How do I check an event planner’s inventory of décor, linens and props?

Ask for a full inventory list before you visit, organized by category: linens, furniture, lighting, signage, centrepieces and anything specialized. During the visit, check items against the list rather than trusting it. Look for stained linens, wobbly chairs, missing parts and props that clearly belong to a past trend.

Find out where everything is kept. Storage can be a company unit, a rented space or a staff member’s garage. Ask who holds the keys, how stock is tracked in and out of events, and what happens when something is lost or damaged by a client or vendor.

Ask about ownership. Some items may be on a lease, financed or borrowed for a single event, and others may belong to a client. Compare the list with the asset records your accountant sees. Finally, ask how often the stock is actually used. Pieces that have sat in storage for several seasons may not be worth keeping. A tidy, well-used collection says more about the business than a large one. Photograph the storage area and keep dated notes, so you and your accountant can later show what you saw. If pieces are missing or damaged, raise it before closing so it can be dealt with in the agreement.

Key takeaways

• Check items against a numbered list, in person.
• Ask who owns, leases or borrowed each major piece.
• Note condition and how often pieces actually leave storage.