The topic of wedding rentals is vast. And there are many factors that determine what rentals you need for your wedding. 

If you are hosting your wedding at a traditional (event/wedding focused) location, your venue may already offer or include the majority of the rentals you need. 

However, if you are hosting your wedding in a more non-traditional space (i.e. a park, beach, backyard, etc.), the list of rentals you need to coordinate will be much larger. 

Because this topic can be overwhelming, here’s a comprehensive guide to help you navigate the world of wedding rentals – no matter what your specific rental need circumstance may be:

Venue Necessities

Tents & Canopies

If you are hosting any part of your wedding outside, considering tents/canopies is a must. Adding a tent or canopy to your outdoor event can be a lovely design decision. There are beautiful tents that allow you to create an elegant indoor vibe in a lovely outdoor setting. Also, consider if adding some simply canopies or umbrellas could be a good idea to add shade or comfort to your guests during any element of the ceremony or cocktail reception.

However, if you’re thinking – “I don’t want to add a tent to my space. I picked this location because it is so beautiful – adding a tent is going to completely disrupt the vibe.” That is totally cool too. I understand. If this is you, you will still need to coordinate and reserve a “weather back up tent” in case of inclement weather. While I know this can be a bit of a pain, and not a scenario you want to focus on, believe me you will be glad you did if you do experience bad weather on your wedding day. A well coordinated tent (with cool lighting, side walls and carpet) can be the difference between still having a fun day and having your wedding completely ruined.

Whether you’re considering a tent for design, guest comfort or simply in case of bad weather, they are a critical rental if any part of your wedding will be hosted outside.

Lighting

This is another critical element to consider. Not just for design reasons, but for safety reasons as well. You must make sure all areas of your wedding are lit (even if it’s dimly lit to maintain “the mood”).

Here are a few lighting styles to consider incorporating into your wedding:

String Lights

These easily and affordably add ambiance and warmth to both indoor and outdoor spaces. They are fairly easy to incorporate into any space and create a really lovely, cozy vibe for any style of wedding. 

Chandeliers

While this might sound a little over the top. Chandeliers are a great way to introduce a touch of glamour and sophistication. If you don’t have a high ceiling to work with, think outside the box. Sometimes using cool shepherd hooks about 6-10 feet tall

Uplighting

Enhances the venue’s architectural features and matches your wedding color scheme. Uplighting is also very powerful if you are hosting your wedding in any sort of ballroom. The walls of ballrooms bounce the lighting from the uplights very well and can easily take on any color or theme you might be trying to create.

Guest Comfort

Seating

Chairs and seating is actually a big element to consider for your wedding. We will touch on it again when we discuss your ceremony and reception set up. 

However, for this segment I want you to consider guest comfort outside of the ceremony and dinner reception. 

Lounge Furniture Sets

Do you need to add additional seating for guests during the cocktail hour or post dinner reception? Does your venue provide enough seating for older guests who might need a break from the dance floor? If not, you might consider adding a lounge set area or two? Lounge furniture sets can really elevate a space and add to your overall wedding aesthetic.

Simple Low Rounds

If lounge furniture rental is not in your budget, simply renting/requesting from your venue a couple 48” or 36” low rounds with linens accompanied by simple chairs (the same chairs you used for your ceremony or dinner reception) to sprinkle around both reception spaces will usually do the trick. 🙂 

Climate Control

Another guest comfort you want to be mindful of is the temperature of the environment for your wedding. This is especially critical if your wedding will be outdoors. Take note of the temperature specifically during the dinner hour. This is the time when the guests will stop moving and be much more aware of the outside temperature (whether it be too hot or too cold). Take preemptive measures to make sure your guests will be as comfortable as possible. Here are some rentals to confider.

Heaters

Essential for fall or winter weddings in outdoor settings. Decide if you plan to create hot spaces for guests to congregate to warm up OR if you want to try to warm the entire space. Heaters can be expensive $80-$150 each (depending on what rental companies/venues will charge for the propane and labor costs) – therefore you want to be strategic. For example, if you’re trying to warm the area for dinner, you will need to plan for at least one heater per table. If you’re settling to just create a simple area for guests to congregate to warm up, you can obviously get by with less heaters. 

