We have seen many wedding timelines out there that suggest you don’t need to start thinking about event rentals until 7-8 months prior to your wedding day. We’re probably a little bias, but we think that’s cutting it a liiiiiittle close, especially if your wedding will be hosted on a weekend, during peak season (that’s summer and fall here in Colorado) or on a holiday. While you might not be ready to book everything all at once, we do suggest reserving certain items as soon as you have decided on a wedding style, booked a venue, and have a pretty good sense of your number of guests. Below we’ve included a timeline to use as a guide when booking event rentals.
It’s best to book key pieces. If you’re having a sit-down reception, it’s at this point that you want to book your dining tables, dining seating and ceremony seating. They are the foundation for the style of your reception and book out the quickest.
At this point, you will want to book any other large furniture and ceremony items:
Ceremony arbors, backdrops, umbrellas for shade
Any occasional tables you will need for the ceremony or reception (think about the smaller, but important parts of the day--programs, ceremony exit materials, the guestbook, escort cards, gifts, wedding favors--where are you going to display all of these?)
If you’re having a sit-down reception, now it’s time to turn your attention to table setting essentials:
Tableware and catering items, such as cutlery, plates, chargers, glassware, napkins, napkin rings etc. Don’t forget to include plates and cutlery for each course.
We also suggest organizing additional glassware (and don't forget to consider that you will need glassware for both the cocktail hour and the reception).
You should now be ready to book the smaller décor touches:
Any signage, easel/stands needed for the ceremony and reception (welcome sign, ceremony instructions, order of events, drink menus, directional signage, table assignments etc.)
Cushions, rugs, textiles and small decorative items (aisle runners, aisle markers, lounge decor, tea lights, lanterns, vases for flower arrangements etc.)
You’ll want to make sure that everything you’ve booked works with the vision for your wedding and triple check you have everything you need by running through each part of your wedding and cross-referencing with your checklist.
Finalize guest numbers and adjust rentals accordingly.
Take a deep breath, pat yourself on the back for all your hard work and planning, and finally (and most importantly) enjoy the day!