Free Event Rentals Purchase Order Template & Generator
A rental purchase order is dated in two directions at once. It records what is rented, tent size and sidewall count, table and chair counts, linen color and drop, stage deck and height, lighting runs, and it records the windows the supplier is being paid to hit: the delivery window before the event, the hours the venue allows for load in, and the strike window after. Counts, colors, labor hours, the damage waiver and the deposit all sit on the same page.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Tent and sidewall package | 1 | $2,400.00 | $2,400.00 |
| Table, chair, and linen package | 1 | $1,850.00 | $1,850.00 |
| Delivery, setup, and strike labor | 1 | $780.00 | $780.00 |
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Use-case checklist
What to include in a event rentals purchase order
Every mistake on a rental order comes due on a single day, and there is no second attempt. A tent line that does not say how the tent is anchored is the one that ends an event before it starts, because a site that cannot be staked needs ballast and the crew will not discover that until the truck is on the grass. Counts fail quietly in the other direction: order linen for 23 tables after the guest count moved to 26 and three tables go bare in front of the client. The strike window is where the bill grows afterward, since a venue with an 11 a.m. move out and a supplier planning to pull the tent that afternoon leaves the planner holding both the venue's overtime and the rental company's return trip.
- buyer, supplier, event, venue, and PO number
- rental item, size, color, quantity, and rate
- rental period, delivery, setup, and strike
- access, labor, weather, damage, and deposit terms
- approval, cancellation, payment, and invoice instructions
Example starting lines
| Description | Qty | Rate |
|---|---|---|
| Tent and sidewall package | 1 | $2,400 |
| Table, chair, and linen package | 1 | $1,850 |
| Delivery, setup, and strike labor | 1 | $780 |
Complete it cleanly
Reference the supplier quote, event and venue, delivery and strike windows, item counts, colors and dimensions, labor, venue access, weather plan, damage waiver, deposit, cancellation schedule, and invoice timing.
How to make an event rentals purchase order in 6 steps
Open the purchase order generator
Start from this page so the purchase order opens with fields and sample lines already set up for event planners, venues, caterers, and production teams. No account is needed to create or preview.
Enter both parties
Add your business name, address and contact details, then the supplier name and address exactly as they should appear on the record.
Add the event rentals lines
Replace each sample line with the real work or goods. Make sure the document shows buyer, supplier, event, venue, and PO number, rental item, size, color, quantity, and rate, rental period, delivery, setup, and strike.
Check the figures
Totals calculate as you type. Confirm quantities, rates, any tax line and the final total against your own records before you send anything.
Set the reference and dates
Give the purchase order a unique number and the correct date so it can be traced later and matched to related documents.
Review and download the PDF
Reference the supplier quote, event and venue, delivery and strike windows, item counts, colors and dimensions, labor, venue access, weather plan, damage waiver, deposit, cancellation schedule, and invoice timing. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
A 180 guest tented reception, delivered Friday and struck Sunday
Harper and Vale Events is releasing rentals for the Ainsley reception at Riverbend Pavilion on Saturday, May 16, 2026, against Crosstown Party Rentals quote CT-3388. Delivery lands Friday between 8 and 11 a.m., and the venue's move out deadline is 11 a.m. Sunday.
- 40 ft x 80 ft frame tent, staked on turf, with 10 sidewall panels (4 clear, 6 solid) and 2 gable ends: 1 at $3,200.00
- $3,200.00
- 60 in round tables seating 8, 23 at $12.50, plus gold Chiavari chairs, 184 at $4.25
- $1,069.50
- Ivory 120 in floor length linen, 23 at $18.00; replacement value $42.00 each if not returned at strike
- $414.00
- 12 ft x 16 ft stage deck at 24 in with skirting and steps, $640.00, plus 8 runs of market lighting inside the tent, $920.00
- $1,560.00
- Rental subtotal, four lines above
- $6,243.50
- Delivery, setup and strike labor, 36 crew hours at $45.00 (24 hours Friday setup, 12 hours Sunday strike, complete by 10 a.m.)
- $1,620.00
- Damage waiver, 10% of the rental subtotal; covers accidental damage, not missing or unreturned items
- $624.35
- Sales tax, illustrative only: 7% applied here to the rental subtotal and the waiver (see note)
- $480.75
- PO total authorized for the Ainsley reception
- $8,968.60
- Deposit due at signing to hold the date and the trucks; balance of $6,468.60 due seven days before load in, cancellation tiers run from the signing date
- $2,500.00
The count that settles the bill is the one taken at strike, not the one on this order. Damage waivers commonly exclude missing items, so three linens that went home in a guest's car can come back as replacement charges at $42.00 each on the final invoice. The tax figure above is illustrative for this example only: the rate, and whether rental charges, crew labor and the waiver are taxable at all, differ by jurisdiction, so confirm your own before you quote a client.
When this document is the right choice
Use this purchase order to authorize a purchase before a supplier fulfills it. A purchase order comes from the buyer and authorizes an order. The supplier later sends an invoice that references the PO number for matching and payment.
Frequently asked questions
Which dates go on a rental purchase order, the event date or the rental period?
All of them, and separately. Write the event date, the delivery window, the load in hours the venue allows, and the strike window with a completion time, then write the billed rental period, which on a Friday delivery and Sunday strike is longer than the one day you are actually using the equipment. Suppliers price the period, venues enforce the windows, and the two are not the same thing.
The venue sits over a parking deck and we cannot stake the tent. What goes on the order?
Put the anchoring method on the tent line itself: stakes on turf, or water barrels or concrete ballast with the count, the extra cost, and who supplies and removes them. Note the surface, the load in path, door and gate widths, and ask whether a utility locate has to be called before anything is driven into the ground, since that is a local rule and the venue or the supplier will know how it is handled there. A tent crew that arrives expecting turf and finds concrete becomes a same day change order.
The damage waiver is 10% of the rental. Does that cover broken and missing items?
Read the supplier's own terms, because a waiver is not an insurance policy and most suppliers treat the two cases differently. Accidental damage to an item that comes back is commonly covered, while items that never come back are commonly billed at replacement value, which on this order is $42.00 per linen. Assign someone to count chairs, linen and glassware back into the crates at strike and note shortages on the supplier's ticket before the truck leaves.
Our guest count moved from 180 to 205 eleven days out. How do I revise the order?
Reissue the purchase order with the new counts rather than phoning in an add. At eight per round, 205 guests need 26 tables and 208 chairs, so this order grows by 3 tables at $12.50, 24 chairs at $4.25 and 3 linens at $18.00, which is $193.50 before labor, waiver and tax. Ask the supplier whether the 40 by 80 tent still works once stage and dance floor are placed, and check the cancellation tiers.
Eight runs of market lighting and a stage. What power details belong on the order?
Write down the electrical load and where it comes from, because a tent on turf rarely has any. Say how many circuits the lighting and the stage need, whether the venue is feeding them from a panel or the rental company is bringing a generator, the generator size and who fuels it, who runs distro and cable, and who supplies ramps or matting where cable crosses a guest path. Attach the placement drawing so the crew knows which side the panel or generator sits on and how far the runs have to reach. A generator discovered on the Friday is a truck the supplier may not have free.
More purchase order templates
Start with the closest business workflow and adjust the details.