Party Rental Invoice Template
Create professional party rental invoices for tent rentals, tables, chairs, linens, and event equipment. Our template includes damage deposit tracking, delivery scheduling, and itemized equipment lists. Perfect for party rental companies, event equipment suppliers, and tent rental businesses. Download instantly in PDF, Word, or Excel format.
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Industry Standard
From
Branding & Authorization
Invoice Generator
Bill to
Subtotal$1,510.00
Tax Rate (8%)$120.80
Total (USD)$1,630.80
What to Include on a Party Rental Invoice
Professional party rental invoices should document:
Business Information- Company name and logo
- Business address
- Phone and email
- Website
- Business license number
- Insurance information
- Customer name
- Contact phone and email
- Event address
- Billing address (if different)
- Event date and time
- Delivery date and time
- Pickup date and time
- Event type (wedding, corporate, etc.)
- Setup requirements
- Item description
- Quantity
- Rental period
- Rate per item
- Subtotal per line
- Condition notes
- Equipment subtotal
- Delivery/setup fees
- Pickup/breakdown fees
- Damage deposit
- Sales tax
- Total due
- Payment schedule
Party Rental Pricing Guide
Standard rates for party rental equipment:
Tent Rentals- 10x10 pop-up tent: $75-150
- 20x20 frame tent: $300-500
- 20x40 pole tent: $500-800
- 40x60 frame tent: $1,200-2,000
- 40x80 tent: $2,000-3,500
- Clear-top tent: 50% premium
- 6ft rectangular: $10-15
- 8ft rectangular: $12-18
- 60" round (seats 8): $12-18
- 72" round (seats 10): $15-22
- Cocktail/highboy: $12-20
- Serpentine: $25-40
- White folding: $2-4
- Resin folding: $3-5
- Chiavari: $8-15
- Ghost chairs: $12-20
- Lounge furniture: $75-200
- Tablecloth (standard): $8-15
- Floor-length cloth: $15-25
- Chair covers: $3-6
- Napkins: $1-2
- Runners/overlays: $5-10
- Delivery: $75-300
- Setup: $100-500
- Breakdown: $75-300
- Rush delivery: 50% premium
Managing Damage Deposits & Liability
Protect your business with proper deposit policies:
Deposit Amounts- Small orders (<$500): $100-200
- Medium orders ($500-1,500): $250-500
- Large orders ($1,500-5,000): $500-1,000
- Premium/specialty items: 25-50% of value
- High-value items: Full replacement value
- Collect at time of booking
- Process as separate transaction
- Hold until equipment returned
- Inspect within 24-48 hours
- Refund within 7-10 days
- Document pre-delivery condition
- Photo all equipment
- Customer signs condition report
- Note existing damage
- Detailed return inspection
- Cleaning fees: $25-100
- Stain removal: $15-50 per item
- Torn linens: Full replacement
- Broken chairs/tables: Cost + labor
- Lost items: Full replacement + fee
- Require proof of event insurance
- Damage waiver option (10-15%)
- Clear contract terms
- Written damage policies
- Document everything
Party Rental Business Best Practices
Run an efficient rental operation:
Booking Process- Detailed rental agreement
- Clear delivery windows
- Site visit for large events
- Confirm ground conditions
- Verify power availability
- Route optimization
- Setup crew scheduling
- Equipment loading lists
- Delivery confirmation
- On-site contact required
- Real-time availability
- Maintenance schedules
- Replacement planning
- Seasonal demand tracking
- Equipment rotation
- Pre-delivery inspection
- Cleaning protocols
- Repair procedures
- Storage conditions
- Regular inventory audits
- 24-hour emergency contact
- Day-of event support
- Weather contingency plans
- Quick response to issues
- Post-event follow-up