Whether you need everything or just a few items, a trusted rental company can provide the equipment necessary to make the event possible—and successful
By Delores Crum, president and CIO, Premiere Events, Austin, Texas; Party and Event, Shared Interest Group Chair, American Rental Association
Every off-premise location is different, and each will have its own difficulties and opportunities. While an off-premise event may lead to some of the most challenging situations event professionals may find themselves in, it can also provide benefits, such as fewer restrictions regarding arrival and set-up times, as well as more opportunities to be creative.
Create something from nothing
Some off-premise locations have absolutely nothing on site—no kitchen, no running water, no electricity and no shelter! But even in these situations, it is possible to create a kitchen, venue and facilities from scratch.
Everything can be rented, and your event rental partner can bring in virtually anything that would be found at an on-premise event—even the electricity. The many items that can be rented for an off-premise event include ovens, grills, griddles, fryers, stoves, steam tables, chill tables, refrigerators, freezers, heating cabinets, heat lamps, chafing dishes, speed racks, pots, pans, carving boards, insulated food transport carriers and more.
Whether you need everything or just a few items to make the location work well, a trusted rental company can provide all the necessary equipment to make the menu, service and overall event possible—and successful.
Prep and serve anywhere
While a kitchen can be created anywhere with virtually everything you would need, it most likely won’t have the same level of amenities, which is important when planning a menu of perishable servings. Keeping food safe is often a bigger challenge at these locations and is an important consideration when planning a menu.
There are also other considerations at the location. There may be hills, rocks, landscaping, trees and more that interfere with operations. For some off-premise events, it’s best to physically go to the location and plan a layout so there are no surprises that day. Look below and above, especially if a tent will be used. Any big, wide-open space is an easy place to set up for the day.
Off-premise events can have their perks—for example, fewer restrictions on load-in, load-out and other venue requirements translate into more time for preparation and run-throughs at the event. This is especially important at remote locations that may be hours from home base. The sooner you can setup on site, the more time you have to handle any complications that may arise.
If the event hosts own the event property, depending on their needs and local laws, you may have carte blanche on event timetables. This affects everything from setup and teardown times to needing fewer permits.
Take advantage of additional time and fewer restrictions to ensure everything goes off without a hitch.
Plan for anything and everything
Some things are simply out of your control. This is where a plan and backup options shine.
Be prepared with equipment and solutions to handle whatever can be foreseen. Prepare the team to take on challenges when they arise.
Weather will always be a wild card. It’s best to hope for clear skies but plan for heat, cold, rain or even severe weather. The importance of a rain or inclement weather backup plan cannot be stressed enough. It only rains on the unprepared—but not on those with a rental tent.
Partner with the right people
Having a partner in the planning and execution of an event can be invaluable. Some catering professionals have the equipment, staff and resources to make it all happen independently. For those that aren’t fully equipped, partnering with a trustworthy, professional event rental company can increase capabilities and decrease stress. Rental offerings vary by rental store, but with the right partner, virtually anything is possible.
Rental professionals’ level of involvement varies based on needs. They can consult and plan, or they can simply meet the delivery and equipment needs. They can provide all equipment and items for the event, or just a portion. It is really a sliding scale of service that can meet the needs of those involved.
In today’s environment, that may be more important than ever. Currently in the event industry, insufficient staff is a big problem, making all events more difficult. Combining resources can be an excellent solution. Finding the right partner is incredibly important to the event’s success. Reliable equipment, on-time delivery and professional service are essential. Partner with a reliable provider and trust that if there is an issue, they will be prepared to solve it. The American Rental Association’s website, RentalHQ.com, can help you find a professional event rental store near you.
Make it flawless
Clients will always want what they want, but by being prepared and arriving early, an event is possible nearly anywhere. On- and off-premise events are more alike than they are different. With both, there are no do-overs. By planning for the unexpected, you can expect to be successful and walk away with a pleased client at the end of the day.
The American Rental Association (www.ARArental.org), based in Moline, Ill., is an international trade association for owners of equipment and event rental businesses, and the manufacturers and suppliers of construction/industrial, general tool and party/event rental equipment. ARA members, which include more than 11,000 rental businesses and more than 1,000 manufacturers and suppliers, are located in every U.S. state, every Canadian province and more than 40 countries worldwide. Founded in 1955, ARA is the source for information, advocacy, education, networking and marketplace opportunities for the equipment and event rental industry throughout the world.
ABOUT THE AUTHOR
Delores Crum is a Certified Event Rental Professional (CERP), giving her unique insight into what makes an event successful. Not only does she have extensive experience as president and Chief Inspirational Officer at Premiere Events in Austin, Texas, she and the company have a long history of hosting events to celebrate milestones. Crum has received numerous awards for her outstanding contributions to the rental industry.