A Guide to Hiring Event Equipment with YES Hire
The page that will help you understand how easy it is to hire with the best Event Equipment Hire company in Yorkshire!
Short on time? Try our quick guide instead!
1. Work out what you need!
Our website is a great place to get ideas about what you actually need to hire. Browse all our products on the button below, or use the menu to navigate to what you need.
For tableware and glassware, don’t forget to consider adding slightly more than the numbers of guests you’ll have. This can help with unplanned incidents such as extra guests arriving, or an accident with a plate!
Need help with estimating quantities, or on which ranges to choose? Drop us a line – we are here to advise!
2. Send us a Quote Request
The best way to send us your quote is by selecting your items on the website and building a basket. You can edit your items and quantities before check out so don’t worry about getting it right first time. Once you have added everything you need, click ‘finalise your quote’ to go to the details page.
At this stage we need to ask for some information such as contact information, and your event and venue. This is to ensure that we can fulfil your request with the dates and location you have in mind – it is a no-obligation quote, so no billing details are required!
If you prefer, you can instead email us a list of what you require, along with your event date and venue.
3. Confirm your order
Your request will be looked at by one of our team within one working day and we will get back to you by email. We don’t use AI responses anywhere in our business so please have patience in busy periods.
If we can help, we will respond with a link to confirm your quote. You don’t have to sign this yet if you’re still just gathering information. We will send a follow up email to you if your quote remains unsigned, just to check you’ve not forgotten. If we can’t help at all, we will still respond and give you an explanation as to why not and look to find a solution.
When you receive your rental agreement please ensure you read the terms and conditions (linked below). Once signed, your order is reserved. No deposits!
4. Finalise the details
Your order is reserved for you, and the items won’t be hired to anyone else once you have confirmed your hire. We will stop talking about your ‘quote’ and refer to it as an ‘order’. However, you may need to make some changes! We are more than happy to make adjustments, so please just get in touch! We recommend saving your quote as a pdf so you have a version on hand to work from.
If you don’t give much notice before your event that you need to drastically reduce, or cancel your order, we may charge a percentage of the lost hire. However, we avoid this where possible! You can read the full details of when, and how much we would charge in section 5 of our terms and conditions.
5. Payment
About two weeks before your event we will send an invoice. This will include a full itemised list of everything we will deliver to you once you’ve paid so it is worth double checking this. We request that you pay your bill in full before we can deliver anything. We prefer BACS payments but you can request a payment link, or pay in cash ahead of the big day. We do not offer a cash on delivery service.
It is at this time that we will look to book in a day and time with you for delivery and collection. We cannot offer a specific time, but we will agree a day with you. Ensure this day is suitable for your venue, and let us know of any access issues such as gate codes or opening times.
6. Delivery day!
We always recommend asking us to deliver well ahead of your event, giving you maximum time to decorate your event space or set up your kitchen. If you have a Saturday event, we can deliver Wednesday, Thursday or Friday at no extra cost.
Your delivery will arrive between 9am and 5pm, unless otherwise pre-arranged. Our driver will park as close as possible to your event space and will unload everything into the space for you. If you have furniture, stage, a dance floor or kitchen equipment this will all be set up for you!
Don’t forget to let us know of any access issues such as gate codes. We also need to know if the delivery involves a long walk from the closest vehicular access point, any stairs and any narrow doors or gates. This is so we can send the right team and vehicles. A phone number of someone on site so we can contact you if necessary is also really useful!
7. Collection day
After your event, we are here to take away a lot of the clean up stress! You do not have to carry your tables and chairs to a pick up point, nor spend hours cleaning glasses before collection! We do however ask that before our drivers arrive please
- put all linen and tableware back in the boxes or bags we delivered them in
- clear furniture, stages and dance floors of belongings and debris ready for loading
- ensure all catering equipment is emptied and cooled in advance
We kindly ask that you are ready for your collection. We are not able to help with your post-event clean ups. If your hire is not ready to collect at the pre-agreed time we may either return later, charging a second collection fee, or do the packing ourselves, which will also be billable.
8. Self-delivery and collection
Of course, if you are local to Topcliffe or Yorkshire-based and not hiring a lot, you’re welcome to come and get everything from our warehouse!
Handling your own transport means that you don’t have to wait for a delivery to arrive, but come and get it at your convenience. We are fairly flexible with hire times if you are handling the transport so let us know what is easiest for you! We do need to arrange a time to ensure someone is on site when you arrive.
Don’t forget to bring something to secure your load with (or a number plate if you’re hiring a fridge trailer!). Whilst we aim to help you load your car, during peak season that might not always be possible so please ensure you can stack your order yourself if necessary. Not sure if your order will fit? Check on the product pages for dimensions of our products, and the link below leads you to our downloads page where you can learn about the sizes of our tableware boxes.
8. Post-event
We collect everything dirty and clean it at out warehouse near Thirsk. We do count everything back in and check for damages. On a rare occasion that your damage waiver doesn’t cover the breakages, we will contact you to discuss it before sending any kind of second invoice!
Because we do all the cleaning, all you need to do is relax, and hopefully leave us a nice review, like the onles below!
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