Equipment Handling & Care Guide

At AZ Backyard Party Rentals, we want your event to go smoothly from setup to teardown. This guide will help you properly handle, clean, and return your rental items — ensuring everything stays in top condition for your celebration and future events.

Follow these simple care instructions for tables, chairs, linens, tents, games, and more to avoid extra cleaning or damage fees.

💡 Need help or have questions about your rentals? Our team is always happy to assist — just contact us anytime before your event!

📦 Before Your Event — What You Should Do

✔️ Inspect Upon Pickup/Delivery

As soon as you receive your rentals:

  • Inspect each item for visible damage, loose screws, stains, or defects.
  • Report any pre-existing issues to us immediately so you’re not held responsible later.This helps protect you from damage claims for issues that were already present.  

✔️ Plan Placement & Use

Before moving items into your event space:

  • Identify flat, level surfaces for furniture and equipment to prevent tipping or uneven stress.
  • Decide where items will go so you don’t have to drag or reposition them later; dragging can cause scratches and structural damage.  

✔️ Gather Protection Materials

To protect your rentals during transport and use:

  • Use blankets, moving pads, or soft cloths in your vehicle.
  • Secure items with straps so they don’t shift en route.
  • For open truck beds, add a protective layer to prevent scratches.  

🪑 General Equipment Care

🪟 During Setup & Use

  • Place tables, chairs, and other furniture on flat, stable surfaces only.
  • Avoid standing, jumping, or placing heavy objects on rentals not designed for those uses.  
  • Keep furniture out of direct sunlight for long periods if possible — prolonged heat can warp plastic and wood.  

🧼 Cleaning During Events

  • Keep a damp cloth handy for spills during your event.
  • Use mild soap and water when needed, but avoid harsh chemicals that can degrade surfaces.
  • Address sticky spills early to prevent stains setting.  

🚚 For Return

  • Wipe down all items to remove visible debris, food, or liquids.
  • Ensure items are dry before return — pooled moisture can lead to mildew.
  • Stack chairs and tables neatly just as they were provided.  

⛺ Tent & Canopy Handling

Tents are durable but require proper handling:

⛅ Setup & Stability

  • Place tents on level ground and secure them according to instructions (stakes, weights, or sandbags as required).
  • Don’t leave unsecured tents unattended in windy or bad weather.  

🧽 Cleaning Fabric

  • Spot-clean stains with mild soap and warm water.
  • Avoid bleach or discoloring chemicals unless advised for specific fabric types.  
  • Brush off debris before cleaning, and always fully air-dry the fabric before folding.  

🧰 Hardware Care

Dry metal parts thoroughly to prevent rust.

Check connectors, poles, and ropes after use for wear and tear.

Store ropes and stakes coiled and in a dry place.  

🎪 Handling Games & Specialty Items

  • Return all games with complete pieces and accessories in their original containers.
  • Wipe down surfaces and remove liquids or residue before packing up.
  • For equipment involving water (like pong buckets), empty, rinse, and dry thoroughly.  

🤝 General Safety & Best Practices

🧯 Inspect Before Use

Check all items upon arrival for missing parts, broken pieces, or hazards — this protects both you and your guests.  

📋 Follow Instructions

Some gear (like lighting, AV, or heaters) may come with manufacturer instructions. Always follow them to prevent misuse.  

⚠️ Avoid Misuse

Using equipment in a manner it wasn’t designed for (e.g., using chairs as ladders) can lead to damage and injury.

📞 Safety Comes First

If something doesn’t feel safe during setup or use, stop and contact us before proceeding.

🧽 Special Notes on Cleaning & Sanitation

  • Always use gentle cleaners and soft cloths to remove dirt and spills.
  • For fabric items, avoid over-saturating with water — this can cause shrinkage or mildew.
  • Hard surfaces can be wiped with mild soap and water; then dry completely.

Recent industry guidance highlights the importance of cleanliness and sanitized inventory for customer safety and equipment longevity (especially post-COVID recommendations for cleaning and surface sanitation).  

📅 Multi-Day Event Tips

For events spanning multiple days:

  • Check for new spills or dirt at the end of each day.
  • Sweep or wipe down floors and surfaces to avoid build-up.
  • Empty trash and clean areas where liquids might attract pests or stains.

Consistent daily upkeep helps prevent deeper stains and keeps rentals in great condition.

🔁 Return Expectations

When returning items, please:

  1. Clean obvious debris and spills.
  2. Dry all items thoroughly.
  3. Stack and pack pieces as originally provided.
  4. Report any damage that occurred — accidents happen!

Failing to meet care and return standards may result in cleaning or damage fees, deducted from your deposit.

🧠 Why This Matters

Clear care guidelines protect both your deposit and the quality of equipment available for future renters. Well-maintained rentals last longer and provide better experiences for everyone involved.  

📞 Questions or Help

If you’re unsure how to handle a specific item or get stuck during setup or tear-down, contact us — we’re here to help!