What Is the Average Cost of Party Equipment Rental?
Why Party Rental Costs Feel So Unclear
Planning a party sounds simple until you start pricing everything out. Tables, chairs, tents, inflatables, sound systems—suddenly the numbers feel all over the place. One company quotes a few hundred dollars, another is double, and it’s hard to tell what’s actually “normal.”
If you’re hosting an event in West Babylon or nearby areas, this guide breaks down the average cost of party equipment rental, what those prices usually include, and what actually affects the final bill. By the end, you’ll have realistic expectations and a clearer way to budget.
What “Average Cost of Party Equipment Rental” Really Covers
The average cost of party equipment rental isn’t a single flat number—it’s a range based on what you’re renting, how many guests you’re hosting, and how long you need the equipment.
Most residential and small-event party rentals fall into these general brackets:
Small gatherings (10–30 guests): $150–$400
Medium events (40–80 guests): $400–$1,000
Large events (100+ guests): $1,000–$3,000+
These totals usually include a mix of tables, chairs, basic linens, and one or two feature items like a tent or bounce house. Delivery, setup, and specialty items can push costs higher.
Average Party Equipment Rental Prices by Item Type
To make costs easier to understand, it helps to look at pricing by category instead of one big number.
Tables and Chairs
These are the foundation of most rentals and usually the most affordable items.
Folding chairs: $2–$5 per chair
Banquet tables: $8–$15 each
Cocktail tables: $10–$20 each
For a 50-person event, tables and chairs alone often total $150–$300.
Tents and Canopies
Tents are one of the biggest cost drivers, especially for outdoor events.
Small canopy (10x10): $75–$150
Medium tent (20x20): $200–$400
Large event tent: $600–$1,500+
Tent pricing usually depends on size, setup complexity, and whether sidewalls or flooring are needed.
Inflatables and Entertainment Rentals
Popular for birthdays, school events, and backyard parties.
Bounce houses: $150–$300
Water slides: $250–$500
Obstacle courses: $400–$800
These are typically priced per day and may include basic setup.
Linens, Tableware, and Accessories
These smaller items add up quickly but elevate the event look.
Tablecloths: $8–$15 each
Chair covers: $2–$4 per chair
Dinnerware packages: $2–$6 per guest
For a formal or themed event, accessories can add $100–$400 to the total.
What Affects the Final Cost of Party Equipment Rental?
Two events with the same guest count can still have very different prices. Here’s why.
Event Size and Guest Count
More guests mean more tables, chairs, linens, and often larger tents. Guest count is one of the strongest pricing factors.
Rental Duration
Most party equipment rentals are priced per day, but:
Multi-day rentals often cost more
Late pickups or extended events may incur extra fees
Delivery, Setup, and Breakdown
Some companies include this in the base price; others charge separately.
Local delivery: $50–$150
Full setup/breakdown: $100–$300+
Time of Year and Demand
Peak seasons—late spring through early fall—usually cost more due to higher demand, especially for tents and inflatables.
Customization and Upgrades
Upgraded linens, specialty chairs, lighting, or themed decor all increase the final total.
Typical Party Rental Packages and Average Costs
Many rental companies offer bundles that simplify planning and pricing.
Step-by-Step: How to Estimate Your Party Equipment Rental Cost
If you want a realistic estimate before calling a rental company, use this approach.
Count your guests
This determines how many tables, chairs, and place settings you need.Choose your event type
Backyard party, wedding, kids’ birthday, or corporate event all have different equipment needs.Decide on indoor vs. outdoor
Outdoor events usually require tents and weather-related add-ons.List must-haves vs. nice-to-haves
Prioritize essentials first, then add entertainment or decor if the budget allows.Account for delivery and setup
Always confirm whether these are included or separate.
FAQs: Average Cost of Party Equipment Rental
How much does it cost to rent party equipment for a small party?
For a small gathering, most homeowners spend between $150 and $400 depending on items rented.
Is party equipment rental charged per hour or per day?
Most party equipment rentals are priced per day, not per hour.
Does party rental pricing include setup and delivery?
Some companies include it, while others charge separately. Always ask for a full breakdown.
Are party rental packages cheaper than item-by-item rentals?
Yes, packages often reduce overall costs and simplify planning.
How far in advance should I book party equipment?
Booking 2–4 weeks ahead is ideal, especially during peak season.
Conclusion: Planning with Realistic Numbers
The average cost of party equipment rental depends on what you need, how many guests you’re hosting, and how customized your event is. For most residential parties, budgets typically fall between $300 and $1,500, with larger events going higher.
If you’re planning an event in West Babylon or nearby Long Island areas, working with a local party equipment rental service helps ensure accurate pricing, on-time delivery, and equipment that fits your space and guest count.
Ready to start planning? Reach out to our team at Nassau Tent to get a personalized quote based on your event—not just an average.
