1. Initial Consultation & Event Vision

Keywords: event concept, rental consultation, Sacramento event rentals

The first stage of working with Two Rivers Events is all about discovery. You’ll likely begin with a conversation or meeting where you share your:

• Event Details: Date, venue, approximate guest count, and type of event (wedding, gala, corporate retreat, etc.).
• Design Vision: Overall theme, color palette, and any specific décor elements or must-haves you envision.
• Budget Parameters: A rough estimate of how much you’re willing to spend on rentals, so that we can tailor recommendations to suit your price range.

In turn, we will offer suggestions for furniture pieces, décor items, and add-ons that align with your theme and needs. We may send you photos of items or ask that your schedule a showroom visit to explore all rental items we carry. This stage often culminates in a preliminary list of recommended items and a tentative quote.

Pro Tip: If you have a mood board or Pinterest board, share it! Visual aids help us pinpoint your style and offer more accurate recommendations.

2. Customizing & Finalizing Your Order

Keywords: order customization, event inventory, furniture selection

Next, you’ll work with your Two Rivers Events salesperson to finalize the exact items and quantities you need. This phase may involve a few back-and-forth discussions:

• Product Revisions: You might swap out certain chairs for others, add or remove cocktail tables, or upgrade a lounge set if your theme evolves.
• Inventory Checks: Two Rivers Events will confirm availability for your chosen event date. Popular items can be booked quickly, especially during peak seasons.
• Detailed Quote: Once your selections are set, you’ll receive an updated proposal or invoice clearly outlining itemized costs, taxes, delivery fees, setup charges, and any other relevant details.

Pro Tip: Be as specific as possible. If your venue requires certain aesthetics (e.g., no dark-colored chairs to protect the floors), make sure to communicate those needs to Two Rivers Events early on.

3. Contract & Deposit

Keywords: rental contract, deposit policy, terms and conditions

After settling on the final inventory, you’ll receive a rental contract detailing all the pertinent terms—such as cancellation policies, payment schedules, and liability for lost or damaged items. Carefully review this contract and clarify any clauses before signing.

• Deposit Requirements: Two Rivers Events, we require a non-refundable 50% deposit to secure your reservation.
• Payment Schedule: The remaining balance of your order is due two weeks before the event.
• Cancellation Policies: All payments are non-refundable, however you can make any changes until 15 days before. If your event needs to be postponed, we will honor payments as credits for up to 365 days. 

Pro Tip: Keep a copy of the contract for your records and set calendar reminders for upcoming payment due dates to avoid any last-minute stress.

4. Logistics & Timeline Coordination

Keywords: event logistics, delivery schedule, vendor coordination

Once your order is officially confirmed, Two Rivers Events team members will start scheduling delivery, setup, and pickup logistics. This is where working with an experienced partner really pays off—we know how to navigate tricky timelines and venue restrictions.

• Delivery Windows: Our rental team will arrive during a pre-arranged time slot, so you or your event planner should be on-site (or designate someone responsible) to grant access and oversee.
• Setup & Assembly: If you’ve opted for full-service rentals, Two Rivers Events will place furniture, décor, and other elements according to your floor plan. If setup is not included, you’ll need your own team (or volunteers) to do the heavy lifting.
• Venue Regulations: Some spaces have strict load-in/load-out rules or require special protective measures for floors and walls. Inform Two Rivers Events of any such requirements in advance.

Pro Tip: Share your event timeline with all vendors—caterers, florists, photographers—so everyone is on the same page about who’s arriving when and what needs to be set up first.

5. Day-of Troubleshooting & On-Site Adjustments

Keywords: on-site support, event day setup, last-minute changes

Even the best-laid plans can face unexpected hiccups—like a change in the weather for an outdoor event or a last-minute increase in guest count. A reputable rental company will be prepared to troubleshoot and handle on-site adjustments.

• Additional Items: Sometimes you need extra chairs or a different size table at the last minute. While availability isn’t always guaranteed, if you reach out to us, we will do everything possible to accommodate smaller changes.
• Weather Contingencies: If you’re hosting outdoors, many rental companies can provide tents, outdoor heaters, or alternative seating arrangements if rain or wind becomes a factor. Although Two Rivers Events does not provide tents or outdoor heaters, we can recommend reputable companies that do. 
• Damage Control: Spills, breakage, or other accidents can happen. Review your contract for our guidelines and fees for damage, so you’re not blindsided after the event.

Pro Tip: Keep our contact information (916-333-8802) on hand for any day-of emergencies or quick fixes. Open communication is key to smoothing out last-minute wrinkles. At Two Rivers Events, we ask that you look through your items upon delivery to ensure everything in your order is correct and reach out to us within 2 hours post-delivery to alert us of any discrepancies so we can remedy the order. 

6. Post-Event Pickup & Return

Keywords: teardown, pickup schedule, venue cleanup

After the final toast or dance, the event draws to a close—but your rental items still need to be collected. This stage is all about efficiency and leaving the venue in pristine condition.

• Pickup Times: Some venues require same-night breakdown, while others allow next-day pickups. Confirm what’s possible with your rental company and venue in advance.
• Teardown & Packing: If you’ve opted for teardown services, the Two Rivers Events rental crew will disassemble, pack, and load items. If not, ensure you have volunteers or staff to handle it promptly.
• Damages & Returns: Once items are back at the warehouse, we will check for damage or missing pieces. You’ll be notified of any fees or replacement costs if items can’t be repaired.

Pro Tip: Document the condition of items during pickup with quick photos or a walkthrough, especially if you’re worried about potential damage disputes.

7. Final Billing & Future Collaboration

Keywords: payment, feedback, long-term partnership

The last phase often involves settling any remaining balance or fees. After a short period (often a few days post-event), you’ll receive a final invoice reflecting any deposit adjustments, damages, or overtime charges.

• Open Dialogue: If you notice discrepancies on your invoice, address them promptly. Most reputable companies will work with you to clarify and resolve any issues.
• Feedback & Reviews: If you had a positive experience, consider leaving a review on social media or popular vendor platforms. It’s a meaningful way to support the company and help future customers.
• Planning Future Events: If you regularly host events—like annual galas, fundraisers, or personal celebrations—establishing a good rapport with your rental provider can lead to loyalty discounts or first pick of in-demand inventory.

Pro Tip: Follow up with a quick email thanking them for their service and highlighting any standout team members who made the process smoother. Building these relationships often pays off for future gatherings.

Conclusion

Renting equipment and décor for your event can transform a blank venue into a personalized, memorable space without the hassle (or cost) of buying everything outright. While the process might feel complex at first, understanding what happens behind the scenes can ease your mind and help you plan more effectively. From the initial consultation and contract to on-site troubleshooting and final billing, Two Rivers Events provides expert guidance, inventory selection, and logistical support to ensure your event runs smoothly.

Ready to Bring Your Vision to Life?
If you’re searching for a Sacramento-based event rental company that knows how to balance style with seamless service, Two Rivers Events is here to help you!  We can walk you through each step, making your event rental experience as stress-free—and stunning—as possible!