Getting The Most Life Out Of Your Event Equipment

Event equipment, especially tables and chairs, is essential for almost every gathering. In the event rental business, maintaining a pristine and long-lasting inventory is crucial for profitability.

Replacing hundreds of chairs annually can be costly. Here are some strategies to maximize the lifespan of your event equipment this year, and beyond:

Selecting the right equipment is the foundation of a durable inventory. Consider these factors when making your purchasing decisions:

• Material Considerations: While wood offers a classic aesthetic, newer resin and plastic tables and chairs provide enhanced durability and easier maintenance. Consider the specific demands of your events. For high-traffic events, resin or plastic might be a better choice. For upscale events, consider higher-end resin options such as resin cross back chairs,  that mimic the look of wood but with increased durability. Explore new materials and blends that offer improved resistance to scratches, dents, and weather.
• Event Type and Venue: Will the equipment be used primarily indoors or outdoors? Outdoor events require more robust materials that can withstand the elements. Consider the typical terrain – will the equipment be used on grass, pavement, or carpet? This will influence your choice of leg style and base.
• Frequency of Use: How often will the equipment be used? High-frequency use demands more durable and easily maintainable options.
• Vendor Expertise: Consult with reputable wholesale event equipment suppliers. Their expertise can guide you toward the best products for your specific needs, considering factors like material durability, maintenance requirements, and long-term cost-effectiveness.

Proper storage is critical for extending the life of your equipment.

• Climate Control: Store equipment in a cool, dry, and well-ventilated area. Avoid extreme temperatures and humidity fluctuations, which can cause warping, cracking, and fading, especially for wood furniture.
• Protection from the Elements: Even for indoor storage, protect equipment from dust, sunlight, and moisture. Use protective covers for chairs and tables.
• Organization and Accessibility: Organize your storage space for easy access and minimize handling. Use racks and carts to prevent damage during transport and storage.
• Pest Control: Implement pest control measures to prevent damage from insects or rodents, especially for wood furniture.

Proactive protection is key to maintaining your equipment's appearance and functionality.

• Protective Covers: Invest in high-quality chair and table covers to shield against dust, dirt, scratches, and fading. Consider stack covers for efficient storage.
• Carts and Dollies: Use appropriate carts and dollies for transporting equipment. This will reduce the risk of damage and make setup and teardown more efficient.
• Regular Cleaning and Maintenance: Establish a routine for cleaning and inspecting your equipment. Address minor repairs promptly to prevent further damage. For wood furniture, regular polishing or staining can help maintain its appearance.
• Touch-up Kits: Keep touch-up kits on hand for minor scratches and dents. For wood, matching stain pens are essential. For other materials, consider appropriate repair kits.
• Professional Maintenance: For valuable or complex equipment, consider scheduling professional maintenance to ensure optimal performance and longevity.

• Technology Integration: Explore how technology can improve equipment management. Consider inventory management software to track usage, maintenance schedules, and equipment location. Some systems even offer RFID tracking.
• Training and Education: Train your staff on proper handling, setup, and maintenance procedures. This will minimize damage and ensure consistent care.
• Customer Feedback: Solicit feedback from your clients regarding equipment quality and condition. This can help you identify areas for improvement.

By implementing these strategies, you can maximize the lifespan of your event equipment, reduce replacement costs, and ensure your business remains competitive and profitable.