Event planning can be thrilling—until you realize you’ve booked 100 chairs… and invited 150 people. 😬 Whether you’re throwing a wedding, a corporate mixer, or a backyard baby shower, renting the right items is key to pulling it all off smoothly.

But even seasoned planners can fall into a few traps. To help you avoid common headaches, here are the Top 5 Event Rental Mistakes to Avoid (and how to fix them before they ruin your vibe).

1. Waiting Until the Last Minute to Book

Why it’s a problem: Party rentals—especially tents, tables, and specialty items—book up fast, especially during peak seasons (spring/summer and holidays). Waiting too long can leave you scrambling or settling for items that don’t match your vision.

Fix it: As soon as you lock in your event date, book your rentals. Even if you don’t have the final guest count yet, reserve the basics and adjust later. Rental companies like Martinez Party Rentals often let you tweak your order closer to the event.

2. Not Taking Accurate Guest Counts

Why it’s a problem: Underestimating guests = not enough seating. Overestimating = wasted money. It can also affect food service, space layout, and overall flow.

Fix it: Do your best to get an accurate headcount early. Build in a 5–10% buffer just in case Aunt Linda brings her “plus three” without warning. And let your rental provider know when your final number is locked so they can adjust accordingly.

3. Forgetting About Logistics (Delivery, Setup, Access)

Why it’s a problem: The best-planned event can turn chaotic if the rental truck can’t fit in the venue driveway, or no one’s around to tell them where to put the tables.

Fix it: Confirm the delivery time, setup window, and layout with your rental company and venue. If you’re hosting at home, make sure there’s clear access and someone on-site during delivery. Pro tip: Martinez Party Rentals offers delivery and setup services to take this completely off your hands.

4. Not Having a Backup Plan for Weather

Why it’s a problem: Outdoor events are gorgeous—until it rains sideways or the sun turns your guests into rotisserie chickens. Weather is unpredictable, and without a plan B, things can go south quickly.

Fix it: Rent a tent (even if you hope you won’t need it). Consider fans, heaters, or sidewalls depending on the season. A little “just in case” planning now = a lot less panic later.

5. Trying to DIY Too Much

Why it’s a problem: Setting up 10 tables, 100 chairs, lights, linens, and décor yourself sounds noble… until it’s 10AM on event day and you’re sweating through your outfit before guests arrive.

Fix it: Delegate. Hire help. Let the pros do what they’re great at. Most rental companies, including Martinez Party Rentals, offer full-service setup and takedown. Your time (and sanity) is worth it.

Bonus Mistake: Not Asking Questions

Don’t assume you know what you’re getting. Always ask:

• What’s included in the rental?
• Is there a damage waiver or cancellation policy?
• How long is the rental for?
• Can I make changes after booking?

Good rental partners are happy to clarify. Communication is everything.

Wrap-Up: Plan Smart, Party Hard

Rentals can elevate your event—but they can also be a source of major stress if handled poorly. Avoiding these five common mistakes will save you time, money, and a whole lot of headache. Work with a trusted partner like Martinez Party Rentals, and you’ll be well on your way to hosting an event that’s as seamless as it is unforgettable.

Need help planning your next event? Contact Martinez Party Rentals today—we’ll help you get it right the first time.