Before meeting a wedding rental vendor, it's helpful to have a rough idea of what you need, an approximate number of guests, and the reception location. The more information you give them about your reception, the more accurate the quote will be. I've included some helpful questions to ask when working with various wedding rental vendors (linens, tools, photo booths, silverware / dining, chairs, lighting design, flower, furniture, decoration) below.
Choose a Wedding Rental Company
Which items can be rented? Some companies market niche in just one category. Others may have package options that will save you time and money. It never hurt to ask.
What is the rental fee? Do you have a price list? Some vendors refer to the all-inclusive package, while others may offer you several options. The second is more flexible with strict budgets. Any company you are considering should be able to fully explain the differences of their various packages.
Have you worked at my reception area before? This is very important for event design and rental. Not only logistics but also facility layout is a factor. Any reputable person who has already run the facility will be able to give honest advice on what you need. They can base this on past customers and future accommodation. There's no right or wrong way to plan a wedding, so make sure they fully understand your vision.
Do you provide delivery, setup and collection? Is this included in the cost? Once again, logistics is very important. Some people have limited coverage while others will travel to Timbuktu. They should take the stress out of preparation by arranging the rented items. Prices should also include collapse. The last thing you'll want to squeeze in is a bunch of middle-pieces that have to come back the next morning at 10:00 ?!
When will the products be delivered and received? Write this in detail in your contract. I heard many horror stories due to a communication breakdown. You know the most important part of your wedding is right … that's the part that sucks. Your wedding must be perfect. I was having a wedding recently, another vendor was 10 chair covers short for the whole room. They noticed the customer who was adding guests at the last minute and forgot to tell them. At the last minute, they had to cross the town during rush hour to get things together. Always keep your sellers in the loop.
If necessary, will you move the decorations from the ceremony to the reception area? This is mostly done for flower arrangements. You paid them the money, you'd better get the biggest bang for your buck! But who will take them to the reception? All you have to do is ask.
If there is a need for tents, would you recommend one large tent or multiple small tents at my reception area? Different size tents have different costs. Different locations require different sizes. Tents are great. Tents are big. Tents allow your parents to invite 3,000 people you have never met or met before. Oh yes, you have to feed those people. Tents also require a small army of people to build, ventilate, decorate, and demolish. Either way the factor between labor and frame rate.
What is your policy regarding damaged or missing items? It happens accidents and is notoriously misplaced sheets / seat covers. Hit the board so that nothing happens, but hey Murphy's Law. It is best for them to go through a common problem situation with you. For example, if you go for lighting design, 3.5 feet of space may be required between tables and perimeter of walls to account for guest walking space.
Who will be my contact on the wedding day? Make sure you have a contact person who will be available one day. This person should have a good understanding of the services you book.
How long in advance should I book your services? Vendors who do an excellent job tend to be busy. On average, popular dates fall between 1 and 1.5 years. Some companies can manage multiple events on any given day. It is important that they do not thin themselves. They should have a backup plan for emergencies.
What is your cancellation policy? A lot can change when you book between 1 and 1.5 years. We don't want anything to happen, but unfortunately it can happen. Since this happens occasionally every year, they should be able to answer your questions. Remember that wedding vendors reserve your date and turn away thousands of dollars to set aside their service for you.
Is a service person required? If yes, when and how much? Your wedding vendor will ask for some type of deposit and signed agreement as a sign of commitment. This fee is typically 50%, it is also common practice to pay the remaining balance 2 weeks before the wedding day.