Event rental businesses supply tables, chairs, linens, tents, dance floors, lighting, tableware, lounge furniture, and similar gear for weddings, corporate events, parties, and festivals. Most are small teams with a warehouse and a delivery truck. Invoices cover the items rented, delivery and setup, pickup, and any damage or loss fees.
Create an invoice for payment collection
Upload logo
PDF will be generated with filename:
Invoice_1001_Client_2026-10-14.pdf
Most rental items are priced per item for a single event, usually a one-day or weekend rental period. Common items like chairs, tables, and linens are priced per piece, and larger items like tents, dance floors, and generators are priced per unit or per square foot. Delivery is usually a flat fee or zone-based charge by mileage, and setup and teardown are billed either as a flat labor fee or per hour per crew member. Many companies offer package pricing, such as a wedding package with chairs, tables, and linens, and discount larger quantities. Extra days are often charged at 25 to 50 percent of the base rate. Add-ons include damage waivers (commonly 5 to 10 percent of the rental total), cleaning fees for dirty linens and dishware, after-hours or weekend delivery surcharges, and stair or long-carry fees. Tent installs are quoted by site, since stakes, ballast, utility locates, and permits affect the price.
| Service | Priced | Typical range |
|---|---|---|
| Folding chair (white resin or wood) | per chair | $1.50-4.00 |
| Round or rectangular table (60 in. round, 6-8 ft) | per table | $8-20 |
| Standard polyester linen (tablecloth) | per linen | $8-20 |
| Dinnerware place setting (plate, flatware, glass) | per setting | $2-6 |
| Frame or pole tent (20x20 to 20x40) with install | flat fee | $350-1,500 |
| Portable dance floor | per sq ft | $3-6 |
| Delivery and pickup | flat fee per trip | $50-300 |
| Setup and teardown labor | per hour per crew member | $40-75 |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| White resin folding chairs, Saturday wedding reception | 120 chairs | $2.50 | $300.00 |
| 60 in. round tables | 12 tables | $12.00 | $144.00 |
| Ivory polyester 120 in. round linens | 12 linens | $12.00 | $144.00 |
| 20x40 frame tent with install and removal | 1 flat fee | $950.00 | $950.00 |
| Delivery and pickup (within 25 miles) | 1 flat fee | $150.00 | $150.00 |
| Setup and teardown crew, 2 people | 6 hours | $50.00 | $300.00 |
| Total | $1,988.00 | ||
Notes: Balance due 7 days before the event date. Rental period is Friday 12 PM to Monday 12 PM. Damaged, stained, or missing items are billed at replacement cost per the rental agreement. Please make sure the tent site is clear and accessible at arrival. Thank you for your business.
Pins down the rental window for billing extra days and shows exactly where gear was delivered.
Clients check counts against their guest list, and a clear list prevents disputes over what was ordered.
Lets clients see what is equipment and what is service, and makes it easy to adjust if the venue changes.
Late access or late pickup can trigger extra fees, and the written windows back up those charges.
Spells out what is covered and what the client owes for broken, lost, or stained items.
Shows the booking deposit already applied so the remaining amount is clear.
Many states tax rental of tangible property, and nonprofits or resellers may provide exemption certificates. Check your state rules.
Most rental companies take a 25 to 50 percent deposit to hold the date and require the balance 7 to 14 days before the event, or at delivery for smaller orders. Large corporate or venue accounts are sometimes invoiced net 15 or net 30 after the event. Late fees of 1.5 percent per month are common if stated in the rental agreement. Cards, ACH, and checks are the usual methods, and many companies keep a card on file to cover damage, cleaning, or late return charges. Cancellation and date-change policies, including whether the deposit is refundable, should be written into the agreement before the deposit is taken.
Update the invoice when the guest count changes, and set a cutoff date after which quantities can only go up. This keeps you from holding inventory for events that shrink at the last minute.
Take photos or note condition when gear leaves and returns, especially linens, tents, and glassware. Evidence of pre-existing wear or damage makes damage fees much easier to collect.
State the rental period and extra-day rate on the invoice. If gear sits at the venue an extra day, add a line item instead of absorbing it.
Stairs, long carries, rain-soaked ground, and venues without loading access cost extra labor. List a standard fee for these so it doesn't look arbitrary when applied.
Once gear is set up, you have less leverage. Requiring payment in full before the event avoids chasing a client who is busy hosting or heading out on a honeymoon.
In many states, rental of tangible property like tables and chairs is taxable, and delivery or setup charges may or may not be, depending on whether they are separately stated. Rules vary, so check with your state revenue department or an accountant.
Show the full rental total, then list the deposit as a payment received with its date, and show the remaining balance. This keeps the paper trail clear if the client later asks what has been paid.
Yes, if your rental agreement states the policy. List each item, quantity, and replacement cost on a separate invoice or line, and attach photos if you have them. Normal wear is usually covered by your rental price, and the damage waiver, if purchased, may cover accidental damage.
Many companies charge an additional day at 25 to 50 percent of the base rental rate, or a flat daily fee for large items. Put it in the agreement and on the invoice so it is not a surprise.
Both are used. Flat fees by zone are simpler for clients to understand, while per-mile pricing is more accurate for long distances. Many companies use zones for local jobs and a custom quote beyond a set radius.
Send a Event Rental estimate for approval, then turn it into an invoice when the work is done.
Event Rental estimate template