Planning a corporate event in the summer sounds exciting — until you’re three weeks out and realizing you forgot to book tables, have no plan for the heat, and your venue just told you the outdoor space isn’t covered. Sound familiar? Whether you’re organizing a company picnic, a client appreciation party, a team-building day, or an end-of-quarter celebration, getting the rentals right is what separates a smooth event from a stressful one.
This checklist is designed to walk you through every category you need to think about — with practical tips and some great rental options from Martinez Party Rentals to make it all come together.
Start here: the Tent
Everything else gets planned around your shelter situation. In the summer, this isn’t optional — it’s the foundation. Direct sun and unexpected rain are both real threats to an outdoor corporate event, and a tent solves both problems at once.
A few things to confirm when booking your tent:
- How many guests are you expecting? Allow for some buffer — cramped is never a good look at a corporate event.
- Is your surface grass, asphalt, or concrete?
- Do you need sidewalls? Great for wind, afternoon glare, or a more polished enclosed look.
Tables and chairs: more important than you think!
Tables and chairs sound like an afterthought until half your guests are wandering around holding plates with nowhere to sit. For corporate events, the setup also sends a message — mismatched folding chairs and wobbly banquet tables don’t exactly say “we planned this.”
Martinez Party Rentals offers 6-foot and 8-foot tables along with white folding chairs that keep things looking clean and professional. If you want to elevate the aesthetic for a client-facing event or an awards dinner, they also carry decorative chair options that give the space a more polished, upscale feel.
Checklist for this category:
- Round tables for networking-style events; rectangular for dinner-style or presentations
- One chair per confirmed guest, plus 10% extra
- A separate high-top or cocktail table setup for a reception area or bar station
- Table assignments or open seating? Plan your layout before delivery day
Linens: the easiest upgrade you can make.
If you want one single change that makes a corporate event look twice as expensive as it was, it’s linen tablecloths. Bare tables look unfinished. Linens instantly signal that someone put thought into this.
Martinez Party Rentals carries linen rentals to complement their table inventory, so you can coordinate everything in one booking rather than chasing down a separate vendor. Pick colors that match your company branding for an extra cohesive touch — it’s a small detail that doesn’t go unnoticed by clients or leadership.
Heating and cooling: don’t let summer work against you.
This is the category most corporate planners underestimate. A tent helps with rain and direct sun, but a crowded outdoor event on a July afternoon can get uncomfortable fast. A few fans or a portable cooling unit can make the difference between guests lingering and guests quietly escaping to their cars.
Martinez Party Rentals offers heating and cooling rentals specifically for outdoor events. Even in summer, evening temperatures can drop — especially if your event runs past sundown — so having the option available is worth factoring into your budget early.
Pro tip: place cooling near the food and bar stations where people tend to cluster. Those spots get warm fast.
The setup that impresses clients: décor and backdrops.
Corporate events don’t have to be boring. If there’s a photo moment — an awards presentation, a team photo, a milestone announcement — a professional backdrop makes it look intentional rather than improvised.
Martinez Party Rentals carries decorative backdrops and décor options that can be tailored to the vibe of your event. Pair that with their balloon arrangements for a branded entrance or a celebration station, and you’ve got an event that feels curated from the moment guests walk in.
If your company wants to go all-in on a signature moment, The Marquee Company — Martinez Party Rentals’ dedicated marquee letter rental brand — can spell out your company name, a slogan, or a milestone number in glowing letters. It’s the kind of detail that ends up in every LinkedIn post from the event.
The full rental checklist at a glance
Here’s everything to work through as you plan:
Shelter
- Tent size confirmed based on guest count
- Surface type communicated
- Sidewalls ordered if needed
Seating and tables
- Table count and style confirmed (round vs. rectangular)
- Chair count with buffer
- Cocktail or high-top tables for reception areas
Linens and décor
- Linen tablecloths in brand colors or event palette
- Backdrop for photo moments or presentations
- Balloon arrangements for entrance or celebration areas
- Marquee letters for signage or statement moments
Climate control
- Fans or cooling units for daytime events
- Heaters on standby for evening events
Logistics
- Delivery and setup time confirmed
- Breakdown and pickup window scheduled
- Point of contact on-site for rental team
Martinez is here to help!
The underrated move for corporate event planning is consolidating your vendors wherever possible. The fewer phone calls you’re making week-of, the better. Martinez Party Rentals covers tents, tables, chairs, linens, décor, backdrops, inflatables, heating and cooling, and marquee letters — which means you can handle most of your rental needs in a single conversation.
Their team has experience with corporate events specifically, and the reviews speak for themselves: professional, on-time, and setup done right. For South Jersey companies planning outdoor summer events, they’re worth starting with.