5 Mistakes to Avoid When Renting Hedge Walls

What Are the Most Common Hedge Wall Rental Mistakes?

After providing hedge walls for hundreds of events across California, Texas, Nevada, and Arizona, we have seen the same mistakes come up again and again. Most are easy to avoid with a little advance planning. Here are the five most common pitfalls and how to sidestep them.

Industry data from the National Association for Catering and Events suggests that 60% of event decor issues stem from inadequate advance planning, particularly around venue measurements and load-in logistics.

Why Is Not Measuring the Space the Most Common Mistake?

This is the most frequent issue we encounter. A client books a "large hedge wall" without measuring the actual space where it will be installed. On event day, the wall is either too big for the space (blocking doorways or fire exits) or too small (looking like an afterthought in a cavernous ballroom).

How to Avoid It

Measure your installation space precisely. Record:

• Wall width and height available
• Distance from any doorways or exits (fire code clearance is mandatory -- local fire marshals enforce minimum clearance from exits per NFPA 101, the Life Safety Code)
• Depth available for the hedge frame (12-18 inches)
• Ceiling height for indoor installations

Share these measurements with your rental company before booking. A reputable company will recommend the right configuration for your space.

Mistake 2: Booking Too Late

Hedge walls are high-demand rental items, especially during peak wedding season (April through October) and the holiday party season (November through December). Booking last-minute means you may not get the size or style you want, or you may pay premium rush fees.

How to Avoid It

Book your hedge wall at least 6-8 weeks before your event. For peak-season events, 3-4 months is better. If your event is on a popular date (like a Saturday in June or a weekend near New Year's Eve), book as early as possible.

Ask your rental company about their cancellation policy when booking early -- most offer reasonable terms that allow you to adjust details as your event plans solidify.

Mistake 3: Ignoring Setup and Teardown Time

Every event has a tight schedule. We have seen situations where the event planner did not account for hedge wall setup time, leading to a frantic scramble as guests begin arriving. Or worse, the venue's post-event teardown window is too short and the wall cannot be removed in time, resulting in overtime fees from the venue.

How to Avoid It

Discuss timing with both your venue and your rental company:

• Setup -- Allow 30-60 minutes for installation, depending on wall size and complexity
• Access -- Confirm when the venue allows vendor access for setup (some venues restrict access until a specific time)
• Teardown -- Allow 20-30 minutes for removal and confirm the venue's required vacancy time
• Buffer -- Add a 30-minute buffer on both sides for unexpected delays

Build the hedge wall setup into your event timeline just like you would for catering, florals, and DJ setup.

Mistake 4: Choosing Price Over Quality

We understand budget constraints. Every event planner deals with them. But choosing the cheapest hedge wall option often results in a disappointing visual result that undermines the premium feel you are trying to create.

How to Spot Low Quality

• Sparse foliage that reveals the backing material
• Visible seams between panels that break the illusion
• Shiny, plastic-looking leaves that catch light unnaturally
• Unstable bases that wobble or lean
• Faded or discolored foliage from sun damage

How to Avoid It

Ask your rental company for in-person or video previews of their hedge wall inventory. Better yet, ask for references from recent events so you can see photos of their walls in real event settings.

A slightly higher rental price for premium quality panels pays for itself in the visual impact and photo quality of your event.

Mistake 5: Forgetting About Venue Restrictions

Not every venue allows every type of installation. We have arrived at venues to discover that the building does not allow wall-mounted installations, the floor cannot support weighted base plates, or the venue requires union labor for all vendor setup.

How to Avoid It

Ask your venue these questions before booking your hedge wall:

• Are freestanding installations allowed in the planned location?
• Are there any weight restrictions for the floor?
• Do you require vendor insurance, liability certificates, or NFPA 701 fire-rating documentation for decorative materials?
• Are there specific setup and teardown time windows?
• Is union labor required for vendor installations?
• Are there restrictions on anchoring methods (no staking in floors, no wall mounting)?

Share the venue's answers with your rental company so they can prepare the right equipment and plan accordingly.

Bonus: One More Mistake

Not communicating your vision. Sending a one-line email saying "I need a hedge wall" is not enough information for a rental company to deliver exactly what you envision. Share photos of the look you want, describe the event aesthetic, mention any add-ons you are considering (neon signs, florals, lighting), and provide your venue details.

The more information your rental company has, the better they can serve you.

Ready to plan your hedge wall rental the right way? Contact us with your event details and we will make sure everything is perfect.