10 Questions to Ask Your Event Rental Company Before You Book

Booking the wrong rental company can ruin an otherwise perfect event. The right company delivers clean, undamaged items on time, sets up professionally, and is reachable if something goes wrong. Here are the ten questions that separate great rental companies from unreliable ones.

1. Is My Date Available and What Is the Deposit?

Availability is the obvious first question — but follow up immediately on deposit terms. Reputable companies typically require a 25–50% deposit to hold your date, with the balance due 1–2 weeks before the event. Understand exactly what percentage is refundable and by what deadline.

2. What Does the Delivery Fee Include — and What Doesn't It?

Some companies quote "free delivery" but exclude fuel surcharges, weekend fees, or delivery to your specific zip code. Ask for a total delivered price to your address before comparing quotes.

3. Do You Handle Setup and Teardown?

Delivery and setup are often separate line items. Confirm whether the quoted price includes:

• Unloading items from the truck
• Setting up tables and chairs in place
• Installing the tent (if applicable)
• Returning for teardown and pickup

If setup is not included, who is responsible for flipping and arranging everything? Make sure someone on your team has the capacity, or budget for the service.

4. When Will You Deliver and When Will You Pick Up?

For weddings and large events, most professional rental companies deliver the day before and pick up the day after. Confirm the delivery window — a 4-hour window ("between 8am and noon") is reasonable. A vague "sometime that day" is not.

For backyard events, confirm that the driver can access your property (gate codes, clearance heights, parking).

5. What Is Your Cancellation and Rescheduling Policy?

Ask specifically: what happens if I need to reschedule due to weather? Some companies charge a rescheduling fee; others apply your deposit to a new date. Know the terms before you sign.

6. Are Your Items Cleaned and Inspected Between Rentals?

This is a non-negotiable quality question. Tables, chairs, and linens should be cleaned after every use. Ask about their laundering process for linens and their inspection process for damage to furniture.

7. What Happens If an Item Is Damaged or Missing?

Understand the damage policy before you sign. Is there a damage waiver you can add? What is the replacement cost for a damaged chiavari chair, a torn linen, or a broken table leg? Know your exposure upfront.

8. Do You Have Liability Insurance?

Any professional rental company operating in Texas should carry general liability insurance. This protects both parties if an item causes property damage or injury. A company that cannot produce proof of insurance is a company to avoid.

9. Have You Worked at My Venue or in My Neighborhood Before?

Local experience matters. A company that has delivered to your neighborhood knows the access roads, parking logistics, and any quirks. For backyard events, they may know whether your street can accommodate a large delivery truck.

10. What Is Your Communication Process After Booking?

Will you send a confirmation email with the itemized order? Who should I contact if I need to add items or change quantities? Is there a day-of contact number?

The best rental companies are easy to reach throughout the planning process — not just when you first book.

At Occasio Event Rentals, we answer all of these questions upfront in writing. Every booking comes with an itemized confirmation, a clear delivery window, and a direct contact for your event. We serve Frisco, Plano, McKinney, Prosper, Celina, and Allen — request a free quote and we will respond within 24 hours.

Ready to plan your event?

Request a free quote from Occasio Event Rentals — we serve Frisco, Plano, McKinney, and all of DFW.