How to Rent Party Equipment for a Wedding Reception

Tents, chairs, chocolate fountains: Everything's for rent, for a price.

By Steve Smith

Photo by iStockphoto.com

If you're holding a wedding reception and aren't able to borrow tables, chairs and other party equipment from the venue where your reception will be held or a local church or school, you will have to rent what you need. Depending on the size of your reception, renting party equipment can be a big task. There are many rental businesses that cater to wedding receptions with a large selection of rental equipment. They rent everything from chairs to decorations, and if you plan ahead and organize your efforts, the task will be much easier.

• What You Need to Know
• Gather up the important information before you start shopping: number of guests, budget and size restrictions for your chosen venue. This will put you in a prime place to gather quotes and compare apples to apples as you review what different service providers have to offer.

Step 1:

Finalize your guest list, and get an accurate count of everyone who will be attending. Chances are you did this when you rented your reception venue. However, double-check to be sure of your headcount. Plan to rent about 5 percent more equipment than you think you'll need for the guests who forgot to RSVP or those who change their plans at the last minute and are able to attend after all.

Step 2:

Write down all the equipment needed for your party, such as tables, chairs, decorations, dishes, table linens, tents, DJ stations, speakers and anything else you want to include. Discuss your list with your reception venue, which may be able to provide some of this equipment for you.

Step 3:

Find the best price and highest-quality items by checking various party rental companies in your area. Be careful when you compare prices--compare total costs as opposed to hourly rates. Some rental companies include additional fees on top of the hourly rates. Others charge a flat fee, as opposed to a daily fee. Check all the fees, including charges for delivery and setup, and special access fees.

Step 4:

Ask the different rental companies if any of their discounts apply to your party. Some may offer lower rates when you rent more equipment. Others might discount your delivery or setup charge. It never hurts to ask, and any discounts will help you stay within your budget.

Step 5:

Select your company based on service, price and quality of the rentals. You can ask to see the chairs, tables and other wedding party equipment you are going to rent before you finalize. If this is an option, take advantage of it. Reserve your party equipment at least three months before your wedding day.

• Tips & Warnings
• Check references for any company you plan on hiring.
• Remember, price is not always the bottom line. Service, reliability and quality are equally important factors to consider.
• For an inexpensive but classy look, ask for chair covers as part of your linen-rental agreement.
• Chocolate and champagne fountains are two rental equipment items that add a fun touch to a wedding reception.