5 Questions to Ask Before You Book an Event Rental

We're obviously biased — we're a rental company. But after five-plus years in this industry, I've seen what goes wrong when customers don't ask the right questions upfront. Here are the five things worth asking any rental company before you commit.

1. Is Setup Included — or Is That Extra?

This is the most common hidden cost in the event rental industry. Some companies charge separately for delivery, separately for setup, and separately for breakdown. By the time you add it all up, the price is double what the website said.

Ask explicitly: "Does your delivery fee include setup and breakdown, or are those charged separately?" The answer should be simple and clear. If they start listing conditions, that's a yellow flag.

For us, delivery is one distance-based fee, shown at checkout. Tent and dance floor setup & breakdown are always included; table and chair setup is an optional add-on at checkout. No surprises at delivery.

2. Are You Licensed and Insured?

This matters more than most people realize. If something goes wrong at your event — an injury, equipment damage, property damage — you want a rental company that has liability insurance. If they don't and something happens on your property, you may be looking at a personal liability situation.

Ask for proof of insurance. Any legitimate operation can produce a certificate of insurance on request. If they hesitate or say "we're working on it," keep looking.

This is especially important for tents, where improper anchoring can cause real damage when a Florida afternoon storm rolls through.

3. What's Your Cancellation Policy?

Florida weather is unpredictable. Plans change. You need to know what happens if you need to cancel or reschedule.

Common policies range from full refund minus a deposit to 100% forfeiture within 48 hours. Neither extreme is unreasonable — but you should know what you're agreeing to before you sign.

Also ask: "What happens if it rains?" Some companies will work with you on a reschedule for weather; others won't. If you're planning a summer outdoor event in Florida, this conversation is worth having upfront.

4. How Long Have You Been in Business, and Can I See Reviews?

Experience matters in this industry. Setup crews that have done it a hundred times are faster, more careful, and better at problem-solving on the fly than ones that are new to it.

Google reviews are your best signal. Look for consistent ratings across a significant number of reviews — not just a few five-stars from friends. Read the negative reviews too (there will be some for any established business), and see how the company responded.

Be skeptical of companies with only five-star reviews and no negative ones. Real businesses accumulate mixed feedback over time. The question is how they handle it.

5. What Happens If Something Goes Wrong on the Day?

Equipment malfunctions happen. Blowers fail. A tent stake needs to be reset. A piece of equipment shows up damaged. What's the contingency?

Ask: "If there's a problem with the equipment on the day of my event, who do I call and what can I expect?" A good answer includes a direct contact number (not just a web form) and a commitment to respond quickly.

For us, customers get a direct number they can call or text. If something isn't right, we want to know immediately so we can fix it before guests arrive. That's the standard any rental company should hold themselves to.

These five questions aren't meant to be adversarial — most rental companies are run by people who genuinely want your event to go well. But asking them helps you quickly separate the ones who know what they're doing from the ones who don't.