Party rental software for orders that keep growing
Long lead times, quantities that change until the day before, and kit that has to be counted back in the morning after.
No monthly subscription to start — two plans lower your costs as you grow.
Party rental software, in short
reservationbay handles party and event hire: customers reserve tables, chairs, marquees, glassware and equipment weeks ahead, adjust quantities as the guest list firms up, and you deliver, collect and count back in. Stock is reserved from the moment the order is placed, not from the day of the event.
Party rental has the longest lead time and the least stable order in the business. A booking made in March for a wedding in August will change three times, and every change has to hold against everything else already reserved for that weekend.
That makes forward availability the whole game. You need to know what is genuinely free on the second Saturday in July, counting every provisional order already sitting against it.
What party rental businesses use it for
- Orders placed months ahead that hold stock for the event date from day one.
- Quantities adjusted repeatedly as guest numbers firm up, without rebuilding the order.
- Bundles for a standard table setting or bar package, priced as one line.
- Delivery and collection dates that differ from the event date itself.
- Part-delivery where some kit arrives early and the rest on the morning.
- Deposits and breakage charges settled against what actually comes back.
- Peak-weekend pricing across a season concentrated into a few months.
- Counting back in — glassware and linen where losses are the real cost.
The parts party rental leans on
Frequently asked questions
Can customers change quantities after booking?
Yes. Orders are meant to change — quantities adjust while the reservation holds, and availability updates for everyone else immediately rather than at some nightly sync.
Can I book delivery separately from the event date?
Yes. The hire period, the delivery date and the collection date are distinct, so kit dropped on Thursday for a Saturday wedding is unavailable from Thursday.
How do I handle breakages?
Count back in at return and record shortfall or damage against the booking. You settle that against the deposit hold rather than chasing an invoice afterwards.
Does it handle bundles like a full table setting?
Yes. A bundle prices as one line while reserving each component from its own stock, so you cannot sell a hundred settings when you have eighty tablecloths.
Can I price peak weekends differently?
Yes. Seasonal and date-based pricing exist because a Saturday in June is worth a great deal more than a Wednesday in February.
Hold the date properly
Create a free account and put a weekend's worth of stock in to see how forward availability behaves.