Whether you’re the CEO of a rental company or a client searching for rentals, it can be easy to forget the many logistics that go into a well-executed event. Sure the pretty pieces are an important design element, but what about all the behind-the-scenes work that occurs? By this we mean pulling inventory, loading the truck, installing with intention, ensuring the client’s satisfaction, and coming back to pick it all up. Without these essential tasks, the client would never see their perfectly selected decor items on the event day. 

So, if the event logistics are this weighty, shouldn’t we be talking about them? We sure think so, and that’s exactly why we’ve invited Reggie Whitfield, our Warehouse Assistant, on to the podcast today. 

According to Reggie, the key to a successful install/retrieval includes a reliable contact, a layout or map, and a rendering for onsite placement. Without these three logistics, your team might risk providing a less than ideal client experience and additional stress for your event team. Let’s break down each of these event details to ensure your team is ready to complete an exceptional setup. 

Securing a reliable day of contact 

First, let’s address why this is essential. Even if you’ve paid extra attention to gathering every event details before the day, something can and always will change on the event day. This is something you must always anticipate, and having a reliable day of contact, like the event planner, prepares your event staff for success. 

Notice how we didn’t say the bride/groom/mother of the bride when referencing a reliable contact? Yeah, that was intentional. These are less than ideal contacts on event day due to the high emotion involving a wedding day. Trust us; your bride does not want to be discussing load in difficulties on her special day. So, when we begin gathering event details, we stress the importance of receiving a day of contact that is not in the wedding. Here’s the exact wording we use with our clients – 

We don’t want to bug you on your special day so, please provide the name and cell phone number of the best person to contact the day of the event (i.e., wedding/corporate planner, day-of coordinator, venue manager, etc.). 

Attach a Venue Layout/Map

Imagine traveling to a new place without Google Maps…that would likely be pretty difficult if you’ve never been before, right? Well, the same goes for your event team when installing at a new site. For our team, we request a map of the venue and layout for the placement of our rentals. Here’s what we ask our clients – 

To ensure the items are delivered to the correct location, please provide a layout or floor plan for the event. I’ve attached your order for reference of the rental items we will be installing. 

If your client isn’t able to provide a map of the venue, ask the venue directly! Typically this can easily be found on the location’s website. We like to save each layout in our inventory software to save time on future orders.  

Create a Rental Rendering 

A rental rendering is simply a digital visual of the design or proposed design. Since creating these for our clients, we’ve seen an increase in bookings for two reasons. 

1. It helps the client visualize the design they will receive upon booking. 
2. It allows our team to install the rentals as the client envisioned. 

This might sound obvious, but how often have you had a client ask for a different piece onsite or afterward tell you that the rentals weren’t what they were expecting? By introducing rendering into our booking process, we’ve reduced the last minute changes and the number of disappointed clients. It also helps our event team deliver with excellence, expertise, and efficiency. Talk about a win-win. 

Want to create rendering for your clients? Here’s what you need to do – 

1. Cut out your inventory images using Photoshop OR Canva (*make sure you save as a png on a transparent background)
2. Upload you’re cut out images onto Google Photos OR save in a folder 
3. Create a blank presentation in Google Slides OR a new project on Photoshop 
4. Drag + layer you cut inventory onto the blank document
5. Save + send to the client 

Check out our how-to video on youtube!

For a further behind the scenes look into an event set up, listen to our latest episode, and hear from one of our team members! Reggie will also be joining our Instagram LIVE this week. Don’t miss that conversation on Friday, 8/28 at 12 pm C.S.T!

Listen to the episode on Apple or Spotify!