Free event rental software
RentalPro is free rental management software for party, wedding and event hire. See what is available right now across your chairs, tables, marquees, linen and tableware, record what comes back after each event, charge for breakages and missing pieces, and send invoices with delivery and setup on their own lines — free, with no card.
Free to use · No credit card · Works on your phone
Where event hire gets messy
Peak weekends stretch your stock
A Saturday wedding and a Sunday corporate lunch draw on the same chairs and tables. You need to know how many of each are free right now before you say yes to the next enquiry — not after.
What comes back is never what went out
You send out 150 chairs and 300 glasses. Some return on Sunday night, the rest after clean-up, and a few never do. Counting returns in batches, against the right event, is where paper and spreadsheets give up.
Breakages and missing pieces
Cracked plates, lost cutlery and stained linen are small amounts that add up. With the replacement cost already on each item you can charge for them at return, instead of working it out afterwards — or forgetting.
Delivery and setup are real costs
Much of the work in event hire is not the hire itself. If delivery, setup, dismantling and waiting time are buried in the price, you cannot see what an event actually earned.
What you get — free
Stock per item
Owned, out and available for every chair, table, marquee and place setting, with a low-stock warning at the level you choose.
Draft orders for confirmed events
Build the order as soon as the booking is confirmed — chairs, tables, linen, tableware — without it counting as out. It moves to out when the van leaves.
Returns in batches
Record what comes back on Sunday night and what comes back after clean-up. Each batch is charged for the days it was actually out.
Breakages and missing items
Mark pieces broken or lost at return, with replacement cost pre-filled from the item. Written-off pieces leave your available stock.
Delivery, setup and collection as lines
Delivery, collection, labour (setup, dismantling, waiting time), cleaning and late fees are separate lines on the invoice.
A price for each client
Pricing is per order line, so one client pays your standard rate and another a negotiated one — even for the same chair.
Categories that follow your trade
Group items as Seating, Tables, Marquees, Linen, Tableware, Staging — categories are free text, so they match how you already think about stock.
Invoices with your tax
VAT, GST or sales tax with your registration number, ready to print or save as a PDF.
Worked example: 150 chairs for a weekend wedding
A wedding hires 150 Chiavari chairs from Friday 12 June at £3.50 per chair per day. One hundred and thirty-eight come back on Sunday 14 June after the reception, and the last twelve after clean-up on Tuesday 16 June. The return day counts as a rental day, and each batch pays for its own time:
| Chiavari chairs | Days out | Charge |
|---|---|---|
| 138 returned 14 Jun 2026 | 3 | £1,449.00 |
| 12 returned 16 Jun 2026 | 5 | £210.00 |
| Hire charge | £1,659.00 | |
| VAT (20%) | £331.80 | |
| Total | £1,990.80 | |
Work out your own events with the free rental cost calculator — no signup — or let RentalPro do it for every order automatically.
Start with an Event & Party Hire catalog
While your catalog is empty, choose “Use a template” on the Items screen and pick Event & Party Hire. These items load in with rough rates and replacement costs for you to rename and re-price.
Starter catalogs are offered by country: this one is available to accounts set up in the UK, Australia, India, New Zealand and Ireland. Anywhere else, add your own items.
- Folding Chair
- Chiavari Chair
- Round Table (5ft)
- Trestle Table (6ft)
- Marquee 6m x 12m
- Marquee 3m x 3m Gazebo
- Table Linen (Round)
- Chair Cover
- Dinner Plate
- Wine Glass
- Cutlery Set
- Stage Deck (2m x 1m)
- Patio Heater
- Dance Floor Panel
Who it is for
- Party hire companies
- Wedding and marquee hire
- Corporate event suppliers
- Tableware and linen hire
- Staging and dance floors
- Chair and table hire
Versus a spreadsheet or the diary
What is free this weekend
Spreadsheet or paperCount it up by hand every time
RentalProOwned, out and available shown per item
Counting returns
Spreadsheet or paperA tally on the back of the delivery note
RentalProRecorded in batches against the event
Breakages and missing pieces
Spreadsheet or paperRemembered, or not
RentalProCharged at return from the item’s replacement cost
Delivery, setup and collection
Spreadsheet or paperFolded into the price
RentalProSeparate lines on the invoice
Invoices
Spreadsheet or paperRetyped for every event
RentalProGenerated from the order, with your tax
Cost
Spreadsheet or paperFree
RentalProFree
Frequently asked questions
Does it work for multi-day events?
Yes. Each returned batch is charged from the day it went out to the day it came back, so a weekend wedding, a week-long festival and a one-night party are all billed correctly.
Can I track glasses, plates and cutlery in bulk?
Yes. Items are tracked by type and quantity, so “Wine Glass × 600” works the way you would expect. Items can be counted as pieces or sets.
Can I charge delivery, setup and collection?
Yes. Delivery, collection, labour for setup and dismantling, and cleaning are extra charge lines on the order, shown separately on the invoice.
Can different clients pay different prices?
Yes. The rate is set on each order line, so you can give a regular client a better price on the same item without changing your catalog.
Does it have a booking calendar?
Not today. It tracks what is out and what is available right now, rather than reserving stock for future dates.
Is it really free?
Yes. Sign in with Google and use the whole system — unlimited items, customers and orders — with no card and no trial countdown. Early users keep free access.
Also free: rental cost calculator · rental invoice generator · all of RentalPro
Run your hire business free
Track stock, bill returns by the days each unit was out, and send invoices — all in RentalPro, free to use.
Free to use · No credit card · Works on your phone