4 Essential Ways to Get an Event Furniture Rental Quote (and Why Quantities Matter)
An event furniture rental quote from Modern Event Rental starts with one thing: the items you need and how many of each. Send that list with your dates and venue, by quote cart, form, email, or phone, and we return a full quote covering the furniture, delivery, installation, and strike.
This guide explains the four ways to request a quote, what to include, and why we need real quantities rather than a price on one of everything. It is written for corporate event planners, trade show organizers, and agencies furnishing large conferences and multi-city programs.
Key takeaways
- There are four ways to request a quote: the quote cart, the Request a Quote form, email, or phone.
- Always send quantities. Pricing per piece does not determine availability.
- Quantities also set the crew size and the number of trucks, which are part of the cost.
- Include dates, delivery and strike times, venue address, and any venue rules.
- When a request includes quantities, dates, and venue, we aim to reply within one business day.
- Typical lead time is 3 to 4 weeks; orders inside 14 days carry a rush fee.
1. What are the ways to request a quote?
Use whichever fits how you plan. Every route reaches the same team and produces the same quote.
- Quote cart: add items and quantities from any product page in our event rentals catalog, then submit the cart.
- Request a Quote form: describe the event and items on our Request a Quote page.
- Email a list: send item names and quantities to rentals@moderneventrental.com. A spreadsheet, PDF, or floor plan with counts all work.
- Call: for large conferences or multi-city programs, call (800) 275-6015 and talk with the person who will run your event.
2. Why do quantities matter so much?
Because the quantity is what we are actually checking. A price for one of each item does not tell us whether we have 200 matching stools free on your dates, how many crew members the install needs, or how many trucks it takes to get there. Those three things decide whether we can do the job and what your event furniture rental quote really costs.
That is why we ask planners not to send one of everything to get pricing. Pricing does not determine availability. Send the list you plan to use, even if it is a first draft, and we will quote it in full. Changing quantities later is easy; quoting a list that was never real wastes your time and ours.
3. What should the request include?
The table below lists what to send with your event furniture rental quote request and why each item matters.
| What to send | Why we need it |
|---|---|
| Each item and its quantity | Confirms availability for your dates, and sets the crew size and number of trucks |
| Event dates, plus delivery and strike times | Schedules the crew and flags overnight, weekend, or after-hours work |
| Venue name and address (and city, if more than one) | Plans trucking, travel, dock access, and load-in |
| Floor plan or headcount, if you have one | Checks that the quantities fit the space and the attendance |
| Branding or custom pieces | Sets the lead time for printed graphics, and for custom pieces we fabricate when a design calls for them |
| Venue rules and insurance requirements | Lets us prepare certificates of insurance and follow union or dock rules |
4. What does a sample request look like?
A short email is enough. For example: Annual conference, March 10 to 12. Venue: [name and address]. Delivery March 9 after 6 p.m., strike March 12 after 5 p.m. Items: 40 × Stella Black Bar Stool, 10 × Nexus Black Bar Table, 6 × 8ft Blanc Registration Counter, 4 × City Loft White Sofa. Logo graphics on the counters.
From that, we can confirm availability, plan the crew and trucks, and return a complete quote, usually within one business day.
5. What comes back in the quote?
When your request includes quantities, dates, and the venue, we aim to send the quote within one business day. It is an itemized quote covering the furniture, any custom fabrication or printed graphics, and delivery, installation, and strike, with travel listed for events outside our home market and any after-hours work called out. No hidden line items. If you are collecting bids from several vendors, the planning resources from PCMA and our event furniture RFP guide help you compare quotes line by line. For a multi-city program, every city can sit on one account. When the quote looks right, here is how to reserve it. See how a large order moves from truck to strike in our delivery, install, and strike guide.
6. How far ahead should you ask?
Three to four weeks before the event is typical, and four to six weeks is ideal for large conferences or custom work. Orders inside 14 days are possible with a rush fee. The earlier we see real quantities in an event furniture rental quote request, the more of your first-choice pieces we can hold. For more on planning large orders, read our guide to corporate conference furniture or our event furniture rental FAQ.
Frequently asked questions about an event furniture rental quote
How do I get an event furniture rental quote from Modern Event Rental?
Send us your item list with quantities, event dates, and venue address. You can add items to the quote cart on our site, use the Request a Quote form, email the list to rentals@moderneventrental.com, or call (800) 275-6015 for large or multi-city events.
Why do you need quantities to quote?
Quantities tell us whether we have the pieces available for your dates, how many crew members the install needs, and how many trucks it takes. A price for one of each item does not answer any of those questions, so it does not produce a usable quote.
Can I request pricing on one of everything first?
We ask that you do not. Pricing per piece does not determine availability, and labor and trucking change with the size of the order. Send the list you actually plan to use, and we will quote it in full.
Can I email you a list instead of using the website?
Yes. Email rentals@moderneventrental.com with the item names, quantities, dates, and venue. A spreadsheet, a PDF, or a floor plan with counts all work.
What is included in the quote?
The furniture, any custom fabrication or printed graphics, and delivery, installation, and strike, with travel listed for events outside our home market. No hidden line items.
How far ahead should I request a quote?
Three to four weeks before the event is typical, and four to six weeks is ideal for large conferences or custom work. Orders inside 14 days are possible with a rush fee.
How fast will I get my event furniture rental quote?
When your request includes quantities, event dates, and the venue address, we aim to reply within one business day. Missing details, especially quantities, are the most common reason a quote takes longer.