Depending on your wedding venue, you may need to supply some, if not all the rental items required to host your wedding reception and serve your guests. Here is your ultimate wedding rentals checklist.

When you book your reception site, be sure that you understand
what’s included in the rental fee. Each venue is different, so you have
to clarify with the site manager which items the venue provides and
which wedding rentals you must provide. (this list of questions to ask your wedding reception site will
help you determine what’s included) As always, make sure that
everything you have agreed upon is put in writing. Depending on the
venue – and the type of reception you’re planning – you may need to
supply some, if not all the items listed below.

Wedding Rentals Checklist


Here’s a breakdown of the types of tables you may need:

Guest Tables

36-inch rounds seat 4-6 guests.
48-inch rounds seat 6-8 guests
60-inch rounds seats 8-10 guests.
6 ft rectangle seats about 8 guests

Cake Table(s)
Appropriate size depends on size of cake, whether you’ll also have a
groom’s cake, and whether you’ll display both cakes on the same or
separate tables.   48-inch round usually works well

Head Table
Seats bridal party.  Often consists of rectangular tables placed end-to-end.

Sweetheart Table
in place of head table, small table that seats the bride and groom while the rest of the wedding party sits at guest tables.

Buffet Tables
If you have decided on a buffet dinner, you’ll need to arrange several
food stations, such as meet carving, etc. (Buffet tables may be provided
by the catering company.)

Gift Table
Size depends on the number of guests you are expecting.

Guest Book Table
A small table for your reception guest book.


For a seated dinner or buffet, you will need to provide seating for all
reception guests. For a buffet style cocktail reception you may able to
get away with enough chairs for half or more of the total number of
guests. You may need to rent or purchase chair covers separately. High
chairs for children should be available from rental companies.


Linens and Chair covers

Linens and Chair covers may be included with the rented tables and chairs, or you may need to source them elsewhere.



For a formal sit-down reception, tables are usually set with complete
place settings.  At a buffet reception where guests serve themselves,
plates and silverware may be located at the buffet table.



A large tent or canopy may be required for receptions held outdoors to protect you and your guests from the sun or rain.

Options: Tents and canopies come in different sizes and colors. A
smaller tent (20-by-20 feet) will accommodate about 40 guests at a
sit-down dinner. A 20-by-40 about 200, and a 60-by-100 about 500 or
more. Depending on the shape of your reception area, you may need to
rent several smaller canopies rather than one large one. Contact several
party rental suppliers to discuss the options.

Take pictures of the site for references for your tent rental
company. Although they should survey the facility themselves before they
set up the tent, the pictures are a good reference for them when you
first set up an appointment.

Heaters/Air Conditioners

You may need to rent heaters if your reception will be held outdoors and if the temperature may drop below sixty-five degrees.
There are electric and gas heaters, both of which come in different
sizes. Gas heaters are more popular since they do not have unsightly and
unsafe electric cords. In warmer climates, portable AC units may be
rented for outdoor events.

Dance Floor

The size of your dance floor will depend on how many guests you expect.
They can range from 12 by 12 feet up to 20 by 30 feet or larger.  Get
some graph paper and make a floor plan, and bring this to you when you
visit your rental company.


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