The Ultimate Guide To Storing Event Equipment

As an event planner, you’re always juggling a million things at once.

From coordinating vendors to managing venues, keeping everything on track can sometimes feel like a full-time balancing act.

One of the often overlooked, but incredibly important, aspects of this process is managing your event equipment. Whether you’re running large-scale conferences, intimate weddings, or outdoor festivals, the amount of gear you have to manage can be overwhelming.

And then there’s the question—where on earth do you store it all?

That’s where The Box Co. comes in. With a simple, efficient, and cost-effective solution, we take the stress out of storage by collecting, storing, and delivering your event equipment, all charged by the box. It’s storage that fits your needs perfectly—no wasted space, no hassle.

In this guide, we’ll walk through the challenges of storing event equipment, offer practical tips to keep everything organised, and show you why a service like The Box Co. could be your secret weapon in event planning.

The Storage Struggle For Event Planners

If you’re an event planner, you already know how much stuff goes into making events run smoothly.

Think about it: banners, tents, lighting rigs, sound systems, tables, chairs, decorations, catering equipment—the list goes on. And while some of these items are hired for each event, a lot of it is yours, waiting to be used at the next event.

But where do you keep it all in the meantime?

1. Clutter At Home Or The Office

It might start with a few bits here and there, but before long, your garage or office can start looking more like a storage depot.

Storing event gear at home might seem convenient at first, but it often leads to clutter and confusion. After all, do you really want piles of folding chairs or boxes of decorations cluttering up your living room or office?

2. Security and Protection Concerns

Event equipment isn’t cheap. Leaving your gear in a garage or home office leaves it vulnerable to theft, damage, or weather exposure.

And if you’ve got sensitive items like electronics or paperwork, storing them in less-than-ideal conditions could ruin them altogether.

3. Logistical Headaches

Imagine you’ve got a big event coming up, and you’re trying to pull together everything you need.

But half of it’s in your garage, some is stored with a colleague, and a few pieces are at an off-site facility. Nightmare! Without a centralised storage solution, you’re left running around, wasting time that could be spent perfecting the event itself.

Introducing The Box Co. – Smart Storage, Made Simple

The good news is there’s a better way to store all your event gear, and it doesn’t involve cluttering up your home or office.

The Box Co. offers a service that’s as flexible as your event schedule. We’ll collect your items right from your door, store them safely, and deliver them back to you whenever you need them.

And here’s the kicker—you only pay for the space you use because we charge storage by the box. No wasted space. No unnecessary expense.

How It Works:

1. Collection at Your Convenience:
   The Box Co. comes straight to your door to collect your items. You simply pack your gear into their sturdy boxes (or use your own), and we'll handle the rest. If you’ve got bigger items like tents or tables, no worries—we'll collect those too.

2. Safe and Secure Storage:
   Once your boxes are in their facility, they’re stored safely in climate-controlled environments with 24/7 security. Your valuable event equipment is protected from theft, damage, and the elements.

3. Flexible Delivery:
   When your next event rolls around, simply let The Box Co. know what you need, and we'll deliver it back to you—directly to your event venue if you like. No more driving back and forth to a storage unit across town.

4. Pay Only for the Space You Use:
   Forget paying for an entire storage unit when you’re only filling half of it. The Box Co. charges by the box, so you only pay for the exact space you need. It’s efficient and cost-effective—ideal for event planners who don’t want to waste money on unused storage space.

Practical Storage Tips For Event Planners

Using a service like The Box Co. already makes event equipment storage easier, but there are a few extra tips that can help you stay organised and stress-free:

1. Declutter and Organise

Take the time to sort through your event equipment before storing it. This is the perfect opportunity to get rid of anything broken or outdated. Then, group similar items together (e.g. all your lighting gear in one box, catering supplies in another). This will make your life much easier when you need them back for future events.

2. Create an Inventory System

It’s a good idea to keep a digital inventory of all your stored equipment. Take photos of what’s inside each box and store the details in a spreadsheet or app.

You’ll thank yourself later when you can easily check what you have in storage without opening a single box.

3. Store Seasonal Items Separately

If you plan events all year round, chances are some of your equipment is seasonal. Christmas decorations, outdoor festival gear, or summer tents might only be needed for part of the year.

 No need to clutter up your regular storage with things you only use once a year.

4. Consider Climate-Controlled Storage

Event planners often deal with delicate equipment like banners, paperwork, or electronics that are sensitive to temperature changes or moisture. By storing your items with a professional self-storage company, you ensure they’re in climate-controlled conditions, keeping everything in pristine condition until you need it again.

Specialised Storage For Different Event Equipment

Here’s a quick breakdown of how to store specific types of event equipment:

• Banners:
  Always clean and dry banners before storing them. Rolling, rather than folding, helps prevent creases and wrinkles. Use tissue paper between layers for extra protection.

• Tents and Canopies:
  Ensure tents are clean and fully dry before storing to avoid mildew. Store poles and accessories in separate boxes for easy access. 

• Catering Supplies and Equipment:
  Group similar items (e.g. glassware, utensils, or food containers) together, and label the boxes clearly. Make sure everything is clean and ready to use straight out of storage.

• Lighting and Sound Equipment:
  Protect fragile lighting rigs or sound systems by padding them with bubble wrap or foam. 

Why Choose The Box Co. For Your Event Storage?

• Convenience: You don’t have to lift a finger—The Box Co. collects, stores, and delivers your items right to your door.
• Flexible Pricing: You only pay for the space you use. If you only need to store a few boxes this time, no problem. If you’ve got a bigger event coming up and need to store more, they’ve got you covered.
• Security: With 24/7 surveillance and climate-controlled conditions, your equipment is in safe hands.
• Stress-Free Logistics: No more driving to an off-site unit or rummaging through piles of gear. Just tell The Box Co. what you need, and they’ll deliver it directly to your door or event venue.

Storing Event Equipment

As an event planner, managing your equipment doesn’t have to be a headache.

With smart storage solutions, you can stay organised, protect your valuable gear, and focus on what really matters—putting on an incredible event.

Ready to simplify your event planning process? Get in touch with The Box Co. today and discover how easy and cost-effective storage can be!