Confirm your order.
Send your contact a photo of each specific piece you need, she notes. Logistics companies have their own lingo, so the name you’re using for a tool may be different from their nomenclature. Avoid on-site surprises by confirming your order visually as well as verbally.
Vendors work on multiple conventions simultaneously, so it’s understandable if wires get crossed, says Hurd. Call your contact a few days prior to your event to confirm delivery time, location and your itemized list.
Set yourself up for success.
Simple preparations go a long way to help your event succeed. Keep track of rented pieces (flatbed carts, pallet jacks, etc.) by labeling and numbering them using brightly colored gaff tape, says Hurd. And in case something goes MIA, develop a check-in and checkout process for staff or volunteers using rented items. No one wants to go over budget due to replacement fees.
Prepare for emergencies.
Lastly, get the phone number of an employee with the logistics company who can assist you in case of roadblocks with the rented equipment during your event.