Unfiltered with Aaron Whiley: What Party & Events Rental Businesses Are Really Saying About Their Systems

What became clear very quickly is that this sector operates under a unique kind of pressure.

When something goes wrong at an event, there’s very little room to recover. Expectations are high, timelines are fixed, and reliability matters just as much as availability. That reality shapes how operators experience their systems every day.

Confidence exists, but often with caveats

Most respondents told us they feel broadly confident their current systems will support them in the short term. On the surface, that’s encouraging.

But dig a little deeper and a more mixed picture appears.

Only a small proportion of businesses feel very confident. For many, systems work, but often with workarounds. Processes hold together, but rely heavily on people stepping in to fill the gaps.

That difference matters in a sector where consistency and accuracy are critical.

Turnaround times remain a constraint

Turnaround time stood out clearly in the data.

A significant number of Party & Events operators need several days to prepare assets between rentals, with only a small minority able to turn equipment around the same day. In a market where bookings can be last-minute and demand can spike quickly, this directly limits flexibility.

It’s not a question of effort. It’s a practical challenge that affects availability, how often assets can be hired, and how quickly businesses can respond to customers.

Pricing and billing are where pressure shows up

Unlike some other equipment rental sectors, the most common customer complaints here aren’t about availability. They’re about pricing and billing.

Disputes around charges and invoice accuracy feature heavily in the feedback. That’s important, because Party & Events customers are highly attentive to what’s been agreed and what’s been billed.

When pricing isn’t clear or invoices don’t align with expectations, trust can be affected quickly. Many of these issues trace back to manual processes, disconnected systems, or gaps between sales, operations and finance.

Asset usage across the sector is steady, but there’s clear room to improve. Most businesses report that their assets are hired out a reasonable amount of the time, which isn’t a sign of poor performance. But it does suggest untapped potential.

Short booking windows, longer turnaround times and limited visibility all make it harder to get the most from existing assets. Over time, this can put pressure on margins and investment decisions.

Systems are starting to matter more

The type of system a business uses can make a noticeable difference. Operators using generic or heavily customised platforms report more challenges around billing accuracy and integration, while those using equipment rental-specific systems tend to report stronger confidence and fewer recurring issues.

In a sector where accuracy and reliability sit at the heart of customer relationships, how well a system fits is becoming increasingly important.

Despite these pressures, the outlook is positive. Many Party & Events equipment rental businesses expect to upgrade or change their systems within the next few years. Adoption of tracking, telematics and driver visibility tools is already well established, and interest in smarter scheduling and planning continues to grow.

Together, this points to a gradual shift towards more connected, data-led operations.

All of this matters because Party & Events rental plays a central role in moments people care deeply about. When everything works smoothly, it goes unnoticed. When it doesn’t, it’s very visible.

The insight from our benchmark work suggests many businesses are taking a closer look at whether their systems are still supporting the level of reliability and clarity the market now expects.

For those exploring ways to improve turnaround, tighten pricing accuracy and keep teams better aligned, platforms like our OnRent Events are built specifically around the realities of this sector.

If these themes resonate, the full Klipboard benchmark reports offer a deeper look at where the industry is today and what operators are preparing for next. Offer a deeper look at where the industry is today and what operators are preparing for next.