Choosing Wedding Rentals: What You Need & When

Planning your perfect wedding involves countless decisions, and choosing the right rentals is one of the most practical aspects you’ll need to tackle.

Wedding rentals can include everything from tables and chairs to dance floors and lighting equipment – each playing a vital role in bringing your vision to life.

This quick guide walks you through what you need to rent and when to secure these items, helping you stay organized and on budget throughout your planning journey.

Essential Wedding Rentals Checklist

  • Furniture
    • Tables (dining, cocktail, cake, gift)
    • Chairs (ceremony and reception)
    • Lounge furniture
    • Bars and service stations
  • Tableware
    • China and flatware
    • Glassware (water, wine, champagne)
    • Charger plates
    • Salt and pepper shakers
  • Linens
    • Table cloths
    • Napkins
    • Chair covers and sashes
    • Table runners

Timing Your Rental Reservations

Timeline Items to Book
9-12 months before Tents, dance floor, major furniture pieces
6-8 months before Tables, chairs, basic equipment
3-4 months before Linens, tableware, decorative items
1-2 months before Last-minute additions and adjustments

Smart Money-Saving Tips

  • Book during off-peak seasons for better rates
  • Bundle rentals with one vendor for package discounts
  • Consider mix-and-match styles instead of exact matches
  • Compare delivery fees between vendors
  • Ask about minimum rental periods

Questions to Ask Rental Companies

  • What is included in the delivery and setup fees?
  • Do you provide backup items in case of damages?
  • What is your cancellation policy?
  • Do you offer insurance options?
  • What happens if items are damaged or lost?

Special Considerations

Weather can significantly impact your rental needs, especially for outdoor weddings.

Calculate guest count plus 5-10% extra for rental items to ensure you have enough.

Most rental companies require a security deposit, typically 25-50% of the total rental cost.

Next Steps for Success

  • Create a detailed inventory list of needed items
  • Get quotes from at least three different rental companies
  • Read all contracts carefully before signing
  • Coordinate delivery and pickup times with your venue
  • Take photos of items during setup for documentation

For personalized recommendations and quotes, contact the American Rental Association at (800) 334-2177 or visit www.ararental.org.

Additional Planning Resources

  • Wedding planning apps with rental tracking features
  • Local wedding vendor directories
  • Online rental calculators
  • Wedding budget spreadsheet templates
  • Rental insurance providers

Common Rental Mistakes to Avoid

  • Underestimating setup and breakdown time
  • Forgetting to account for delivery fees
  • Not reading the fine print in contracts
  • Skipping the insurance options
  • Waiting too long to book essential items

Emergency Preparations

Weather Contingencies

  • Tent sidewalls and flooring
  • Heaters or fans
  • Rain date coverage options
  • Backup power generators

Backup Equipment

  • Extra tables and chairs (5%)
  • Spare linens
  • Additional lighting
  • Backup sound equipment

Making Your Wedding Vision Reality

Remember that rental decisions shape the overall atmosphere of your celebration. Choose items that align with your theme while maintaining practicality and guest comfort. Maintain open communication with your rental company throughout the planning process, and always have a backup plan for critical elements.

Start your rental planning early, stay organized with detailed checklists, and work closely with trusted vendors to create the wedding day you’ve always dreamed of. With careful planning and attention to detail, your rental selections will help create lasting memories for you and your guests.

FAQs

1. When should I start securing my wedding rentals?
Begin securing rentals 6-8 months before your wedding date. For peak wedding seasons or popular venues, consider booking 8-12 months in advance to ensure availability.

2. What are the essential wedding rentals most couples need?
Essential rentals typically include tables, chairs, linens, dinnerware, glassware, flatware, tent (if outdoor), lighting, dance floor, and serving equipment. Exact needs depend on what your venue provides.

3. How do I determine how many tables and chairs to rent?
Calculate guest count plus 5-10% extra, then determine table sizes (typically 60″ round tables seat 8-10 guests). Include tables for catering, gifts, cake, and guest book. Add ceremony chairs if needed.

4. What should I look for in a rental contract?
Ensure the contract includes delivery/pickup times, setup/breakdown fees, damage policies, cancellation terms, rain plan for outdoor events, and itemized pricing for each rental piece.

5. Do wedding rental companies require a deposit?
Yes, most rental companies require a 25-50% deposit to secure your date, with final payment due 1-2 weeks before the wedding.

6. Should I get insurance for my wedding rentals?
Yes, it’s recommended to either purchase insurance through the rental company or ensure your wedding insurance covers rental items for damage or loss.

7. What’s the typical delivery and setup timeline for rentals?
Most companies deliver 24-48 hours before the event and pick up 24-48 hours after. Setup usually occurs the day before or morning of the wedding.

8. How do I know if I need a tent, and what size?
Consider a tent if your event is outdoors or you need backup weather protection. Size depends on guest count, table layout, dance floor, and other activities. Generally, allow 12-15 square feet per guest.

9. What happens if rental items are damaged during my event?
You’re typically responsible for damaged or missing items. Costs will be deducted from your security deposit or charged separately based on the company’s replacement values.

10. Are rental items cleaned before delivery?
Reputable companies clean and sanitize all items before delivery. However, you can request to see their cleaning protocols and standards for peace of mind.

11. What’s the difference between standard and premium rental items?
Premium rentals usually feature higher quality materials, unique designs, or specialty items. Standard rentals are basic, functional items that meet general needs at a lower cost.

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