'll take a digital photo of what we've decided upon as we're making other decisions along the way."

Dyann Klein, owner of Props for Today, has a prop house with 100,000 square feet of space in Midtown Manhattan. "Identify a budget so the rental company can work within it. Factor the shipping cost of rentals as a separate cost so we know what the 'real' budget for rentals is. Because inventory is always growing, stop in regularly to see what's new and keep up on the marketplace. If you have a tight budget, spend your rental budget on an entranceway, like with fabulous pedestals and lighting."

Jill Simon owns Greenroom, a boutique rental company that specializes in upholstered furniture. "You must know the event space and have a good floor plan for each element before you can get started. Start talking to rental companies about four weeks in advance of your event. Budget extra time if you know there is something specific you want to reserve or if you're doing anything custom."

Stephen Kennard is president of Canard Inc., a catering and event planning company. "A good, solid relationship with a rental company is important for successful event planning. Creating that relationship takes time, paying your bills, and developing relationships with their account executives and salespeople. If you have a relationship that goes beyond dollars and cents, you can get any emergencies taken care of right away, and you have input into what they choose to have in their product line. So if the rental company doesn't have something you want, you can convince them to get it just for you."

—Ellen Sturm Niz

Posted 05.31.05

This story originally appeared in the April/May 2005 issue of the BiZBash Event Style Reporter.