When sourcing items for your event (tables, linens, dishware, etc.) you have two options: purchase the items yourself, or rent them. But how do you decide when it is best to rent and when it is worth it to buy? The following is a list of scenarios in which renting could save you time, money, and effort, as well as a few scenarios in which purchasing may be the better choice.

Rent if . . .

You are hosting a one-time event

If you are hosting a one-time event, such as a wedding, a retirement party, or a baby shower, there is no need to spend lots of money on items that you will likely never use again. One-time events are the perfect opportunity for a one-time rental. Simply rent what you need for the event, return it when you’re done, and move on to your other responsibilities without having to worry about maintenance or storage. 

You want luxury items on a limited budget

The purchase of luxury items can run you a pretty penny, quickly eating up a limited budget. Choosing to rent these items instead allows you to use these luxury items for your event at a fraction of the purchase cost, freeing up much of your budget to allocate toward other expenses.

You want design flexibility

If you purchase all the design elements for your event with plans to reuse those items for future events, you put a limit on your creativity. This is fine if you don’t mind all your events sharing similar designs and themes, but if you want a wider range of design flexibility, choosing to rent those design elements provides just that. Rental companies are able to keep a large stock of linens, dishware, and decor for you to choose from, so all your events look unique.

You want to keep up with trends

Trends come and go year after year. If you want to keep up with the most recent event trends but don’t want to worry about needing to buy new items as the trends change, renting is a good option for you. Rental companies make it a point to keep up with event trends so you don’t have to, rotating stock in and out so you always have access to the latest hot items. 

You don’t have adequate storage or transport

Tables, chairs, and tents are common items needed for almost every event, but not many people have large enough vehicles to transport these items from place to place or the space to store them between events. Choosing to rent these larger items eliminates the need for both of these as rental companies store items at their own expense and often offer delivery, pickup, and even setup of these large items. 

You don’t have the time or equipment for maintenance

After an event is over, washing hundreds of dishes and laundering large quantities of linens can take a lot of time and effort if you don’t have access to specialized maintenance equipment. When you choose to rent, you transfer all that maintenance responsibility to the rental company. Rental companies have industrial dishwashers, washing machines, and linen pressers to quickly and efficiently clean, sanitize, and prep rental items for the next customer, saving you both time and effort. 

Buy if . . .

You host frequently recurring events with similar designs

As mentioned above, buying items for your event can be beneficial if you intend to host several recurring events with very similar designs. For instance, if your company frequently hosts training events with similar equipment and design needs, it may be worth investing in the needed tables, chairs, and linens in the company colors. If you do choose to buy, it is important to put the cost of purchase up against the frequency of use to make sure you are getting a good return on your investment. Also, keep in mind that once you purchase these items, you are responsible for all the storage and maintenance that a rental company would otherwise cover for you.

You want very specific items

Another reason you may choose to buy instead of rent is if you have very specific needs or wants that a rental company cannot provide. For instance, if you have your heart set on a specific brand of item or if you need a niche decor item that a rental company is less likely to have in stock, then you may need to purchase those items yourself.

You want personalization

Rental items are intended to be rented, returned, and re-rented by design, so you are not likely to find rental items that accommodate personalization like custom embroidery or prints (though depending on the item, some companies may offer removable vinyl decals or other temporary solutions). If you are needing custom, personalized items for your event, you are going to have to purchase them.