Planning Resource
Corporate Event Planning Checklist
Planning a corporate outdoor event in Chicago? This checklist covers everything from venue and permits to equipment, vendor credentials, and day-of logistics — so nothing falls through the cracks.
Timeline
What to do — and when
6 Weeks Out
- Lock the date — confirm with stakeholders before committing to vendors
- Confirm venue type — determines whether permits are required (private vs. park)
- Get vendor quotes — include date, head count, and full equipment list
- Nail down a guest count estimate — drives tent size and table/chair quantities
- Book rentals and pay 50% deposit to hold your date
- Verify vendor credentials — licensed, insured, SIOTO Safety Seal certified
3 Weeks Out
- Finalize guest count — this drives final tent size, tables, and chairs
- Confirm rental order details — tent, tables, chairs, sidewalls, add-ons
- Confirm delivery window — when does the crew arrive, when is access needed?
- Assign internal point of contact — one person who can answer vendor questions on-site
- Share venue access with vendors — gate codes, dock info, on-site contact
- Confirm cancellation and weather policy in writing
1 Week Out
- Reconfirm delivery date and time with your rental company
- Make sure vendor has your venue contact name and number
- Check the weather forecast — Chicago shifts fast
- Prepare a backup plan if weather is marginal (sidewalls, indoor space, go/no-go time)
- Send event details to attendees — time, location, parking
Day Of
- Rental company: delivery, setup, full teardown after the event
- Your team: venue access (make sure the crew can get in)
- Your team: permits (if required — rental company doesn't pull them)
- Your team: attendee management, catering, run of show
- One point of contact on each side — avoid the 'who do I call?' scramble
What credentials should I verify before booking an event rental company?
Your reputation is on the line if the vendor no-shows or the equipment fails. Verify the company is licensed and insured — that's the baseline. A safety certification such as the SIOTO Safety Seal goes further: it means equipment and operations have been independently inspected and certified, not just insured after the fact.
That distinction matters to corporate buyers and venue coordinators who need to document vendor due diligence. Check years in business and, if possible, real event photos so you know they've handled events like yours. Finally, confirm cancellation and refund terms in plain language before you sign anything.
Sterling's credentials
Questions to ask before signing
- Are you licensed and insured?
- Do you hold a SIOTO Safety Seal or equivalent certification?
- Is setup included or billed separately?
- What is your delivery window and who needs access?
- Do you provide a dedicated day-of contact?
- What is your weather cancellation policy?
- What is the deposit amount and refund policy?
Day of — what does the rental company handle vs. what do I handle?
The rental company handles delivery, full setup, and post-event teardown. With the right package, that also includes an on-site crew and a dedicated day-of contact — one number to call instead of chasing the truck.
You handle venue access (making sure the crew can get in), permits (if required — permits are the customer's responsibility), attendee management, catering, and your run of show. The handoff is clear: you provide the site and the point of contact; Sterling provides the tent, tables, chairs, and labor.
Sterling handles
- Delivery & setup
- Post-event teardown
- Day-of crew
- Equipment COI / SIOTO docs
You handle
- Venue access & permits
- Attendee management
- Catering & signage
- Run of show
Common questions about corporate event rentals
How far in advance should I book corporate event rentals?
Sterling typically works on a 21–30 day lead time for corporate events. Lock your date and get quotes as soon as you have a venue and head count — summer and fall weekends fill fast. A 50% deposit holds your date; the balance is due at or before delivery.
What is a SIOTO Safety Seal and why does it matter?
The SIOTO Safety Seal is an independent third-party certification that verifies an event rental company's equipment and operations meet industry safety standards. It goes beyond basic liability insurance — it means the equipment has been inspected and the company has been evaluated for safe operating practices. For corporate buyers and venue coordinators who need to verify vendor credentials, it's a concrete signal. Sterling Event Rentals is licensed, insured, and SIOTO Safety Seal certified.
Is setup and teardown included in corporate rental pricing?
Every Sterling order includes professional delivery, full setup, and post-event teardown by our crew. The setup fee is separate from the equipment rental cost and is quoted with your order — so you see the full price upfront. There is no self-service option; our team handles installation and removal.
What if our headcount changes after we book?
Contact your rental company as soon as you know. Changes to guest count may affect tent size, table and chair quantities, and possibly package tier. Sterling's cancellation policy: full refund if you cancel 21 or more days before the event; no refund within 21 days or once equipment has been delivered and set up. The sooner you communicate changes, the more flexibility you have.
Do you provide invoicing for corporate orders?
Many corporate planners need invoicing for internal approval and payment. Ask when you request a quote or call (773) 692-7576 — confirm invoicing options for your order before you book.
Who handles permits — the rental company or us?
Permits are the customer's responsibility. Your rental company can tell you whether your tent size and venue type require a permit, and Sterling provides permit-related documentation (COI, SIOTO cert) that your venue or city may request. But the permit application itself is submitted by you or the venue, not the rental company.
What is Sterling's weather cancellation policy?
Sterling will not set up in forecasted unsafe conditions — high winds, lightning, or severe weather. When weather is marginal, we work with you to reschedule. Know your rental company's policy before the event: full refund 21+ days out, no refund within 21 days or once equipment is set up. Don't leave the weather decision to the morning of.
What package tiers does Sterling offer for corporate events?
Sterling offers several packages for corporate events, from basic tent and table/chair setups to full turnkey configurations with staging, sidewalls, flooring, and a dedicated day-of contact. See the packages page for a current list, or request a custom quote for larger or complex events.