When planning an event, whether it’s a wedding, a corporate gathering, or a community celebration in Kent, the right equipment can make all the difference. Event equipment hire in Kent is an important part of this process, helping to ensure that your event runs smoothly and leaves a lasting impression on your guests. However, many people make common mistakes when hiring equipment or looking for equipment hire services in Kent, which can lead to unnecessary stress, extra costs, and even problems on the day of the event.
By understanding these common pitfalls, you can avoid them and make sure your event is a success. From failing to plan properly to overlooking the specific needs of your venue, these mistakes can easily be avoided with a bit of careful thought and preparation.
In this article, we’ll explore seven mistakes that people often make when hiring event equipment in Kent. We’ll discuss why these mistakes happen, the problems they can cause, and most importantly, how you can avoid them. By following these tips, you’ll be able to choose the right equipment, plan effectively, and ensure that your event goes off without a hitch.
Let’s take a closer look at these 7 common errors and how to steer clear of them;
1. Overlooking The Importance Of Proper Planning
One of the biggest mistakes people make with event equipment hire in Kent is not planning ahead. Proper planning is essential to ensure that all the equipment you need is available and ready for your event. When you leave things to the last minute, you run the risk of facing higher costs, limited choices, and unnecessary stress.
Planning well in advance gives you the time to carefully think about all the equipment you’ll need for your event. This includes the obvious items like tables, chairs, and lighting, as well as other things that might not immediately come to mind, such as sound systems, heating, or even portable toilets. Without proper planning, you might find that key pieces of equipment are unavailable when you need them, or you could end up paying a premium for last-minute bookings.
To avoid this mistake, start your planning process as early as possible. Make a list of all the equipment you think you’ll need, and take the time to discuss your requirements with your chosen hire company. They can offer advice on the best equipment for your event and may suggest additional items that you hadn’t considered but could be crucial to your event’s success.
It’s also important to consider the logistics of delivery and setup. Ensure that there’s enough time in your schedule for the equipment to be delivered and installed well before your event begins. By planning thoroughly and in advance, you’ll be able to ensure that everything is in place and ready to go on the big day, reducing the risk of last-minute problems and helping your event to run smoothly.
2. Ignoring Venue Requirements
Another common mistake when it comes to event equipment hire in Kent is overlooking the specific requirements of your chosen venue. Every venue has its own unique characteristics, and these need to be considered when selecting and arranging the equipment you plan to hire.
For instance, some venues may have limited access points, making it difficult to transport large items like stages, lighting rigs, or catering equipment. Others might have strict rules about the type of equipment that can be used, such as noise restrictions, weight limits, or limitations on where certain items can be placed. Failing to take these factors into account can lead to serious complications on the day of your event, such as delays in setup, additional costs, or even having to change your plans entirely at the last minute.
To avoid these problems, it’s important to do your homework before hiring any equipment. Visit your venue in advance and take note of its layout, access points, and any potential challenges. Speak with the venue manager to understand any restrictions or requirements they might have, and make sure that the equipment you hire is suitable for the space.
It’s also a good idea to create a detailed floor plan that shows where each piece of equipment will be placed. This will help you visualise how everything will fit together and ensure that there’s enough room for both your equipment and your guests. By taking the time to consider the specific needs of your venue, you can avoid potential headaches and ensure that your event goes off without a hitch. Proper planning and communication with your venue and equipment hire company can make all the difference in ensuring a smooth and successful event.
3. Choosing The Wrong Equipment
Selecting the wrong equipment is a mistake that can greatly affect the success of your event. When arranging event equipment hire in Kent, it’s vital to choose equipment that matches the type of event you’re planning and the needs of your guests. Getting this wrong can lead to a less enjoyable experience, logistical issues, and even safety concerns.
For example, if you’re hosting a formal wedding, opting for simple plastic chairs might not create the elegant atmosphere you’re aiming for. Similarly, if you’re organising a corporate event, choosing a sound system that’s too small for the venue could result in poor audio quality, making it difficult for attendees to hear speakers or presentations clearly.
To avoid this mistake, it’s important to think carefully about the nature of your event and the expectations of your guests. Consider the type of seating that will be most comfortable and appropriate, the size and quality of the sound system required, and whether additional items like heating, cooling, or lighting are needed to create the right environment.
It’s also a good idea to consult with your equipment hire company. They have the experience and expertise to guide you in selecting the right items for your event. They can help you assess your needs based on the size and type of your event, as well as any specific requirements you might have.
Additionally, don’t forget to consider the flow of your event. If your event involves multiple activities, such as dining, speeches, and dancing, make sure you have the right equipment for each part of the event. For example, you may need different types of seating for dining and for the ceremony, or you may need to change the lighting between the meal and the evening entertainment.
By carefully choosing the right equipment, you can create a cohesive and enjoyable experience for your guests, ensuring that your event is both successful and memorable.
4. Underestimating Power Needs
One of the most common and potentially disruptive mistakes when arranging event equipment hire in Kent is underestimating the power needs of your event. Many organisers overlook the amount of electricity required to run all the equipment, which can lead to unexpected power failures, interruptions, and even damage to the equipment.
Events, particularly those with multiple elements like sound systems, lighting, catering equipment, and heating or cooling units, often require more power than you might initially think. If the venue’s power supply is insufficient, it can result in overloaded circuits, causing outages at crucial moments of your event. This can disrupt the proceedings and leave your guests uncomfortable or disappointed.
To avoid this problem, it’s important to start by making a comprehensive list of all the equipment that will be used at your event, including anything that needs to be plugged in, such as lights, speakers, projectors, and kitchen appliances. Once you have this list, work out the total power consumption for each piece of equipment. This information is usually provided on the equipment itself or in the user manual.