Cooling Fans, Misters, Shade Creators

Just as heaters are essential for chilly days, having gentle fans, misters or umbrellas or canopies to create shade reprieve for your guests is equally important. If you are hosting your wedding during a warmer time of year, also remember to have plenty of water stations available to your guests. All of these components will help guests stay cool and collected throughout your wedding day.

Remember, while all of these rentals are an additional expense, keep in mind, your guest comfort is key to your wedding being an enjoyable experience for everyone. The last thing you want is your guests remembering being uncomfortable at your wedding – this will overshadow all other memories and experiences they have that day. Whatever these costs will be, iIt is definitely worth the investment.

Ceremony & Reception Setup

This is the meat and potatoes of your wedding rentals. The good news is many times your wedding venue will help you with these staple rentals. However, just in case you have to figure it our from scratch, here are the elements to consider:

Tables

Dining Tables

Round, rectangular, or farm-style tables for your reception.

• Round tables are the best if you are trying to fit the most guests in a smaller space.
  • The typical round tables sizes are: 60”(8-10 guests per table), 66” & 72” (10-12 guests per table); I find opting for the 60 table size is best if you are looking fir the most guests into your venue space.
• Rectangular tables (Farm/Wood tables or King/Queens tables) can be a fun option to mix with round tables or create more a feasting style look for your reception. These tables typically take up more space than rounds – therefore they might not be the best choice if you are trying to make the most of your space. Conversely if you have plenty of room, these are a fun way to fill a large space if needed.
  • The typical sizes for the rectangular tables are:
    • Wood/Farm Queens tables: 8’ long by 40” wide (You can fit, 4 guests on each side and 1 guest on each end caps (if you have to)
    • Kings Tables: 8’ long by 48” wide (You can fit 4 guest on each side and 2 guests on the end caps (if you have to)

High Cocktail Tables

Perfect for the cocktail hour or a casual setting. (As I mentioned in the guest comfort section above, also consider adding a few low cocktail tables as well for an inexpensive low seating option for guests.

Sweetheart Table

A special focal point where the newlyweds can sit during dinner. This table can be a 48” round or a 4’ or 6’ rectangular table. I strongly recommend you consider a sweetheart table (vs. a head table) for your wedding. Choosing a sweetheart table over a head table usually allows you much more flexibility with designing the layout for your reception – because it takes up a fraction of the space a head table does. However, this is completely up to you – and you can usually get creative and accommodate either option if a head table is your preferred choice. 🙂 

Chairs

Ceremony & Reception Chairs

Resin folding, chiavari, x-back, chameleon are just a few styles to consider. If your venue includes chairs, it is important to see what they are to make sure they vibe with your wedding design. I am usually all about being frugal with your design elements, however, chairs are one element I always recommend my couples “splurge” on if the chairs the venue offers are not the best. Because chairs will be sprinkled throughout your wedding, they have a large impact on the overall look of the wedding. What’s more your guests will be intimately interacting with the chairs – as they will be sitting on them for a good portion of the wedding. Your chairs are definitely an element of your wedding you need  to address and not overlook.

Linens & Tableware

Tablecloths and Runners:

Complement your theme and add texture. Linens are a great way to add dimension and fun details to the overall look for your wedding. However, if you’re trying to cut costs, opting for a basic floor length poly linen (in a neutral tone – white, ivory) is always a safe bet no matter your color scheme or theme.

Here is a quick guide to linen sizes I recommend for a floor length look for your chosen tables sizes:

• 60” round table = 120” round
• 66”/72” round table = 120” round
• Queens Table or Wood Farm Table = 90”x156” rectangular linen
• Kings Table = 108”x156” rectangular linen

Napkins

Napkins are a must have for the table. You can keep them basic or decide to upgrade them to a speciality linen or color. This is often a fun way to add interest to your table without adding costs to your design budget.  

