Written By Jasmine Strong

Planning an event comes with a lot of moving pieces, but your rentals don’t have to be complicated! Whether you’re planning a wedding, corporate event, or special celebration, having a timeline can help you stay organized and make confident decisions.

Here’s a simple guide to planning your rentals with IBA Event Rentals.

6–12 Months Before: Start Planning

Once you have your date and venue, it’s a great time to start thinking about rentals. Consider your estimated guest count, floor plan, event style, and the major pieces you’ll need, such as tables, chairs, linens, glassware, dinnerware, tents, bars, or lounge furniture.

You don’t need to have every detail figured out before getting started. Your initial selections and quantities can be adjusted as your plans come together.

4–6 Months Before: Reserve Your Rentals

Once you’ve selected the items you love, it’s time to secure them for your event date.

A signed contract and 50% deposit are required to reserve your rental order. Booking early is especially helpful during busy event seasons when popular inventory can fill quickly.

2–4 Months Before: Visit Our Showroom

Not sure which linens, plates, flatware, or glassware look best together? See us!

Clients are welcome to visit our showroom and set up a mock table using different rental pieces. Seeing your selections together in person can make it much easier to choose colors, textures, and styles.

Feel free to bring your planner, florist, or someone helping with your event design!

30–60 Days Before: Review the Details

As your event gets closer, review your order alongside your guest count and floor plan. This is the time to make sure your quantities and selections still match your event needs.

Need to make adjustments? That’s okay! Changes can be made up until 14 days before your event, subject to inventory availability.

14 Days Before: Finalize Your Order

At the 14-day mark, your rental order should be finalized.

Your remaining balance is due 14 days before your event, and final quantities and changes should be submitted by this time. From there, our team can prepare everything for your event.

Quick Rental Checklist

6–12 months: Start selecting rentals and request a quote.
4–6 months: Sign your contract and pay the 50% deposit.
2–4 months: Visit our showroom and create a mock table.
30–60 days: Review your guest count, floor plan, and quantities.
14 days: Make final changes and pay your remaining balance.
Event day: Enjoy your celebration!

Ready to Start Planning?

Whether you already know exactly what you want or need some help bringing your ideas together, IBA Event Rentals is here to help throughout the process.

Start building your rental Wishlist or visit our showroom to see your options in person and create a mock table. We’d love to help bring your event vision to life!

Your Event Rental Planning Checklist: A Step-by-Step Timeline for Every Event