Event Rental Pricing Guide and Package Sheet

What a good one includes

• A clear three-tiered package structure that bundles popular items like tables, chairs, and tabletop decor at a slight discount to encourage higher average booking values.
• An itemized a la carte menu with clear, per-item pricing for clients who want to build their own custom look or add extra pieces to an existing package.
• A transparent breakdown of delivery, pickup, late-night retrieval, and setup fees calculated by distance or order volume to ensure your physical labor is fully compensated.
• A clearly stated minimum order requirement for peak season dates or specific delivery radiuses to protect your team's time and resources.
• A standard, non-refundable damage waiver percentage or security deposit policy that covers minor wear and tear and details replacement costs for broken inventory.
• A straightforward booking timeline detailing the deposit required to hold inventory, when the final balance is due, and the cutoff date for making changes to the order.

Common mistakes to avoid

• Forgetting to charge separately for labor, setup, and teardown, which drains your margins on heavy inventory items like farm tables or large tents.
• Presenting clients with too many individual line items instead of curated packages, causing decision fatigue and delaying the booking process.
• Failing to define what constitutes a standard delivery versus a difficult drop-off, leading to unpaid labor when your crew has to navigate stairs or long distances on-site.
• Hiding your baseline pricing completely, which frustrates modern planners and drives high-value leads to competitors with transparent pricing sheets.

Frequently asked questions