Wedding rentals include much more than chairs and linens. The most important day in an engaged couple’s life is fraught with anxiety, hopes, and logistical concerns that could challenge an army logistician. Multiple events have their own needs, such as the bachelor’s party, wedding shower, rehearsal dinner, wedding, and reception. Weddings are meant to be once-in-a-lifetime events, so buying permanent items doesn’t make sense.
Wedding rentals can solve most of the wedding setup problems, but even the rental process has its own unique requirements, such as booking deadlines and conditions for returning rentals. Can you find a rental company that has everything you need? Probably not. You can find a turnkey wedding rental company, but no company has everything to satisfy the bride, groom, and their respective families. Most brides are demanding about their weddings – then, of course, there are opinionated families, mothers of the bride and groom, an arduous planning process, and tons of things to buy and rent from different vendors, and you have an incredibly stressful situation. It is important to hire a wedding rental company you can trust, such as Weinhardt Part Rentals, to ensure your special day goes off without a hitch.
Typical wedding rentals include tables, chairs, linens, china, tents, barware, glasses, flatware, flooring, stages, lighting, and cooking and refrigeration equipment. Luckily there are industry leaders, such as Weinhardt Party Rentals, that will supply all of the above and more.
Figuring out what to rent for a wedding is an oft-forgotten part of planning. Without sticking to a wedding rental checklist, your guests won’t have chairs to sit on, glasses to drink from, and forks to eat with. To help keep costs down, these items (and many more!) are usually rented, rather than purchased, from a trusted wedding rental company or may be included with your venue or catering packages. Either way, you should finalize your rentals about two to three months before your wedding.
Wondering what you should rent for your wedding and what you should buy? We’re here to help.
One realization you have when planning a wedding: You’re spending a ton of money on one day. It’s natural to want to buy everything. That makes it an investment, right? Not entirely. While it may be tempting to purchase everything (on sale, of course), sometimes it’s a better value, less expensive, and a lower chance of a major headache to rent your wedding supplies. The number one question to ask yourself: Will I really use this item later?
In recent years, event rentals have become anything but generic. From exotic fabrics to fashion-forward furnishings, all kinds of vendors loan out stylish finds to help couples create a magical mood. Best of all, they’ll generally ship their pretty goods just about anywhere. The hard part, then, isn’t deciding on what to rent or how to get it to your wedding location. It’s having to give the gorgeous pieces back.
This means that you have to make the most of these loaners while you have the chance. But with so many rental options at your disposal, you may get overwhelmed with your choices. To help you navigate the rental process and figure out which items to choose, we’ve tapped several experts for their wisdom. Their biggest piece of advice? Don’t get caught up in what your venue has to offer. “While it’s lovely to have an inclusive package,” says Danielle Mitchell of La Tavola, “there may be opportunities for upgrades that will make your event stand out from the others.”
That’s the thing about rentals—they can make your big-day dreams come true, without the commitment of a one-time purchase. “Many wedding venues are ripe for customization,” says Mitchell. “Bringing in upgraded linen, lounge, or stemware can help make the venue more suited to your design and aesthetic, truly making your big day one of a kind.” Ahead, you’ll find a list of wedding essentials that you never knew you could rent. From stages to stemware, there’s no shortage of accessible items for you to use—and there definitely isn’t a shortage of ways to integrate these pretty pieces into your event.
Table of Contents
- 1 Tents
- 2 Tables and Chairs
- 3 Dance Floor
- 4 Electricity
- 5 Linens and Napkins
- 6 Dinnerware, Flatware, and Barware
- 7 Floral Accoutrements
- 8 Lounge Furniture
- 9 Restrooms
- 10 Miscellaneous Items
- 11 What do You Need for an All-Inclusive Wedding Venue?
You might have heard just about everyone ask, “Do you have a Plan B?” If you’re hosting an outdoor wedding, it’s a good idea to have a tent at the ready in case of inclement weather—and that doesn’t just include rain. Your guests should be kept comfortable and shielded from the blazing sun or billowing winds. But that’s not all—a marquee entrance tent, gutters, a stage for your musicians, climate control, clear sides, and pole covers may be needed, too. In some cases, you may need a generator (more on that below) and a separate catering prep tent. Are you a fan of draping fabric across the tent’s ceiling? Include that as well.
Tables and Chairs
Tables and chairs are an important part of your wedding rental checklist for you and your guests to sit during the ceremony, cocktail hour, and reception—but don’t forget about other spots throughout your wedding where tables and chairs are necessary. Your musicians need a place to sit and rest their instruments. Add another table for your gifts and cards, another for your seating assignments, another for your cake and desserts, and another for your favours. You also may be surprised at how many different types of chairs and tables are available, whether you’re going for long farm tables with cross back chairs or modern square tables with Ghost chairs. Work with your venue coordinator and rentals company to figure out where tables and chairs will be needed based on your guest list and other details of your event.
Many venues will have a dance floor included, but for those that don’t, you’ll need to include it on your wedding rental checklist. Depending on how many guests are attending, you’ll be able to determine the size of your dance floor—industry standard dictates around 4-and-a-half square feet per guest, figuring that about half of your guests will be dancing at the same time. Wood is the most common type of dance floor available, but there are other options.
If you’re hosting a backyard wedding or a wedding in a rural venue, you may need to rent a generator. Think about how much electricity it requires to power your wedding. Your event space needs it to turn on the lights, your caterer needs it to cook and bake, your DJ needs it to play music, and your maid of honour and best man needs it to give their toasts via a microphone and set of speakers.
Linens and Napkins
There are a wide variety of table linen styles and fabrications out there—pick the ones that suit your overall wedding theme and style the best, and don’t be afraid to mix and match. We love sequined, striped, honeycomb, and damask designs.
