5 Questions to Ask Your Event Rental Partner Before You Book
Avoid the stress. Ask these questions. Book with confidence.
Planning an event means making a hundred decisions—big and small. But one of the most important? Choosing the right rental partner.
Rentals do more than fill a space. They define the mood. They set the tone. They determine whether your guests are sitting on something beautiful and comfortable—or just…sitting.
At ROAM, we know how personal and high-stakes event design can feel. So before you sign on the dotted line, here are five smart, clarifying questions to ask any rental partner (us included).
1. “Can I see your full inventory—styled, not just stocked?”
And better yet: “Can I see it in a real event setting?”
Photos matter. Seeing a piece in context helps you understand how it really looks and feels. Ask for galleries or styled shoots that show their rentals in the wild—not just a warehouse backdrop or product photo.
What to Look For:
Variety of styles (not just farmhouse everything)
Proof that pieces are event-ready (not beat up or inconsistent)
Full vignettes so you can imagine how pieces play together
2. “How do you help customize the design—if at all?”
Are you picking items from a spreadsheet, or is someone actually helping you create a cohesive vision? Some rental companies are transactional. Others (hi, that’s us) are design-led.
Ask:
Can you help me match this venue or theme?
Do you offer styling or mockup services?
Can we create custom combos or pull together looks from moodboards?
3. “What’s your delivery, setup, and breakdown process?”
This is where things can unravel fast. You want to know if your vendor will arrive on time, set up with care, and not ghost when the party’s over.
Ask about:
Load-in times and what they need from your venue
Who’s on-site during delivery
What happens if something is damaged or missing
Pro Tip: Ask how they label and organize items—especially if you're using multiple rental partners. Clear process = less chaos.
4. “How often is your inventory updated or maintained?”
Trendy is great, but quality matters more. You want furniture that doesn’t wobble, tabletops that aren’t scratched, and pieces that feel fresh and intentional.
Ask:
How do you maintain your pieces?
How often do you rotate or retire inventory?
What’s new in your collection?
At ROAM, we keep a design-forward eye on what’s next—so you’re never working with tired or outdated options.
5. “How do you handle last-minute changes or curveballs?”
Spoiler: something will shift—weather, guest count, layout. You need a partner who doesn’t panic.
Ask:
Do you keep backup stock or emergency pieces?
What’s your cutoff for making changes?
How quickly can your team respond day-of?
You’re not looking for perfection—you’re looking for flexibility, communication, and problem-solving skills. (Our superpowers, if we may.)
Final Thought:
Event rentals should make your life easier, not more complicated. The right partner thinks five steps ahead, sweats the details, and treats your event like it’s their own.
At ROAM, we don’t just drop furniture—we co-create the feel of your event. So ask the questions. We’re ready with answers that’ll help you breathe easier and design better.
Let’s make your event feel like it couldn’t have happened any other way.