5 Things to Ask Your Event Hire Company Before Booking

Booking an event hire company for your wedding, ball, or celebration should be one of the easier decisions in your planning process. But like any supplier booking, it pays to ask the right questions before you commit.

Not all hire companies operate the same way. Some deliver and set up. Some don't. Some have clear damage policies. Others leave it vague until something goes wrong. Some will be there to support you on the day. Others drop off and disappear.

The difference between a smooth, stress-free hire experience and a frustrating one almost always comes down to what was — and wasn't — discussed before the booking was confirmed.

Here are the five questions we recommend every couple or event planner ask their hire company before signing anything. They're simple. They're quick. And they'll tell you everything you need to know about whether you're in good hands.

1. What exactly is included in the hire fee - and what isn't?

This sounds obvious. It rarely gets asked.

Hire fees can look similar on the surface but include very different things underneath. One company's quote might include delivery, setup, and packdown. Another's might be for the item only — with delivery, setup, and collection all charged separately.

Before you assume anything, ask specifically:

• Does the fee include delivery to my venue?

• Does it include setup and packdown on the day?

• Are there travel fees based on my venue's location?

• Is there a bond or deposit required and is it refundable?

• Are there any additional charges I should know about?

2. What happens if something gets damaged?

It's not a fun question to ask. But it's one of the most important.

Outdoor events, excited guests, and late-night celebrations are a combination that occasionally results in something getting broken, stained, or damaged. It happens. What matters is knowing in advance exactly what you're liable for if it does.

Ask your hire company:

• Do you have a damage policy and can I see it in writing?

• Are replacement costs agreed upfront or determined after the fact?

• Am I liable for damage caused by my guests?

• What counts as fair wear and tear versus chargeable damage?

• Is there any insurance I should consider for my event?

3. What is your wet weather or cancellation policy?

Northland weddings are predominantly outdoor affairs - and Northland weather, as beautiful as it usually is, occasionally has other ideas.

Before you book any hire company for an outdoor event, understand exactly what their policy is when things don't go to plan.

Ask:

• If it rains on my event day, can the items be used indoors?

• Are there any items that can't be used in wet conditions?

• What's my responsibility if items get wet or are damaged by weather?

• If I need to cancel my booking, what are the cancellation terms?

• How much notice do I need to give to avoid cancellation fees?

• What happens if you are unable to fulfil the booking on the day?

4. What does the day-of experience actually look like?

This question separates the good hire companies from the great ones.

Many hire companies focus on the transaction — the booking, the delivery, the pickup. The great ones think about your entire experience on the day and make sure you never have to think about the hire items at all.

Ask:

• Who do I contact on the day if something goes wrong?

• Will someone be on call if I have a question or issue during my event?

• What time will items be delivered and set up relative to guest arrival?

• How long does setup take and will it be finished before my guests arrive?

• What time will you collect items at the end of the event?

• Do you brief me or my coordinator on how to use the items?

5. Do you work often an my venue & do you have any local recommendations?

The best event suppliers in any region know each other, respect each other, and actively refer each other. A hire company that can point you towards a trusted local photographer, celebrant, or venue has both experience in the local market and a network built on quality. That kind of community credibility matters.

What These Questions Tell You

The answers to these five questions will tell you far more than just the practical details of your hire.

 They'll tell you:

• Whether the company is transparent and professional

• Whether they've thought through the client experience properly

• Whether they'll be easy to deal with if something goes wrong

• Whether they understand the unique considerations of your venue and event type

A great hire company will welcome every single one of these questions. They'll have clear, confident, written answers to all of them. And by the time you've finished the conversation you'll feel not just informed — but genuinely reassured.

That's the standard worth holding every supplier to.

Hire with confidence.

At Smile & Celebrate we believe the best hire experience starts long before your event day. It starts with clear communication, transparent pricing, written terms, and a genuine commitment to making your celebration extraordinary.

Based in Kerikeri and events across Northland and the Bay of Islands.

Every booking comes with full written terms, transparent pricing, and a team that's contactable from the moment you enquire to the moment your items are collected.

Ready to ask us all five questions?

We'd love to hear from you.