Depending on your chosen venue, you may find yourself comparison shopping and negotiating with several vendors for rental items to complete your wedding décor. If you're getting married in a traditional venue and using a full-service caterer, these décor items are generally included in the cost of those contracts. However, if you are a DIY bride or have chosen to get married in an unfinished space, like a loft or a barn, or your non-traditional caterer only provides food (i.e. food trucks), you'll be working with rental companies to get your needs covered. Make sure you have a planned budget so you know what options are affordable for you. This free printable Budget Planning Worksheet can help!
Tip #1: Compare
- Get a few quotes for the items you determine you need. If you see a huge difference in price for comparable items between vendors, a little red flag should go up. Stop and investigate before signing the dotted line. You might end up with a ragged-old tent rather than one in pristine condition or worn linens versus crisp and new. Standard items are easy to compare side by side if you are seeing them in person or even inquiring about them over the phone. A few qualifying questions about price should get you to the bottom of the drastic difference in price.
- Specialty items such as vintage decor or furniture are often found only at a single vendor, as they are meant to be a one-of-a-kind statement piece. Sometimes it's even cheaper to find some of your own decorations if the venue allows it. For example, use your own lights such as these Vintage Bulb String Lights.
Tip #2: Consolidate
- When possible, after you’ve done due diligence in price comparisons, order as many items as possible from one vendor. This can save you money on delivery costs and give you bargaining power.
- Sometimes vendors have other companies they prefer to work and deals can be struck by bringing together “their” team of vendors. If it benefits you financially to have the caterer’s favorite rental company bring in the tent and dance floor (assuming quality is the same – see tip #1), then do it! Unless you’re beholden to give the business to your future brother-in-law’s 2nd cousin twice removed, there are many upsides to hiring vendors who are accustomed to working together. Our insider sources to event planners tell us the price is often right because vendors who work with each on a regular basis know and trust in each others set-up and tear down time.
Tip #3: Negotiate
- Yes, we said bargaining power! Brides and grooms, you mustn’t be afraid to negotiate. The worst that can happen is the vendor’s first price was their best price. If not and they can offer a better deal, you’ll be glad you asked.
Wedding Rental Checklist for the Venue:
- Tent (multiply number of guests by 15 for square footage)
- Dance floor
- Band stage
- Generators
- Amplification
- Lighting
- Port-a-potties
Don't forget to download and print this free Wedding Vendor Checklist!
Wedding Rental Checklist for the Reception:
- Chair covers (optional)
- Chairs (save money by using same chairs for ceremony and reception, if possible)
- Sweetheart table + table cloth
- Head table + table cloth
- Bar table + table cloth
- Cake table + table cloth
- Buffet tables + table cloths
- Cocktail tables + table cloths
- Dining tables (60" and 72" round tables seat more/table and are more space effective than square and rectangle) + table cloths
- Napkins (consider personalized options)
- Dinner plates
- Bread plates
- Salad plates
- Dessert plates
- Place settings
- Flatware sets
- Serving pieces
- Water glasses
- Wine glasses
- Champagne flutes
- Bar glasses
Be sure to download and print this free Wedding Reception Planning Worksheet!
Bonus Tips:
- Save money buy getting simple glasses and accenting with fancy champagne flutes, or vice versa. Stick to one size wine glass instead of separate red and white. Stock bar with one universal glass instead of various sizes. These personalized plastic cups are perfect for drinks and guests can take them home as a favor. Consider purchasing budget-friendly wedding supplies to supplement more expensive rentals to stretch your wedding budget. This Champagne Flue Set is a must if you are planning to purchase your own glassware!
- If you are not using a wedding planner or DOC, ask a trusted friend to take the job of being onsite when deliveries arrive and checking everything off the invoice.
You have nine months until your big day! Up next is choosing a florist, wedding party attire and hiring entertainment.
Follow our Month-by-Month Wedding Planning Guide for more tips for every phase of your planning process. Feeling crafty? We’ve handpicked our favorite DIY wedding projects too! Download and print these free Wedding Planning Worksheets for more help planning your big day.
Article written by: Melissa Collier
