Thanks to Carol Thomas of A-One Weddings & Events in Cheyenne for providing us with this handy little checklist!
Wedding Rentals – Make sure you have all the needed items!
Having an outdoor event or using a venue that doesn’t provide every item needed (or the
items that they provide don’t meet your style)? Well let’s talk rentals!
The starting point:
● Check which vendor provides what –
○ venue to see what they include in the price.
○ caterer to review what they include in their price. If you need to provide rentals for them, what do they need and will they unpack and repack the rentals?
● Contact a rental company with your total guest count, the budget you would like to work within (be realistic and honest, as a truly professional company will guide you to the best options), and if you have examples of styles that you like, provide those too!
Some items you may want to consider and discuss with your wedding rental company:
● Outdoor wedding:
○ Do you need a tent? Is it the main venue or will it just be your backup plan if the weather is unpleasant?
■ Will you want fabric draping, chandeliers, or other specialty decor?
■ You may also want to consider heating or A/C depending on the season and weather forecast.
○ Will you need power? Will you need generators to provide electricity for the DJ, band, caterer, and lighting? (These are a few suggestions that will need power, it’s not an exhaustive list!)
○ Restrooms? If you’re outdoors will you have adequate restroom facilities? Estimate around 4 stalls for women and 3 stalls for men per 150 guests.
● All venues:
○ Tables and chairs: You will also want to check if they are provided and meet your expectations at any venue you choose. Remember to include ceremony seating and any special situations like musicians that need seated while playing. In addition to tables for your guests you may need
tables for buffets, cake, and gifts.
○ Dance floor. If you are outdoors this may be a necessity, and if your
venue doesn’t have one or you dislike the one they have you will want to
make sure you have this in your list of rental items.
○ Linens and napkins. There are an array of fabrics, patterns, and colors to choose from, and linens are a wonderful way to customize your wedding and showcase your style! Renting linens ensures that they arrive clean and pressed and that you won’t have to deal with the hassle of cleaning/storing/selling them after the wedding.
○ Dinnerware, flatware, and barware. The best way to figure out what you need here is to start with the venue, caterer, and bartenders to see what they provide and any recommendations they will provide. Your wedding rental professional will answer any questions and assist you with
recommendations and suggestions.
— There are other rentals that may appeal to you depending on the look and atmosphere you would like to create from lounge furniture to ceremony decor like archways. Check with your local wedding professionals to learn about the options you have available.
● If your caterer is placing an order with the rental company, see if they will add your items to their order so that the wedding rentals are all delivered at the same time. This will keep you from having to pay multiple delivery fees, and if all rental items are from the same company you won’t have to keep the orders separate to make sure that they are returned to the correct rental company.
● Inquire if the company charges damage waiver fees and what these fees cover and, just as importantly, what is not covered.
● Review cancellation policies, deposits, retaining fees, and payment arrangements.
Written by & images provided by:
Carol Thomas, Professional Wedding Planner with A-One Weddings & Events event
rental specialist providing rentals throughout Wyoming, Nebraska, and Colorado