Question: We are looking at the possibility of expanding our product rental line to include equipment that is used in the special event market. We are considering the rental of tables, chairs and tents. What are your thoughts and suggestions?     

Answer: You are wise to look for areas to expand your business. Your local area of potential customers and customer needs and expectations are always changing and the special event marketplace continues to grow.

MARKET STUDY

Research is always the best advice regarding any new business idea. Explore and evaluate your market:

What companies in your area are currently providing special event rental equipment — tables, chairs, tents, linens, crowd control, stages, other equipment? Does there appear to be an overabundance of companies offering specific equipment? Is some equipment not readily available for rental?

What groups or organizations are active in planning and hosting events in your community? What relationships does your portable restroom company currently have with event planners that could be expanded if you began offering additional equipment?

Attend as many local special events in your area as you can. Observe firsthand the rental equipment used at the event. Are there multiple equipment vendors? Is some equipment either not present or in short supply, such as crowd-control stanchions with ropes and hooks or small awning tents near areas where attendees might be standing in line?

Look immediately beyond your current service. If you were to begin renting small tents, as an example, would there be a need at certain events where it would be financially advantageous to provide this equipment whereas providing portable restrooms would not?

Professional associations are an excellent source of information. The American Rental Association is a starting point (ararental.org). An abundance of knowledge can be gained by both state and local associations.

Here are a few logical options to build out your service menu:

Tables and Chairs

These items quite naturally go together and are necessary at many events. Tables come in a variety of offerings, but the 6-by-8-foot rectangular and 48-inch round tables are the most common. Round tables with holes in the middle for umbrellas are another option. Sometimes event sponsors will provide umbrellas, but if not, umbrellas would be another rental option.

The composition of the tables should be considered. Wooden tables are easily scratched and chipped and must be transported in a box truck to prevent exposure to water. Plastic tables are more durable and can be transported in a flatbed truck or trailer once properly secured.

Chairs are available in a vast array of options. Chairs have numerous functions from folding chairs for use with large crowds to specialty chairs that are more formal which do not fold for use at weddings and other formal events. Stools are options at certain events and pair with high-top cocktail tables.

As with tables, wood versus plastic construction should be considered. Aluminum powder-coated chairs are another option that minimizes scrapes and damage with repeated use.

Tents

The variety and style of tents is enormous. From the small standard 10-by-10-foot tents to those large enough to hold a circus, it is easy to understand how and why some tent companies are regional or national in scope.

Our recommendation is to start small and then to expand from there if desired. The standard 10-foot square tents are the most popular and the most needed at events. Training on installing these tents is very basic and can be easily taught to your employees. These tents can be easily transported and stored. Large numbers of these tents can be found at most special events.

As the size of the tent increases, the safety procedures, the required training, the transport and the care and storage of the tent also increase. Our research and recommendations from those in the tent rental industry reveal that a 20-by-20-foot tent is the maximum size that a PRO should consider without hiring employees who would be considered “tent specialists.” This tent size can accommodate four 48-inch round tables. Additional training involving counterweights and ballasts to support this size tent is necessary.

If you decide to expand your offerings of larger tents, additional research and financial analysis should be done.

TAKING IT FURTHER

When considering expansion into other product lines, consider the necessary financial investments. As discussed earlier, a box truck to safely transport and protect tables, chairs, tents and other equipment may prove to be a necessary addition to your business.

Consult state and local authorities for any permit requirements concerning tents. In some instances, a permit is required to be issued for the use of a tent, and, depending on the size, a safety inspection may need to be conducted by local officials.

Notify your company’s insurance agent of the additional rental equipment that you will be offering. Certain insurance policies concerning the public’s use of this equipment and product liability may need to be changed or modified.

You may want to contact other rental companies in your area or organizations that put on their own events about subleasing your equipment to them as needed. Subleasing extra tables and chairs to another entity saves that group from having to order more equipment that they may not need for other events throughout the year.             

Other event rental equipment options include linens for tables, tables and chairs for children, lighting, power and staging.

FINAL THOUGHTS

Expansion of your product offerings may benefit both your customers and your company. Event planners have challenging jobs and being able to provide the equipment and quality service needed could provide a huge competitive advantage for your company.