3.05.2013

{wedding wednesday: event rentals}

As a wedding planner, a big part of my job is coordinating the rentals and making sure that there are enough tables, chairs, linens, etc. Getting rentals together can sometimes be left out, since it isn't always as obvious as, say, hiring your photographer. It also depends on whether or not your venue includes rentals in their site fee. They really are one of the most important elements of your wedding, however, since you'll obviously need a place for your guests to sit and eat. It's essential that you account for every single thing you'll need, which can be daunting. I want to give some tips today for getting your event rentals together, however, so it's not so stressful. 
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Even if your venue offers rentals for you to use, you'll still want to find out exactly what is included. If those white cotton tablecloths just aren't your thing, you can bring in specialty linens if you'd like, or do your own custom vintage place setting. Don't feel as if you have to use everything your venue has to offer, just because it's there. Mixing and matching items from multiple places is a sure way to create a personalized event that reflects the taste and style of you and your fiance.

You'll also want to ask your caterer or the vendor providing the bar what is included in their fees. Some caterers include a table and linen for the buffet, and some require that you provide it on your own. The same goes for the bar: some companies will provide the bar itself, along with all glassware, and others don't. You'll want to coordinate with these vendors before you put your final numbers in with your rental company.

If you're in Southern California, here are a few of my very favorite rental companies:


Oh, I also wanted to provide you all with the spreadsheet that I use (modified a little) when figuring out my rentals. Often I'll create multiple options for my clients, so they can compare the cost of different types of items. It has sections for each element of your wedding (i.e. ceremony, cocktail hour, check in, reception, cake table, etc.) so hopefully you won't forget anything!
You can download a copy of the spreadsheet here.
There are no real rules for Wedding Wednesday, I just ask that your post be wedding related. It doesn’t need to be the same topic that I’m posting about. I also ask that you try to visit a few other blogs to say hi, and I would love it if you would use my button (found here).

19 comments:

Joelle Duff :: Something Charming said...

This is so helpful for any type of event. I've always wanted to try YEAH! rentals too.

Joelle Duff :: Something Charming said...

Lady, you keep managing to find GREAT topics for Wedding Wednesday! Just like wedding insurance, this is definitely something that most couples overlook. And I didn't even know about all these rental companies! Awesome.

Joelle Duff :: Something Charming said...

Also? LOVE the new font & layout. :)

Joelle Duff :: Something Charming said...

Always LOVE your Wedding Wednesday - glad you are back :)

Joelle Duff :: Something Charming said...

Such great tips, a lot of people don't always take all the things you need to add and rent into consideration and are surprised when the wedding costs so much more than orignaly bargained!

Joelle Duff :: Something Charming said...

I'm getting married in 6 weeks, just found your blog! Adorable! I'm linking up next week for Wedding Wednesday! :)

Joelle Duff :: Something Charming said...

Thanks for sharing all your amazing info Joelle! I love seeing your process and how beautifully it's laid out!

Joelle Duff :: Something Charming said...

This is so helpful! I'm a wedding photographer in SF and am also planning my own wedding so this spreadsheet will definitely come in handy. (And I'll be sending clients to this post, too, for their own planning!).


Lovely blog & site. :)

Joelle Duff :: Something Charming said...

Wow so helpful! I'm thankful my venue does not require me renting out, seems so stressful! With your help and that spreadsheet, though, I bet it's stress-free!

Joelle Duff :: Something Charming said...

Definitely pinning this to remember! How nice of you to share the spreadsheet you use! I will say that rentals were the worst ... I totally forgot how I needed additional cocktail tables until the week of my event!

Joelle Duff :: Something Charming said...

Rentals really are something that a lot of people forget about! And I'm happy to share this spreadsheet with everyone. Hopefully it keeps people from forgetting about the important things :)

Joelle Duff :: Something Charming said...

Some venues do include rentals, which definitely helps reduce the stress sometimes!

Joelle Duff :: Something Charming said...

Thanks so much! It's good to hear that someone will be getting good use out of it ;)

Joelle Duff :: Something Charming said...

You're very welcome Evani!

Joelle Duff :: Something Charming said...

So sorry I didn't have a Wedding Wednesday post up for you today! Definitely come back next week for something fun :)

Joelle Duff :: Something Charming said...

I know, right?! My clients are always surprised when I come to them with the rental quote...it's so important, but often so overlooked!

Joelle Duff :: Something Charming said...

Thanks Caley! xoxo

Joelle Duff :: Something Charming said...

Thanks Emily! I know it might not be the most exciting topic, but it really is so important. Definitely check out some of these companies...they're great! xoxo

Joelle Duff :: Something Charming said...

They have such amazing stuff! It can be really expensive, but I swear I'm going to use them someday :)