Planning a School or University Event: Your Complete Rental Checklist

Planning a school or university event means juggling a lot of moving pieces. From seating and tents to food service and staging, having the right rentals in place can make everything run more smoothly.

Whether you’re organizing a school fair, PTA fundraiser, graduation, orientation, alumni event, family weekend or campus celebration, Party Line Rentals can help you build an event setup that works for your space, crowd and schedule.

Your School & University Event Rental Checklist

Every event is different, but these are some of the most common rentals to consider when planning a school or campus event:

✓ Tents & Weather Protection

Outdoor event? Tents provide shade, weather protection and a defined gathering space for guests. Consider adding:

• Tent sidewalls
• Flooring
• Lighting
• Fans or heaters
• Climate control

✓ Tables & Chairs

Think beyond guest seating. You may also need tables for:

• Registration and check-in
• Food and beverage service
• Fundraising activities
• Vendors
• Raffles
• Displays
• Gifts and merchandise

✓ Staging & Event Equipment

Graduations, performances, presentations and award ceremonies may require staging or other equipment to create a dedicated focal point.

✓ Concession & Food-Service Equipment

Planning a school fair, field day or fundraiser? Concession equipment can make serving a crowd much easier.

Depending on your event, consider equipment for popcorn, beverages, food service and other event favorites.

✓ Lighting & Power

If your event continues into the evening, lighting becomes an important part of both atmosphere and functionality.

Be sure to consider lighting for tents, walkways, gathering spaces, food-service areas and other key locations.

Plan for Your Guest Count—and Your Event Flow

One of the easiest event-planning mistakes is focusing only on how many people are attending.

Also think about how those people will move through the event.

Where will they check in? Where will they eat? Is there enough seating? Where will lines form? Do you need covered areas? Will you have entertainment or a stage?

Thinking through these details ahead of time can help create a much better experience for students, families, faculty and guests.

School & University Event Rentals in Westchester County

Party Line Rentals provides event rentals for schools, colleges, universities, PTAs and educational organizations throughout Westchester County and the surrounding areas.

From a small school fundraiser to a large campus celebration, we’ll help you determine what rentals you need and coordinate the equipment that brings it all together.

Planning your next school or university event? Contact Party Line Rentals to start building your rental checklist today.