Do Fair Decorations Rental Include Setup and Takedown?

Planning a fair requires attention to detail, creativity, and, often, a significant amount of decorations to transform your venue into an inviting and thematic space. Whether you’re aiming to enchant with a vintage carnival atmosphere or inspire with a modern, sleek design, fair decorations rental companies offer a myriad of options to bring your vision to life. 

This guide delves into what you can expect when renting fair decorations, including the essentials of setup and takedown, and provides insights on selecting a reliable rental company to ensure your fair is as captivating and stress-free as possible.

What’s Included in a Fair Decorations Rental?

A fair decorations rental typically includes a variety of items to enhance the visual appeal and atmosphere of a fair. These items can range from large-scale decorations such as entrance arches, themed backdrops, and hanging decorations to smaller accents like table centerpieces, fabric drapes, and lighting fixtures. Rentals may also offer themed props, signage, and scene setters to create a cohesive look. Additionally, some companies provide installation and setup services, ensuring that the decorations are displayed safely and effectively for the duration of the event.

How to Look for a Reliable Fair Decorations Rental Company

When looking for a reliable fair decorations rental company, it’s important to conduct thorough research and evaluate your options based on several key factors. This process can help ensure that you find a company that meets your needs in terms of quality, service, and budget. Here are some steps and tips to consider in your search:

  1. Identify Your Needs

Before you start your search, clearly clarify the scope of your event. Consider the theme, size, audience, and location of your fair. Knowing exactly what you need, from the types of decorations to the scale of your event, will help you narrow down potential rental companies. A detailed understanding of your requirements ensures that you can communicate effectively with potential suppliers, making it easier to find a company that can cater to your specific needs.

  1. Conduct Thorough Online Research

Start with a comprehensive online search to compile a list of rental companies. Use keywords that match your event needs and location to find companies specializing in fair decorations. Look for customer reviews on outlets like Google, Yelp, and Facebook to gauge the reliability and quality of their services. You may also consider consulting the American Rental Association (ARA) to identify reputable U.S.-based rental companies adhering to industry standards. 

  1. Seek Recommendations

Ask for recommendations from coworkers, friends, or industry professionals who have organized similar events. Personal referrals can be invaluable because they come from direct experience with the rental company’s services. Networking within industry forums and social media groups related to event planning can also yield trustworthy recommendations. This approach helps you find companies with proven track records of satisfying customers.

  1. Evaluate Their Inventory

Review the company’s inventory to ensure they have a diverse range of high-quality decorations that match your fair’s theme and aesthetic preferences. A reliable rental company should offer a wide selection of items, from traditional to modern decorations, suitable for different event sizes and types. Check their website or request a catalog, and consider if they provide unique pieces that can make your event stand out.

  1. Assess Customer Service

Customer service is critical when dealing with rental companies. Reach out to your shortlisted companies to gauge their responsiveness, helpfulness, and willingness to work with your specific needs. A reliable company will offer excellent communication, be willing to answer your questions, provide suggestions, and accommodate special requests. Their approach to customer service can especially impact the planning process and the success of your event.

  1. Check for Flexibility and Reliability

The ability to adapt to changes and reliability in delivery and setup is crucial. Inquire about their policies on last-minute changes and cancellations and how they handle unforeseen circumstances. A reliable company will have clear terms and conditions, demonstrating their commitment to meeting your needs even when unexpected challenges arise. This includes timely delivery, setup, and takedown of decorations, ensuring that your event runs smoothly.

  1. Compare Pricing and Packages

Once you have a shortlist, compare their pricing and packages. Look for transparent pricing arrangements without hidden fees. Some companies might offer packages that bundle various decorations and services at a discounted rate. However, ensure that the cost aligns with your budget and the value you receive. Remember, the cheapest option is not always the best in times of quality and service.

  1. Request References and Portfolios

Ask for references and portfolios of past events they have decorated. A reputable rental company in Los Angeles, CA, will be proud to showcase its work and provide testimonials from previous clients. This step allows you to visually assess their capability to create the atmosphere you’re aiming for and confirm their experience in handling events similar to yours. It’s also an opportunity to verify their reliability and professionalism through feedback from other customers.


Can I customize my fair decorations rental package?

Yes, most decorations rental companies offer customizable packages to fit your event’s specific needs and theme. When you contact a rental company, discuss your vision and requirements in detail. They can tailor their services, including the selection of decorations, setup, and takedown, to ensure your fair stands out exactly as you envisioned. It’s important to communicate your expectations clearly to ensure the final setup meets your satisfaction.

Are there any additional costs involved in fair decorations rental?

While rental packages often cover the cost of the decorations themselves, additional fees may apply for services such as delivery, setup, takedown, and any extra customization requests. Always inquire about the full breakdown of costs upfront to avoid any surprises. A transparent company will provide detailed pricing, including any potential extra charges, ensuring you can budget accordingly for your event.

How far in advance should I book my fair decorations rental?

It’s advisable to book your decorations rental as early as possible, ideally several months in advance. This ensures you have a wide selection of decorations to choose from and secures the availability of the rental company for your event date. Booking early also provides ample time for planning and adjustments, making the process smoother and less stressful.

What happens if a decoration gets damaged during the event?

Accidents can happen, and it’s important to know the rental company’s policy on damaged items. Typically, companies will charge a fee for any damages incurred to their decorations during the event. Discuss their policy beforehand, including any security deposits or insurance options, to understand your liabilities and protect yourself against significant unexpected costs.


Fair decorations rental typically includes not just the decorative items themselves but often encompasses setup and takedown services as well. However, the specifics can vary by company, so it’s essential to clarify these details upfront. Choosing a reliable rental company ensures a seamless experience, allowing your fair to captivate and delight with minimal stress on your part.

Ready to transform your fair or festival with stunning decorations? Contact us at Rustic Yard Events today to consult your event needs and learn more about our rental, setup, and takedown services. Our dedicated team is here to ensure your event is beautifully decorated and seamlessly executed.