Commercial Equipment Rental Planning Guide

Please review these commercial equipment rental planning tips before contacting TCI Event Rentals. The more accurate information you provide about your workspace, utilities, access and operating requirements, the more accurately we can recommend equipment and prepare your quote.

This guide is especially helpful when renting multiple pieces of commercial kitchen equipment, refrigeration, sinks, food warmers, cooking equipment or temporary foodservice equipment for conventions, hotels, casinos, caterers, festivals and large events throughout Las Vegas and Southern Nevada.

Know the Size of Your Work Area

Before renting multiple pieces of equipment, measure the total space available and consider how much room each item will require during operation. Equipment dimensions alone do not account for doors, ventilation, utility connections, staff movement or safe working clearance.

A 10-foot by 10-foot work area can fill quickly when it includes prep tables, a steam table, commercial refrigerator, oven, fryer, sinks and storage equipment.

• Measure the total length and width of the work area.
• Confirm the available ceiling height.
• Prepare a list of every piece of equipment that will occupy the area.
• Include equipment supplied by TCI, the venue, caterer and other vendors.
• Allow room for doors, lids and access panels to open fully.
• Allow sufficient space for staff to work and move safely.
• Identify where electrical cords, water hoses and fuel lines may run.
• Determine whether the surface is level and stable.

Measure the Delivery Route

The final work area may be large enough, but the equipment must also fit through every doorway, hallway, elevator and access point between the delivery vehicle and its final location.

• Measure the smallest doorway width and height along the route.
• Measure hallways, corners and narrow turns.
• Confirm elevator door dimensions, interior dimensions and weight limits.
• Identify stairs, ramps, curbs or uneven surfaces.
• Let us know if equipment must travel across grass, gravel, dirt or soft ground.
• Confirm whether a loading dock, freight elevator or forklift is available.
• Identify security gates, restricted entrances or delivery appointment requirements.
• Provide the exact drop-off and final placement location.

Please notify TCI before delivery if you believe access may be difficult. Photographs, measurements and a simple route diagram can help identify potential problems in advance.

Electrical Requirements

Commercial refrigeration, ovens, warmers, fryers, sinks and other foodservice equipment may require dedicated electrical circuits or specialized power. Do not assume that a nearby outlet can safely operate commercial equipment.

Before contacting us, determine:

• Available voltage, such as 120V, 208V, 230V, 240V or 460V
• Single-phase or three-phase service
• Available amperage and breaker sizes
• Number of dedicated circuits
• Receptacle type and location
• Distance from the power source to the equipment area
• Whether utility power or a generator will be used

Many commercial appliances require their own dedicated circuit. Sharing a receptacle or circuit between multiple high-demand appliances can cause voltage loss, poor performance or repeated breaker trips.

Commercial Refrigerators, Freezers and Walk-In Coolers

Proper electrical service is essential for commercial refrigerators, freezers and walk-in coolers. Inadequate power can prevent the equipment from reaching or maintaining the required temperature and may damage the refrigeration system.

• Use the voltage and amperage required for the specific unit.
• Provide a dedicated receptacle or circuit when required.
• Do not connect two commercial refrigerators to one receptacle unless the electrical service has been specifically approved for both units.
• Avoid excessively long or undersized extension cords.
• Protect cords and connections from water, traffic and damage.
• Confirm that outdoor receptacles and connections are appropriate for the operating environment.

TCI checks refrigeration equipment before it leaves the warehouse. After transportation, the equipment should remain upright and be allowed to settle before being energized. Follow the operating instructions provided with the rental unit.

Commercial refrigeration should be connected and allowed sufficient time to cool before food or beverages are loaded. Do not wait until service begins to power the unit.

Propane-Powered Equipment

Commercial ovens, ranges, steam tables, fryers, griddles, barbecue grills, tilting skillets and other cooking equipment may operate on propane. Propane requirements vary substantially based on the equipment, number of burners, operating temperature, weather conditions and length of service.

When requesting a quote, provide:

• The propane equipment being rented
• The number of units
• Expected operating hours each day
• The number of event days
• The menu and expected cooking volume

TCI supplies compatible hoses and quick-disconnect fittings for its propane equipment. Propane cylinder sizes and quantities should be selected based on the actual equipment requirements and expected operating time.

Do not place propane cylinders, hoses or cooking equipment in locations that conflict with venue or fire authority requirements.

Fresh Water and Waste Water

Temporary foodservice operations may require potable fresh water, hand washing, warewashing and waste water collection. Determine what water service is available before reserving sinks or sanitation equipment.