Chargers

First of all – what is a charger? A charger is essentially a “placeholder plate” for your table setting. The china for your dinner will not actually be on the table when your guests sit down for dinner. Therefore adding a charger, finishes the look of the place setting. Chargers are beautiful – but honestly completely unnecessary. (Haha!). They can also be a little on the spendy side. Glass chargers usually start around $11 each (and go up). If you opt to purchase melamine chargers they can also be around $3-$5 per charger. Therefore if chargers aren’t in your budget, consider opting for a colored napkin (as I described above). Napkins can bring a fun pop to your table design, creating more of a finished place setting look while not breaking your budget.

Glassware, Flatware & Plates

These are the last elements of your table design to consider. They are truly small details most of your guests will not even notice. Therefore, if you’re able to use what your venue or caterer includes, I say go for it! However, if you have the budget, it is sometimes fun to explore additional decor options in these categories. These little details can really elevate the overall look and feel of your wedding tables.

Decorative Elements

Arches & Backdrops

In my opinion these rental elements are completely optional. If you have a tight wedding budget, know you can still have a beautiful wedding without adding these elements. However, if you do have some wiggle room in your budget for these elements – they are definitely fun additions.

Ceremony decor

 Arches, chuppahs, floral columns, pedestals all create a lovely sense of an “altar” space for your wedding. 

Photo Op Backdrops & Spaces

Arbor walls, wood panels, neon signs, lounge furniture, balloon installs and fun floral arrangements combos have really become a fun focal point for many weddings. If budget allows, it is sometimes fun to create a beautiful backdrop for guests to take photos and sit and mingle. Obviously, this is not necessary, but could be fun to explore if it is in your budget.

Dance Floor

Solid or patterned dance floors can be a fun way to spice up your reception. Also consider wrapping your dance floor with your personalized monogram or symbol for your wedding.

Entertainment & Extras: Audio/Visual Equipment

Sound Systems & Microphones

This is a critical component of your ceremony and your wedding reception. Do NOT rely on your officiant or guests to simply “project” for speaking elements of your day. Microphones and speakers for your ceremony, emcee announcements and toasts are a MUST. Be sure to figure out if you need to rent these elements or if your venue or vendors will provide them.

Power Access

Many of your vendors will need access to power for your wedding. Be sure you know where access to power is for all of your wedding spaces. Also be sure the power that is available at each wedding space is sufficient for ALL your vendor needs. The last thing you want, is for your DJ and lighting source to be plugged into the same power source – and accidentally overdraw the source – causing your lighting and music to “go dark”. Yikes. Definitely a record scratch type of experience you want to avoid.

Stages

Adding a stage might be a necessity for your DJ or Band – or it could completely just be a fun upgrade to offer your entertainment vendor. Stages for your ceremony or your entertainment vendor, definitely create a more elevated professional vibe for your wedding. They are fun additions (again, if they are in your budget).

Projectors & Screens

These are sometimes must have if you hope to incorporate a video or slideshow into your wedding. These elements are not always provided by your typical wedding venue or vendors and usually have to be outsourced. Good to start this process early if this is an element you want to incorporate into your wedding.

Final Thoughts

Whew! I know that was a lot. Believe it or not, what we just reviewed is just the tip of the wedding rental iceberg. You can definitely expand on this list if your vision and budget allows. However, considering these main categories will definitely give you a running start. 

Rentals can significantly enhance the atmosphere and functionality of your wedding. By understanding what elements align with your vision, you can strategically choose rentals that match your style, fit your budget, and ensure guest comfort. Partner with a reputable rental company to explore available options and make your vision a reality. Here’s to designing the wedding of your dreams with ease and elegance!

I hope this guide helps you navigate the world of wedding rentals and create a memorable celebration!

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Casey Green Weddings, LLC | 2501 S Village Drive, Cottonwood, AZ 86326