Dinnerware, Flatware, and Barware
How else would your guests be able to eat and drink? When it comes to thinking about what to rent for your wedding, don’t forget chargers and serving plates, forks, knives, spoons, red and white wine glasses, water glasses, champagne flutes, highball glasses, rock glasses, and coffee mugs. And maybe something extra special for those signature drinks like mason jars.
Fresh, lush flowers will go a long way to make your big day look amazing, but what do you put them in? That’s where your florist comes in. Many florists provide rental items to support their arrangements. Opt to rent arches, aisle marker stands, vases, vessels, votive candles, lanterns, candelabras, etc.
Give your guests a quiet area to rest their feet and chat. Arrange a family room layout with vintage couches, armchairs, coffee tables, maybe a rug, and more.
Note: This should only be included on your wedding rental checklist if you’re hosting a backyard or tented event where restrooms aren’t easily accessible (or if you’d prefer your guests not use the restrooms in your home, in the case of a backyard wedding). Restrooms are a requirement, and rented restroom trailers are usually quite spacious and well-appointed.
Talk to your vendors (particularly your caterer) about other types of items you might need to add to your wedding rental checklist. For example, bartenders need coolers for cocktails to reach the perfect temperature, your waitstaff may need pitchers to serve drinks, and if you’re hosting a buffet or family-style meal, you’ll need serving dishes and more.
What do You Need for an All-Inclusive Wedding Venue?
All-inclusive wedding venues supposedly supply everything you need, but there could still be reasons to rent items from other companies if the reception is held elsewhere. You might also need to rent items for the bachelor party, bachelorette party, bridal shower, and rehearsal dinner. All-inclusive venues tend to be expensive, and you don’t want to rent the facilities for small weddings or small wedding-related events. You can get a better cost-value rate by renting materials and hosting these events independently.
Checking the fine print of an all-inclusive wedding contract is critical because some venues charge extra rental fees for key items. Some venues offer limited selections, and you might prefer to rent your own items from a more extensive selection of styles, colours, sizes, etc. The venue might provide beer and wine only, provide limited space for dancing and not provide an officiant, photographer, band, or florist.
Vines of the Yarra Valley Wedding Reception Venue is an all-inclusive wedding venue.
Table management is critical to the success of your wedding, reception, and rehearsal dinner. Your venue might supply tables and chairs, but many don’t. Weinhardt Party Rentals offers round, square, rectangular, and even specialty tables in various sizes. It’s important not to squeeze in the maximum number of tables because you need passageways for people to move around comfortably.
Using both rectangular and round tables provides a bit more room for traffic between tables. Specialty tables can also help fill awkward amounts of open space. Don’t forget that some of the guests might have mobility problems and need to be seated where they can easily access their seats from wheelchairs or walkers.
There are only a few items that are more important than linen rentals for reinforcing your wedding theme. Table linens rank among the most critical linen rentals because they enhance your vision and support your wedding theme. Choosing the right fabrics, colours, and napkin rings for wedding rentals can make the difference between a wedding with vintage charm or a modern, alternative ceremony. Some of the fabrics you can choose for linen rentals include linen, satin, damask, velvet, cotton, taffeta, and lace. Your linen rentals might include dazzling linens with sequins or embellished with faux leather.
Typical linen rentals include tablecloths, napkins, chair covers, chair sashes, table runners, overlays, and table skirts. Linen rentals should match table sizes, so it’s a good idea to get your linens from the same company that supplies your tables because they will have a good supply of the properly sized linens.
China rentals include flatware, glassware, utensils, and cups. These items can be rented for weddings, receptions, and related events. Ask your china rentals company whether they offer full settings at a discounted price. Look for a china pattern that matches your decor and theme before you commit to china rentals. Weinhardt Party Rentals offers a wide variety of china in various finishes and designs.
Glassware, flatware, utensils, barcraft materials, and cups can be rented, but be sure to rent extra cups and glasses. Hotels and other venues have glassware on hand, but you might prefer getting china rentals from your supplier if the company offers the perfect choices and pattern for your wedding theme.
Check out our list of Melbourne Wedding Hire Suppliers and Installers.
Depending on what your venue provides (or doesn’t), you may want to consider renting additional wedding-day garb such as barware, serving platters, upgraded decor elements, and more. Be sure to sit down with each and every vendor to go over exactly what they do provide and what they recommend that you rent in addition to their services.
When it comes to your wedding day, some things are better rented than bought. Be sure to vet your vendors and read your contracts thoroughly for a seamless wedding rental experience.
When it comes to an event as elaborate and expensive as your wedding day, you might be torn between wanting to splurge on the best and feeling the pressure to save. We know, we know, it’s only one day. Luckily there’s a sensible option that gives you the best of both worlds: renting. Wedding day rentals provide all the top-tier wedding gear you want at a fraction of the price.
No, this doesn’t necessarily make sense for everything that goes into your wedding planning, but for specific day-of necessities, renting is an obvious choice. Think lighting, linens, and even certain decor elements like candlesticks. Save the investment spending for things like your first house or shared car.
As with so many other things in the wedding planning space, there’s no black and white answer. What you rent may not be what someone else would rent and vice versa. Some brides rent their wedding dresses and buy every element of their DIY centrepieces. Others spent their budget on custom attire and rent everything else. It’s entirely up to you—and the market (some things are simply not available for rental, obviously).
However, the main question to ask is, will you use the item after the wedding’s over? If your answer is “no,” or “maybe, years down the line,” renting is your best bet. This way, you get the most out of using the item and don’t have to worry about whether or not it will come in handy in the future. Of course, things of sentimental value such as your attire or accessories are different. You might want to have them as keepsakes through the decades.