Options For Party Rentals & Party Supplies in Santa Rosa

Know What You're Looking For
Before you can decide if a particular Sonoma County event planner or party supply rental company is right for you, it's best to have a clear idea of exactly what you're looking for.  Not all party rental and planning companies are the same.  In fact, many specialize and prefer to handle only corporate events or charity auctions, for instance.  Some specialize almost exclusively in children's birthday parties with everything that goes along with those, from jumpers to clowns, pony rides, carnival games and party favors. Some businesses strictly source and provide party supplies for rent or purchase, and some companies both plan and supply events.  Once you know a few details about your particular function, party or event, you're prepared to start asking some questions and narrowing your search. You may want to begin by asking if a business can provide all or most of what you need, either to purchase or rent.  From there, a discussion of price and availability is a natural follow-up.  Perhaps you want to begin by asking if an event planner or party supplier has experience with your type of event. 

Use the list of questions below to help narrow your search.

How long have you been in the party supply and party rental business?
Have you ever handled an event like mine?  How many like mine per year?
How do you calculate an estimate?
What is your rental rate?
Do you work with other businesses for aspects that you don't handle in-house?
How many people will work on an event like mine (caterers, decorators, wait staff, bartenders, DJ's, set-up crews.)?
Will you consult in person at my home/office/business/venue?
Do you have any contacts with distributors or manufacturers?
Can you provide some references from past clients?

It's very important that you work with a party supply and rental company that you feel you can trust and makes you feel comfortable. Consider your first impression, beginning with the first phone call.  Was your initial impression that you were dealing with competent professionals?  Did you feel understood and accommodated?  Would you trust these folks to work around your friends/family/colleagues?     Are you comfortable with his or her judgment regarding your style preferences?  Probably one or two names will rise to the top of your list after you have considered these things.

First Impression
Good event planners and party rental and supply companies will listen carefully to what you're saying and understand what it is you are looking for. Be wary of planners and supply companies who seem eager to push certain ideas or are resistant to your ideas for your event.  If you are unhappy with your options, try another business. You are not obligated to hire the first Sonoma County event planner or party supplier you talk to.

When you've selected what seems to be the most suitable event planner or party rental company for your special event, make sure you understand the terms of your contract. Check for any consumer complaints from the Better Business Bureau, and check to see if there are complaints lodged with industry watchdog groups.

Once you have contracted to rent or purchase party supplies or have signed an agreement with a party planner, keep in contact with them. Throughout the planning and arranging of your event, you will surely have questions.  Write them down, and try to consolidate your questioning.  That is, instead of calling every time you have a question, call once a week, with all your questions ready.  Don't hesitate to ask if you have concerns about the products or services that you have contracted for.

Dealing with Party Supply Stores & Party Rentals in Santa Rosa

Have a plan.
When you find yourself in the market for a professional planner or a party rental or supply company, it's a good idea to know what you'll need.  First determine how much assistance you want or need.  Can you really handle all the arrangements yourself, or might it be better to get an assist, or even to put the entire project in professional hands?

If you have decided to plan and arrange your event yourself, martial your resources and determine what supplies you'll need to purchase outright, and which you'll want to rent. 

Experienced planners try to anticipate every type of guest or attendee at a given event, so take a few moments to consider their individual characteristics.  Guests, hosts, and any honorees very often appreciate thoughtful touches like activities for young children, vegetarian menu options, and reasonable accommodations for limited-mobility guests.  Quality Sonoma County party rental and supply businesses should be able to help you come up with some options for every function or event, including inflatable toys, wheelchair ramps and lighting solutions.

Perhaps you are looking for the best assistant, consultant, or planner to orchestrate your shindig.  Think about the crowd that your planner will be planning for and try to communicate this to your professional event planner.  This may narrow your search for a planner immediately, as some specialize in particular types of functions, like corporate meetings or weddings. Describe the general "feel" you are hoping to achieve, i.e., formal or informal, fun or serious, rigid agenda or open-ended, professional or family-oriented, chic or down-home, etc.  Know what kind of event you envision, and keep this in mind whenever you are working with your planner.

Write it Down.
Think through your plans, and write down your ideas.  Read over your contracts carefully.  Try to read each document, release form and agreement as if you were in a worst-case-scenario situation.  Understand what recourse you have if, for instance, the chairs you ordered are not the ones delivered on the day of the event.  Also understand exactly what your planner will do and not do.  Perhaps they will source a caterer, but understand who is liable if they, or any other subcontractor, fails to perform.  Get everything memorialized in a clear writing, for everyone's peace of mind.

Get Several Separate Estimates From Party Planners or Party Rental Companies
If possible, try to get a few estimates or quotes about the options and relative expenses associated with your event. Try to give each potential person or company the same information so that your comparison is easier.

Choose Experienced Professionals.
If you want to know how a planner's events have worked out in the past, ask around.  An experienced planner or coordinator should have exemplars of their work, generally in the form of photos and client-generated testimonials.  A party supply or rental company ought to have samples of all kinds of materials for your consideration in addition to positive reviews and photos.

Know Your Rights.
Although most events go swimmingly, there are resources available if you feel you need to lodge a complaint or report about your party rental company, or event planner. Reference the California Department of Consumer Affairs. (See our article, "Key Consumer Resources for Party Supply Rentals in Sonoma County" to learn more.