RENTAL WORKSHEET
Tab through worksheet and enter information at … or select from drop-down menus where it says Select...
EVENT INFORMATION
Name of event: / …
Location: / …
Event day(s)/date(s): / … / Event time: / … (start/end)
Setup day(s)/date(s): / … / Setup time: / … (start/end)
Strike day(s)/date(s): / … / Strike time: / … (start/end)
Setup format: / Select… / Guest count: / …
VENDOR INFORMATION
Rental vendor name: / … / Rental contact person: / …
Rental work phone: / … / Rental cell phone: / …
Rental email: / …
Insurance requirements: / … / Certificate of insurance provided : / Select…
BILLING INFORMATION – RENTAL COMPANY
Total estimate amount: / … / Tax rate/amount: / …
Purchase order number: / … / Billing terms: / …
Deposit due date: / … / Deposit amount: / …
Final total amount: / … / Final payment amount: / …
Select… / Set up vendor in BruinBuy/provide recharge info / Select… / Deposit paid
Select… / Establish purchase order / Select… / Balance paid
LOGISTICAL DETAILS
Select… / Outline initial rental needs / Select… / Obtain fire marshal diagram approval
Select… / Schedule site walkthrough / Select… / Finalize event diagram
Select… / Discuss initial setup with vendor / Select… / Confirm delivery and parking logistics
Select… / Discuss rain plan / Select… / Confirm equipment security logistics
Select… / Obtain initial event diagram / Select… / Schedule final site walkthrough
Select… / Obtain initial order / Select… / Confirm final order
RENTAL NEEDS
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(See Rental Worksheet – Notes and Suggestions on next page)

RENTAL WORKSHEET
NOTES AND SUGGESTIONS
GENERAL / ·  Reserve equipment well in advance. Rental companies have a limited supply of product to rent.
·  Carefully walk through your event and note every conceivable rental item you will need.
·  Discuss with your rental company the various rental equipment options they have – inventory changes all of the time. Consider a warehouse visit to view their inventory.
·  Know what the damage policy is of the company.
·  Make sure your rental company provides a site schematic showing the placement of all rentals within the venue.
·  Once equipment is ordered, double-check the rental order to ensure the vendor has noted all of your equipment. Confirm delivery and strike times and make sure they are noted on the order.
·  Be aware that the order total may not be the final cost. The client generally assumes any breakage or loss occurring after delivery.
·  Confirm whether the rental company will be setting up the equipment, or if it is a drop-off only.
·  Confirm with the vendor how much time they need to set up.
·  Make sure to include your rental vendor at any logistical walk through you may have before the event.
·  Discuss any rain plan with your vendor and deadlines for notification.
·  Upon delivery, inspect the equipment to make sure everything you ordered is delivered and in serviceable condition.
·  Ensure that delivered rental equipment will be safe and secured. You may need to hire security to watch equipment if it is in an exposed/unsupervised area to prevent loss/vandalism.
·  Sometimes, depending on the size and complexity of the set up, it is prudent to pay to have a stand-by crew from the rental company available for adjustments during the event.
·  Work closely with your fire marshal prior to the event, as required by the venue, to ensure any setup is approved in advance of the event.
·  Be mindful of ensuring your event is Americans with Disabilities Act (ADA)-compliant.
EQUIPMENT SPECIFICS / ·  When renting outdoor heaters, kitchen tables or trash bins, have the rental company wrap them in velon or provide a covering.
·  Verify if trash cans need to be rented for event space and/or kitchen and request trash liners if the caterer does not provide. Confirm who is responsible for trash disposal.
·  Make sure someone on site for the event knows how to light the heaters.
·  Make sure there are an adequate number of heaters in cold weather and table umbrellas in hot weather to ensure guest comfort.
·  When renting easels, always rent sandbags to steady them if they are to be placed outdoors.
·  When renting tables, press down on the tables once they are set up to make sure their locking mechanism is in place to prevent collapse.
·  If renting a riser, ask the rental company to top and skirt the platform with Astroturf or carpet. Don’t forget to order steps, if needed, and confirm if safety rails around the perimeter are required.
·  Make sure any lecterns ordered are in good condition – they are photographed during program shots.
·  Your caterer can advise you on any rentals, such as kitchen equipment and table service, they need for food service.
·  Don’t forget to rent tables and chairs for any staff or vendors who will be working your event, such as registration volunteers, audiovisual technicians, disc jockeys, etc.
·  When renting coat racks for coats, don’t forget to order hangers and coat check tickets.
·  Approximately 10 guests can sit at a 60” round table; 10 to 12 may sit at a 66” round table; 5 may sit at a 36” cocktail table.
·  Generally for receptions, provide tables/seating for 1/3 of your guests.
·  Always try to rent table linens that go to the floor – your rental contact can advise you on the appropriate size to order.
TENTS / ·  Do not use a clear tent for a daytime event. Heat is magnified under them. Clear sidewalls are okay.
·  Tent flooring is encouraged if there is any chance high pedestrian traffic could create unsafe, muddy conditions on grass.
·  When discussing tenting and outdoor setups, call the UCLA Events Office, (310) 825-8980. There are weight restrictions in certain areas and anchoring methods that need to be factored in. There are also permits necessary, especially when temporary kitchens are setup. They work closely with the fire marshal and Facilities to ensure campus guidelines are safety are met.
·  Consider wrapping tent poles or draping the ceiling in velon to hide tent hardware.
·  Water barrels, console heaters and air, and other items around the perimeter of a tent are unsightly and can be a hazard. Consider trellis, hedge, or other methods of concealing this equipment.