Event and party rentals software
DispatchMind runs a event and party rentals company from one place: calls and leads in, jobs on the schedule, the work on your team’s phones, then the invoice. Pick Event and party rentals when you sign up and it’s set up for your trade from the first screen. You can change any of it later.
A party rental business lives on weekends. Bounce houses, tents and stacks of chairs go out Friday and Saturday and have to come back Sunday or Monday. DispatchMind puts every delivery, setup and pickup on the calendar, gives each crew their stops, and keeps the setup notes and payment on the job.
A typical event and party rentals job in DispatchMind
- A parent books a Bounce house and Tables and chairs on your online booking page for a backyard birthday.
- The office builds the estimate from your price book, the customer signs it, and it turns into the invoice they pay up front by card.
- Saturday morning the crew sees the Delivery and setup job in the app with notes about the yard, power and where to stake.
- They set up, take a photo of the finished setup, and close the job out.
- A Pickup job is already on the calendar for the next day, and the crew adds photos of how they found the gear.
What event and party rentals owners tell us slows them down
Weekend crunch on deliveries
Everything goes out at once on Saturday morning. The dispatch board shows every crew side by side and the calendar shows the whole weekend, so you see who's heading where before the trucks roll.
Forgetting the pickup
A tent left in a yard an extra day is a phone call you don't want. Book the Pickup job when you book the delivery, and color tags show which jobs still need to come back.
Damaged or dirty returns
Torn vinyl and missing chairs cost money. Crews photograph gear at setup and at pickup, and the notes and photos stay on the customer page for next time.
Set up for event and party rentals from day one
Your job types
- Delivery and setup
- Pickup
- Tent install
- Bounce house
- Tables and chairs
- Site visit
- Will-call pickup
The details you keep on each job
- Event type
- Guests
- Setup surface
- Power on site
- Pickup date and time
A checklist for the work
Setup: Items counted against the order · Site walked with the host · Set up and anchored · Safety rules gone over · Photo of the setup · Pickup time confirmed
A starter price list
Your common items are already in your price book. You set every price; nothing is filled in for you.
- Delivery and setup
- Pickup
- Tent (quoted)
- Bounce house
- Table
- Chair
- Damage waiver
- Cleaning fee
Crews
- Put more than one worker on a job. The lead closes it out; the crew sees it in their app.
- Crew pay splits a job equally, or by a percent you set per person.
Nellie knows the trade
Nellie is the assistant built into DispatchMind. On a event and party rentals account she knows how your customers talk and what to ask:
- What date and time, and how many guests?
- Which items, how many of each?
- Grass or concrete, and is there power?
- The event address and the pickup time?
What she treats as urgent: Wind or storms forecast for a tent or inflatable: call the host; An inflatable or tent not anchored.
What she never does: Never quote a price the company hasn’t set; Never promise an item for a date before checking it is free.
Everything else
- Jobs move through four plain steps: Submitted, In progress, Pending, Done pending approval. Your trade’s own steps are color tags you can sort by.
- Estimates and invoices from your price book.
- A tech app for your team, with what each person may see set by you.
- Reports and commissions worked out from your own jobs.
- Bring your customers and jobs over from the system you use now.
Event and party rentals software: common questions
Can I schedule the delivery and pickup at the same time?
Yes. Book a Delivery and setup job and a Pickup job for the same customer when they order. Both show on the calendar and on the crew's app.
How do I handle tent installs that need a site visit first?
Book a Site visit job to check the ground, power and space, add photos and notes, then schedule the Tent install with everything the crew needs already on the job.
Can customers pick up rentals themselves?
Yes. Will-call pickup is its own job type, so you can have the order ready, take payment, and note when it went out and came back.
Can customers book party rentals online?
Yes. Your online booking page and website lead forms create new jobs, and Nellie can answer the phone and book when you're out on a delivery.
Can I try DispatchMind for my party rental business before paying?
Yes. Try it free for 14 days with all features on and no card. Set up one weekend of bookings and see how the crews like it. Then it's month to month, cancel anytime.
Related trades
Try DispatchMind free for 14 days
Set up for event and party rentals. No card, month to month.