All About Rentals: What You Need To Know About Tables, Chairs, Plates, Flatware, Stemware, and More
When planning a wedding or event, rentals can feel like a small detail—until you realize how many moving parts they involve. From the number of tables and chairs to the exact count of wine glasses and dinner plates, the logistics of rentals can quickly get overwhelming - and expensive!
But with a little planning and the right questions, you can make this part of your event seamless.
Start With the Basics
First, determine your guest count. Every rental decision starts with this number. Once that number is locked in, think through the event from start to finish:
How many tables do you need for dining? Cocktail hour? Buffet or dessert?
How many chairs per table?
Will you need separate tables for vendors, cake, gifts, or a guest book?
Are you doing a sweetheart just for the bride and groom, or a head table with the members of your wedding party?
Then there’s the tableware:
Dinner plates, salad plates, dessert plates
Forks (salad and dinner), knives, spoons
Wine glasses, water goblets, champagne flutes, coffee mugs
Chargers or specialty items for added style
Most rental companies offer packages, but it’s always a good idea to cross-check every item so you’re not caught short the day of the event.
Don't Forget Delivery, Pick-Up, and Timing
Once your inventory is confirmed, be sure to talk with your rental company about logistics:
What time will everything be delivered and picked up?
Do they set up and tear down, or is that your team’s responsibility?
Is there a delivery or pick-up fee?
Do they require items to be rinsed or repackaged a certain way?
These details can affect your timeline and your budget. Always confirm the delivery window fits with your venue’s access hours and your setup schedule.
Inventory and Backup
Rentals should always include a small buffer. People occasionally drop glasses. Silverware may go missing. Someone might bring an unanticipated plus-one. Order 5 to 10 percent more than you need—especially for smaller, easily lost items like dessert forks or wine glasses.
Also, confirm who is responsible for counting items before and after the event. Will your coordinator do this with the delivery team? Will someone sign off on quantities received and returned?
Style Meets Function
Beyond the numbers, your rentals are essential to your wedding’s look and feel. Think about style and cohesion:
Do you prefer round or rectangular tables?
Do you want classic white china, modern black flatware, or vintage mismatched plates?
What kind of linens will complement your theme?
Will you rent lounge furniture, umbrellas, or heaters for an outdoor event?
A good rental company will help you select the pieces that work well together and elevate your event’s overall aesthetic.
Work With Your Planner or Coordinator
Your event coordinator can help you determine what rentals you’ll actually need based on your vision, flow, guest count, and venue. They’ll also catch details you might overlook, like needing a bar back table or a beverage tub for non-alcoholic drinks.
An experienced planner will ensure your rental order is complete, confirm delivery and pickup timelines, and help handle any issues that may arise during the event.
Rentals are the foundation of your event experience—literally. Getting the details right will ensure your wedding feels effortless and beautiful from the first toast to the final dance.
Need help managing the details? At Central Coast Party Helpers, we’ve coordinated hundreds of successful weddings and events. Let us handle the rental inventory, delivery coordination, and setup so you can focus on celebrating.
Reach out today to get started.
