They’re the big and small details that make your day and provide comfort to your guests. Tents, portable toilets, linens, tables, dance floors and lighting all fall under the header of “rentals.” Don’t be overwhelmed – talk to your caterer, reception venue and DJ, and you might find there are lots of things those vendors are providing. The rest, you’ll need to rent.

Finding Rentals

What do you need for your wedding? That will depend on the type of wedding you’re planning. For an outdoor wedding, you’ll need to rent just about everything an indoor venue has: tables and chairs, linens, lighting, restrooms, a dance floor and possibly heaters or air conditioners. Unless your venue has one available, it’s also a good idea to rent a tent to protect your wedding from the sun or rain. (You’ll need 10-15 square feet per person; find out more about renting tents.)

Whether you’re celebrating indoor or outdoor, it’s always a good idea to check with your caterer to see what he or she provides. Some include linens, table settings and glassware in their packages. Ask whether serving dishes are included, especially if you’re doing a buffet. Who provides salt and pepper, sugar and creamer? Talk to your DJ – what lights does he or she bring? Do they have a dance floor?

Check the weather, too: do you need heaters or air conditioners? Be sure you’re aware of your reception site’s rules for tents and portable toilets. Many, especially historic sites, have a specific place on their grounds for tents.

If you’re holding your reception indoors, ask what is included with your rental: Tables? Chairs? Linens? Place settings? Serving dishes? Dance floor?

What items do you need for your ceremony? You can rent aisle runners, tables, kneeling cushions and arches or chuppahs, just to name a few.

And don’t forget about the extras you’ll need: tables for the cake, DJ, guest book and gifts; trash cans for garbage and recycling; decorations or greenery, to name a few.

Once you have your list of rental needs in place, start calling vendors who provide most or all of those items. Many companies list their inventory on their websites. Ask friends and family which rental companies they have used in the past and get recommendations from your caterer, reception venue and decorator.

Questions to Ask

• Here are some questions to ask when you meet with prospective rental companies:
• How long have you been in business? How long have you been providing rentals for weddings?
• What options are available in each area I need rentals? Many companies have different-colored chairs, linen or china; different sizes and styles of tents, etc.
• How long is the contract for?
• Who sets up and breaks down?
• When do you deliver and pick up?
• Are tents frequently cleaned and deodorized? (You don’t want a smelly, mildewy tent!)
• What are your payment, reservation and cancellation policies?
• Are there delivery or set-up charges?
• Can you reserve items “just in case”? (Consider this option for heaters, air conditioners or additional tents or canopies.) Are there charges if you need to cancel a “just in case” reservation?

Working with Your Rental Company

Once you’ve selected your company (or companies), keep them abreast of changes to your final guest list total and make sure your ceremony and reception sites will be available when they need to deliver, set up, break down and remove the items from the site. If your reception site has rules about where a tent can be erected, make sure your rental company is aware of the restrictions. It’s also good to make sure any rental items that your caterer may need are at your reception site in plenty of time.