5 Things Contractors Should Know About Project Scheduling & Equipment Rental

You’re a busy contractor and you know how important project scheduling is to your productivity and for your customer’s satisfaction. Every aspect of a project has to be planned and scheduled well in advance to ensure that it’s completed on time and within budget. One aspect of project scheduling that can be particularly difficult for contractors is renting equipment that they don’t own themselves. Getting the job done requires the right tools and equipment at the right time. Here are some tips to make project scheduling and equipment rental a smooth, easy process.

Benefits of Equipment Rental

For a contractor, the biggest benefit of renting equipment, rather than buying it, is that there is no big investment to make. Some equipment can cost hundreds of thousands of dollars which is out of reach for a smaller contracting company. There are also a myriad of other costs like transportation, maintenance, repairs, and storage facilities. Renting is a far more affordable option, especially for equipment that is rarely used or needed only once for a special project.

Planning Ahead Is Key to Good Project Scheduling

When you’re bidding on a project, it might be tempting to offer a faster completion time than a competitor. After all, you want to win the bid.  But that might be a huge mistake. Take the time to truly evaluate the project and honestly evaluate what the client is asking for and what you’re actually able to provide. Consider your existing workload, projects that are underway, manpower available to you, and the materials, tools, and equipment necessary to fulfill the project.

Equipment Rental Scheduling

Once you’ve signed the contract with the customer and you’ve got a solid project schedule in hand, it’s time to line up your equipment. This should be done well in advance to ensure your people aren’t waiting around for equipment to be delivered. Some types of rental equipment like saws can be very popular and their availability at the last minute isn’t guaranteed. It’s best to schedule your equipment rentals in advance; this way you can be assured it’s available when you need it.

Estimating Time Needed

If you’re renting equipment, you’re generally charged a per-day rental fee. The cost varies depending on the type of equipment you’re renting. Heavy equipment can cost hundreds of dollars a day whereas smaller equipment might only cost a few dollars. That means every minute counts and you’ve got to make the most of your time. If you end up needing a piece of equipment longer than you first thought, the additional rental fees will come out of your profit on the job, so plan accordingly when project scheduling.

Unexpected Circumstances

Even the best laid plans can be ruined by inclement weather or other things outside of your control. While it’s not possible to fully prepare for every possible delay, there are some things you can do. Keep an eye on the weather forecast and anticipate rain, wind, or snowy conditions that might affect your project. Reschedule or cancel the rental equipment if necessary to avoid unnecessary costs if the delay will be substantial. In other words, be flexible and understand that there may be times your schedule has to be adjusted.


Renting equipment rather than investing capital and other resources is a great way for a contractor to keep their costs low. The equipment is well-maintained, delivered to the job site when it’s needed, and retrieved when the job’s done. If you’re a contractor that needs equipment on a regular basis, or on occasion, contact us at Vandalia Rental. We have a full line of equipment from air compressors to earth movers that we provide to contractors like you every day. You’ll appreciate our friendly service, top-of-the-line equipment, and competitive prices.