How Event Venues and Rental Companies Can Prepare for a Busy Memorial Day Weekend

Memorial Day weekend is one of the busiest times of the year for outdoor events, weddings, and family gatherings. For event venues and party rental companies, it’s both an opportunity and a logistical challenge.

To ensure smooth operations and satisfied clients, it’s crucial to prepare strategically—especially when it comes to managing your inventory of folding tables and chairs, linens, and tents.

Here’s how to get your business ready:

Start by reviewing your current inventory levels. The last thing you want is to promise a 200-guest setup and realize too late that you’re short on equipment.

• Folding Tables and Chairs: Check for wear and tear—broken legs, scratched surfaces, or missing parts can ruin an event. Ensure you have enough of each size and style (e.g., round, rectangular, cocktail tables, padded chairs).
• Linens: Organize by color, size, and fabric type. Look for stains, fading, or damage, and send questionable items for professional cleaning or replacement.
• Tents: Inspect tent fabrics, frames, and anchoring components. Test setup to confirm everything is complete and safe for use.

Create a spreadsheet or use inventory management software to track quantities, conditions, and locations of items.

Look back at your bookings from previous Memorial Day weekends. Which items were in highest demand? Are you already seeing trends this year?

• High-demand products like white folding chairs, neutral linens, and medium-sized tents often run out first.
• Build buffer inventory to accommodate last-minute rentals or event expansion.

If you notice gaps, now is the time to rent from partners or place rush orders with suppliers.

With multiple events happening over the same weekend, logistics can make or break your service.

• Route planning: Use mapping software to optimize delivery routes and reduce fuel/time costs.
• Staff scheduling: Ensure you have enough trained crew to handle simultaneous setups and breakdowns.
• Time slots: Coordinate with venues and clients to stagger delivery and pickup windows to avoid conflicts.
  
  

Create checklists for each order to ensure complete and accurate deliveries.

Memorial Day weather can be unpredictable. Have a plan for rain, wind, or sudden temperature drops:

• Offer tent sidewalls, heaters, or fans as upsells or backups.
• Store extra tent stakes and weights for windier conditions.
• Remind clients of your weather policy and encourage early decisions on rain plans.

Reach out to all clients with confirmed bookings at least one week in advance to:

• Confirm guest counts and final layout preferences.
• Review pickup and delivery instructions.
• Address any last-minute needs.

Also, keep your team updated with internal briefs, equipment allocations, and emergency contact info.

Memorial Day weekend is a prime time to showcase your professionalism and reliability. By focusing on thorough inventory management, proactive client communication, and smart logistics, event venues and party rental companies can not only survive but thrive during the rush. Preparation today means flawless execution tomorrow—and happy clients who’ll come back for more.