Next, assess the power capacity of your venue. Some venues may have limited electrical infrastructure, especially older buildings or outdoor spaces, which might not be able to handle the combined load of all your equipment. If your venue’s power supply is not sufficient, you may need to hire additional generators to meet your event’s needs.
It’s also a good idea to discuss your power requirements with your equipment hire company. They can provide advice on how to distribute the electrical load safely and effectively, and may suggest renting additional power distribution equipment, such as extension leads, splitters, or additional circuit breakers, to ensure that everything runs smoothly.
By accurately estimating and preparing for your power needs, you can prevent electrical issues and ensure that your event runs without a hitch, keeping your guests happy and your equipment safe.
5. Forgetting About Weather Considerations
For outdoor events, one of the most overlooked aspects of event equipment hire in Kent is the weather. The British weather can be unpredictable, and failing to plan for potential weather changes can result in significant disruptions. Whether it’s rain, wind, or unexpected heat, the weather can have a huge impact on your event and the equipment you’ve hired.
Rain is one of the most common concerns for outdoor events. Without proper protection, rain can damage electronic equipment, soak furniture, and make the ground muddy and uncomfortable for guests. Wind can be equally problematic, especially if it’s strong enough to knock over tents, blow away decorations, or create safety hazards with unsecured equipment. On the other hand, unexpected heat can make guests uncomfortable, particularly if there’s inadequate shade or cooling available.
To avoid weather-related problems, it’s important to have contingency plans in place. For rain, consider hiring weatherproof tents or marquees to keep your guests and equipment dry. Ensure that any electronic equipment, such as sound systems and lighting, is properly covered and protected from water damage. You might also want to rent sturdy flooring to prevent muddy conditions underfoot.
For windy conditions, make sure that all tents, marquees, and decorations are securely anchored to the ground. It’s also wise to use heavier furniture that’s less likely to be blown over. If you’re planning an event during a season known for strong winds, consider arranging the layout of your event to provide natural windbreaks, such as placing tents near walls or using hedges and trees as barriers.
In case of hot weather, consider renting additional equipment like portable fans or air conditioning units to keep your guests cool. Providing shaded areas with umbrellas or marquees can also help guests stay comfortable.
By taking the weather into account and planning for it, you can ensure that your event goes ahead smoothly, regardless of what the skies decide to do. Proper preparation for weather-related issues will help keep both your equipment and your guests safe and happy.
6. Not Allowing Enough Time For Setup And Take Down
A frequently overlooked aspect of event equipment hire in Kent is underestimating the time needed for both setup and take down of the hired equipment. Events often involve a wide variety of items, from seating and tables to sound systems and lighting, all of which require time and careful coordination to install and dismantle.
Rushing the setup process can lead to mistakes such as improperly assembled furniture, poorly positioned lighting, or sound systems that aren’t tested properly. These errors can affect the overall experience for your guests and might even lead to safety concerns. For instance, hurriedly installed equipment might not be securely fastened, increasing the risk of accidents during the event.
Similarly, not allowing enough time for take down can result in damage to the hired equipment or even additional charges from the hire company if the items aren’t returned on time. It can also create unnecessary stress at the end of your event, particularly if the venue needs to be cleared quickly for the next booking.
To avoid these issues, it’s crucial to plan for sufficient time in your event schedule for both setup and take down. Speak with your hire company to understand how long each part of the process will take, and factor this into your timeline. If your event is large or complex, consider hiring additional help to ensure everything is set up and dismantled efficiently and safely.
By allocating enough time for these tasks, you can ensure that everything is properly prepared for your event and that the process of packing up goes smoothly, avoiding last-minute stress and potential additional costs.
7. Failing To Communicate Clearly With Your Hire Company
Another common mistake when organising event equipment hire in Kent is failing to maintain clear and open communication with your hire company. Miscommunications or assumptions can lead to equipment not being delivered on time, the wrong items being provided, or important details being overlooked.
For example, you might assume that the hire company will automatically provide setup and take down services, only to find out later that these services come at an extra cost or need to be arranged separately. Or perhaps you requested a specific type of chair or lighting, but the company delivers a different style due to a misunderstanding or lack of clarity in your order.
To avoid these kinds of problems, it’s essential to maintain clear communication from the very beginning. Start by discussing your needs in detail with the hire company, making sure they understand the type of event you’re planning, the venue layout, and any specific requirements you have. Confirm all the details in writing, including the exact items being hired, delivery and collection times, setup and take down arrangements, and any additional services required.
Regularly check in with the hire company in the weeks leading up to your event to ensure everything is on track. This is particularly important if you’ve made changes to your event plan, such as altering the number of guests or changing the venue layout.
By keeping the lines of communication open and confirming all the details, you can avoid misunderstandings and ensure that everything is in place for a successful event. Good communication helps to build a positive relationship with your hire company and ensures that your event goes off without a hitch.
Ensuring A Flawless Event With The Right Event Equipment Hire In Kent
Planning an event involves countless details, and getting the equipment hire right is one of the most important aspects. By avoiding these common mistakes—such as failing to plan ahead, ignoring venue requirements, choosing the wrong equipment, underestimating power needs, neglecting weather considerations, not allowing enough time for setup and take down, and failing to communicate clearly with your hire company—you can ensure that your event runs smoothly and is a memorable success.
At Christopher James Events, we understand how critical the right equipment is to the success of your event. We pride ourselves on offering top-quality equipment and exceptional service to meet all your event needs. Whether you’re planning a wedding, a corporate gathering, or a community event, our experienced team is here to guide you through the entire process, from initial planning to the final setup.
Don’t leave anything to chance when it comes to your special day. Contact Christopher James Events today to discuss your event requirements and learn how we can provide the perfect solutions for event equipment hire in Kent. Let us help you create a flawless and unforgettable event that your guests will talk about for years to come.
