The twelve questions
- What is the delivery window, and how narrow can you make it? "Sometime Saturday morning" is not a plan when your venue opens at nine.
- Is setup included or is it drop-and-go? Drop-and-go is cheaper and perfectly fine — as long as you know in advance that a hundred chairs will arrive stacked on a pallet and someone has to move them.
- Who takes it back down, and when? Collection the same night costs more than collection Monday, but Monday means the venue has to store it. Confirm with the venue, not just the supplier.
- Can the truck actually reach the door? Loading dock, kerb height, gate width, and whether there is a lift if you are not on the ground floor.
- What is the deposit and what triggers losing it? Stains and damage are obvious. Ask specifically about linens — that is where surprise charges usually appear.
- What happens if it rains? For anything outdoors, get the substitution or cancellation policy in writing. North Texas weather does not negotiate.
- Are the tables really that size? Confirm dimensions rather than trusting a product name. Eight-foot tables from two companies are the same length and sometimes a different width.
- Is the sound system included, and does it come with a spare microphone? One microphone is one point of failure for the entire evening.
- Is there a minimum order or a delivery minimum? Common, and it changes which supplier is actually cheapest for a small event.
- Is the quote before or after tax and delivery? Ask for the final figure you will pay. Comparing pre-delivery quotes between companies tells you very little.
- What is the cancellation deadline? Note the date in your calendar the moment you book, not the week you might need it.
- Who do I call on the day if something is missing? A direct number for someone who will answer on a Saturday — not the main office line.
Ask everything in one email
Send all twelve at once and ask for written answers. Companies that reply properly to a long email are the ones that answer the phone on the day. It is the cheapest reliability test available, and it takes ten minutes.
What things tend to cost
These are ballpark ranges for the Dallas–Fort Worth area, for planning purposes only. Actual prices move with season, day of the week and how far you are from the depot — a Saturday in spring is the most expensive slot there is.
| Item | Typical range | Worth knowing |
|---|---|---|
| Folding chair | $1.50–$3 each | Padded and resin cost more |
| 8-ft banquet table | $8–$14 each | Seat six for bingo, not eight |
| 60-in round table | $10–$18 each | Seats eight comfortably |
| Linens | $8–$20 each | Damage charges live here |
| PA with one microphone | $75–$200 | Ask about a spare mic |
| Delivery within DFW | $60–$150 | Stairs and long carries add more |
Two habits save more money than haggling. Book midweek where the event allows it, and collect small items yourself if you have a vehicle — delivery minimums are often what makes a modest order expensive.
The day itself
- Count everything as it comes off the truck, before the driver leaves.
- Photograph anything already damaged, with the driver present.
- Keep the delivery note. It is the only evidence of what actually arrived.
- Stack returns the way they arrived — it is often a contract condition.
- Do a final sweep of the room for linens under tables. They are the most commonly lost item and the most commonly charged for.
If the event is a bingo night, the running order and equipment notes cover what to prioritise when the budget is tight. The six-week checklist puts the booking deadlines in order.