Updated – October 28, 2024
Planning a wedding is a thrilling yet sometimes overwhelming experience, especially when it comes to securing the right rental company. Whether you need tables, chairs, linens, or specialty decor, asking the right questions is crucial to finding a reliable partner for your big day.
While some venues offer all-inclusive packages with everything you need for your wedding and reception, others may not. If you find yourself in the latter situation—or simply wish to explore different options—you’ll need to collaborate with a wedding rental company.
Before your initial meeting, it’s helpful to compile a comprehensive list of items you’ll need. Don’t forget to check with your other vendors, such as caterers, to see what they require (for example, tables for serving food). Additionally, having an approximate guest count and details about your venue will allow the rental company to provide a more accurate quote. The more information you share about your event, the better they can assist you. To help you make the right choice, we’ve compiled a list of important questions to ask when discussing rentals with the rental company.
What rentals do you offer?
Some companies have a niche market, like offering only mixed-matched china and no other rentals. Others may offer everything, which can help save money on delivery and set-up charges.
Have you worked at my reception location before?
This can be very helpful, especially if your venue has specific delivery and pick-up windows, but it is not a reason not to hire the right rental company for your event. Make sure to hire a company that completely understands your vision.
Do you have a price list for your rental items, or do you have an all-inclusive package?
Any company you consider should be able to explain their pricing and various packages fully.
What is your delivery area?
This is important. Some rental companies have a limited delivery area, while others are happy to travel to Timbuktu (for an additional fee, of course!).
What is the cost of delivery?
It is essential to know what the delivery costs are.
Can I pick up items to save on the delivery fee?
This is a good question to ask and can save you a little money, especially if you only need a few items and can easily transport them.
Do you provide set-up and tear-down? Is this included in the cost, or is there an additional fee?
If you are only getting a few items, this may not be important. However, if you are hosting a soiree for 200, it could be worth an extra fee to have the rental company set up and tear down, so you and your family don’t have to.
Can I hire you to flip the room?
A flip is typically done when the ceremony and reception are held in the same space. Some rental companies will flip the room for a fee.
When will the items be delivered and picked up?
Some rental companies provide a window for delivery and pick up, while others may give a specific time. Get this written out in detail in your contract. This is very important, especially if your venue has specific load-in and load-out times. Also, check with your other vendors who will need to use some of the rentals to be sure everything will be ready and available when they need it. Also, if your guest count increases, be sure to add items to your list so you have the correct number of items you need. Be sure to keep your vendors in the loop.
Are there additional costs for special delivery requirements (e.g., specific delivery/pick-up time), and difficult installations?
This is something that often gets overlooked. For example, if your florist needs to deliver and set your centerpieces by 10 AM and your table linens have a delivery window of 10 AM-Noon, you may need to ask for a specific delivery time so that you ensure your tables are ready for the florist to set up.
If tents are needed, can you recommend what size and location I will need for my guests and what it will cost?
Different-sized tents have different costs, and different locations require different sizes. Remember that you may need more than one tent to accommodate your guests and the location.
What is your policy on damaged or missing items?
Accidents happen, and linens and napkins are notorious for getting misplaced. Knock on wood that doesn’t happen, but don’t forget Murphy’s Law. Have them go over their damage/missing items policy and what the costs will be if that happens. Also, ask if there’s a charge if it is an Act of Mother Nature.
Who will be my contact on the day of the wedding?
Ensure you have a contact name and cell phone number for someone who WILL be available the day of your wedding. This person should have a copy of your rental list and be able to help with any issues.
How far in advance must I book your services?
During popular months, vendors can book as many as one to one and a half years in advance. Even if the company can handle multiple events on any given day, it does have limits on the number of events it can service, so be sure to book early.
What is your cancellation policy?
No one wants things to change, but unfortunately, things happen. Be sure to ask what their cancellation/date change policy is, just in case you need to make changes or cancel. Just remember that wedding vendors reserve your date and turn down thousands of dollars in business to set aside their services for you.
Is a deposit required?
If so, when and how much? Is it refundable if I need to cancel or change my date? More often than not, your wedding vendors will ask for a deposit and signed agreement as a sign of commitment. This fee is typically 50% of the total. It is also common practice for the remaining balance to be due at least two weeks before the wedding day.
Can you recommend ways to keep me within my budget?
Your rental provider has worked with all types of budgets and should be able to provide tips for where to save your money and what to splurge on!
By asking these questions, you can find the right rental company to help create the atmosphere you want for your wedding. Click here to download a printable copy. Be sure to check out the amazing rental companies and other vendors on Happily Connected.