• Is potable water available at the site?
• How far is the water connection from the work area?
• Is a standard garden-hose connection available?
• Is sufficient water pressure available?
• Will fresh water tanks be required?
• Will gray water or waste water tanks be required?
• Where may waste water legally be discharged or removed?

Water hoses, tanks, pumps and waste water systems require additional space. Include these items when calculating the total footprint of the work area.

Hand Washing and Warewashing

Many temporary foodservice operations require a dedicated hand washing station and a separate three-compartment sink for washing, rinsing and sanitizing utensils and cookware.

Depending on the event and jurisdiction, sanitation equipment may include:

• Portable hand washing stations
• Three-compartment sinks
• Fresh water tanks
• Waste water tanks
• Soap and paper towel dispensers
• Sanitizing solution and test strips
• Drain boards, dish racks and bus tubs

Confirm current sanitation requirements with the venue, event organizer and applicable health authority before finalizing your equipment list.

Fire Safety and Cooking Requirements

Commercial cooking equipment may require specific fire extinguishers, clearances, ventilation or fire-suppression systems. Requirements vary based on the equipment, fuel source, location and venue.

Possible requirements may include:

• ABC fire extinguishers
• Class K fire extinguishers for commercial cooking oils and fats
• Approved ventilation or exhaust systems
• Fire-suppression systems where required
• Minimum clearance from combustible materials
• Approved propane cylinder storage and placement
• Venue or fire authority inspection

TCI rents equipment but does not approve a foodservice layout or determine regulatory compliance. The customer is responsible for confirming current requirements with the venue and applicable authorities.

Indoor and Outdoor Placement

Let us know whether the equipment will operate indoors, outdoors or in a temporary structure. Outdoor conditions can affect refrigeration, cooking equipment, electrical connections and staff safety.

• Confirm whether the surface is asphalt, concrete, grass, gravel or dirt.
• Determine whether the surface is flat and level.
• Consider direct sunlight, wind, rain and high temperatures.
• Identify whether the equipment will be protected by a tent or canopy.
• Confirm overnight storage and security arrangements.
• Provide adequate ventilation for cooking and heat-producing equipment.

Planning a Temporary Outdoor Commercial Kitchen?

Food vendors and event operators can review our Temporary Outdoor Commercial Kitchen Layouts planning page for examples of equipment commonly used by hamburger, chicken-and-fry, pizza, taco, barbecue, ice cream and beverage vendors.

The outdoor kitchen guides identify related rental equipment but do not prescribe a required equipment arrangement.

Delivery and Pickup Scheduling

Accurate delivery and pickup information helps avoid delays, overtime and access problems.

• Provide the requested delivery date and time.
• Provide the requested pickup date and time.
• Confirm venue loading hours and appointment requirements.
• Identify the on-site contact responsible for receiving the equipment.
• Provide a working mobile phone number for the delivery contact.
• Let us know about dock restrictions, parking limitations or security procedures.
• Confirm whether equipment must be delivered after hours or during a narrow time window.

Prepare an Accurate Equipment List

Before requesting a quote, make one complete list of the equipment and quantities required. Include accessories and support items that may be easy to overlook.

• Cooking equipment
• Commercial refrigeration and freezers
• Prep tables and cutting boards
• Sheet pans, hotel pans and speed racks
• Food warmers, steam tables and holding cabinets
• Hand washing and three-compartment sinks
• Fresh and waste water tanks
• Fire extinguishers
• Propane cylinders and hoses
• Electrical accessories and generators
• Trash receptacles and sanitation supplies

Frequently Asked Questions

Why does TCI need doorway and access measurements?

Commercial equipment may fit in the final work area but be unable to pass through a narrow doorway, elevator or hallway. Measuring the complete delivery route helps prevent delivery problems.

Can multiple refrigerators share one outlet?

Commercial refrigerators commonly require dedicated circuits. Do not assume that two units can safely share one receptacle. Confirm the electrical requirements of each reserved unit and the capacity of the available circuit.

Can I use an extension cord with commercial refrigeration?

Extension cords can cause voltage loss when they are too long, undersized or improperly rated. The correct electrical connection should be confirmed before delivery.

How much propane will I need?

Propane use varies by equipment, burner settings, weather conditions and operating time. Provide your equipment list, menu and operating schedule so appropriate cylinder quantities can be estimated.

Does TCI determine health and fire requirements?

No. TCI supplies rental equipment. The customer must confirm current requirements with the venue, event organizer, health authority and fire authority.

What information should I have ready before calling?

Have your dates, location, equipment list, quantities, guest count, menu, available power, water access, delivery route and placement conditions ready whenever possible.

CONTACT TCI EVENT RENTALS FOR EQUIPMENT AVAILABILITY & A CUSTOM QUOTE

702-604-8111