How to Hire Wedding Decor & Rental Companies
If you’ve never planned a wedding before, the world of wedding rentals can feel like a maze.
Tables, chairs, linens, lighting, arches, centerpieces—where do you even start?
The truth is, nearly every couple rents something for their wedding, but most don’t realize how much those choices affect their budget, design, and overall experience.
Whether you’re planning a backyard celebration or a ballroom affair, this guide will help you understand what to rent, how much it costs, and how to choose the right rental company for your wedding day.
Why Your Venue Choice Affects Your Wedding Rentals
Before you fall in love with a venue’s view, it’s important to ask a key question: What’s included?
Some venues are “blank canvases”—they provide beautiful space but very little else.
That means you’ll need to rent everything, including tables, chairs, linens, and lighting. Other venues are full-service and include most essentials, but you may still want to rent upgraded décor or specialty furniture to match your style.
A few things to check before signing a venue contract:
Do they provide tables, chairs, and linens—and what condition are they in?
Are setup, teardown, and storage spaces included in your rental time?
Can you bring in your own rental company, or use one from their list?
Do they allow delivery the day before, or only on event day?
Understanding these details early can save thousands of dollars later—and make comparing venues much easier. Couples who plan rentals after choosing their venue often discover unexpected costs and logistical challenges.
💡 Pro tip: Ask for a “venue inclusions list.” It’s the best way to know what you’ll actually need to rent.
What Wedding Rentals Typically Include
Wedding rentals can be grouped into a few main categories. Depending on your venue, you might need some—or all—of these:
Tables & Chairs – standard banquet tables, rustic farmhouse styles, or high-end Chiavari chairs.
Linens & Table Settings – tablecloths, runners, napkins, chargers, and dinnerware.
Centerpieces & Décor – lanterns, floral stands, arches, candles, and signage.
Tents, Dance Floors & Lighting – essential for outdoor or evening receptions.
Before booking, confirm whether delivery, setup, teardown, and pickup are included. These details can affect your total by hundreds of dollars.
Wedding Rental Styles That Fit Your Theme
Your rentals set the tone for your entire day.
Here are popular style combinations couples love:
Rustic: farmhouse tables, wood chairs, wine barrels, greenery accents.
Modern: acrylic chairs, geometric centerpieces, minimalist lounges.
Classic: Chiavari chairs, white draping, gold chargers, and soft candlelight.
Romantic: floral arches, chiffon runners, vintage furniture.
How Much Do Wedding Rentals Cost? (Average Prices by Category)
Prices vary by location, guest count, and style—but here’s what most couples can expect:
| Category | Average Cost | What’s Included |
|---|---|---|
| Tables & Chairs | $3–10 per chair, $8–20 per table | Setup & delivery vary |
| Linens | $15–40 per table | Cloths, runners, napkins |
| Centerpieces | $25–100 each | Candles, vases, greenery |
| Tent & Lighting | $500–$4,000+ | Size, flooring, weatherproofing |
| Dance Floor | $300–$800 | 12’×12’ average |
| Delivery & Setup | 10–20% of total | Often hidden in small print |
A few cost factors to watch:
Guest count: more guests = more tables, chairs, linens, and décor.
Venue access: Limited drive-up access may increase delivery costs.
Season: peak wedding months often bring premium pricing.
Upgrades: colored linens or specialty chairs add flair—but also expense.
How to Choose the Right Wedding Rental Company
The best rental companies combine quality inventory with exceptional service.
Here’s what to look for:
Strong Reviews & Real Photos – Browse recent weddings similar to your style and venue type.
Experience With Your Venue – Ask if they’ve delivered there before; it saves time on logistics.
Transparent Pricing – A clear quote with delivery, setup, and teardown details avoids surprises.
Clean, Well-Maintained Inventory – Request photos or schedule a quick visit to see the condition firsthand.
Bundled Packages – Many offer discounts when you rent multiple categories like décor, furniture, and linens together.
The Ultimate Wedding Rental Checklist
Every couple’s list is unique, but here’s a solid starting point to stay organized:
Ceremony
Arch, arbor, or backdrop
Guest chairs and aisle décor
Unity table, sound setup, and welcome signage
Cocktail Hour
High-top tables and bar setup
Lounge seating or bistro furniture
Umbrellas or tent cover (if outdoors)
Reception
Guest tables and chairs
Table linens, runners, napkins, and chargers
Centerpieces and votive candles
Cake, sweetheart, and gift tables
Dance floor and tent (if outdoors)
Lighting and draping for ambiance
When to Book Wedding Rentals
Inventory for popular items—like farm tables or gold Chiavari chairs—can disappear fast, especially in peak season. Here’s a timeline to keep you ahead of the game:
| Timeframe | What to Book |
|---|---|
| 12–9 months out | Tables, chairs, tents, and major furniture |
| 6–4 months out | Décor, linens, and lighting |
| 2–3 months out | Final counts and layout confirmations |
Booking early ensures consistent style across your rentals and helps coordinate delivery times with your caterer, florist, and DJ setup.
💡 Pro tip: Schedule your rentals right after confirming your guest count and floor plan.
Outdoor Wedding Rentals: Tents, Dance Floors & Essentials You Might Forget
Planning an outdoor wedding means extra logistics—but the right rentals make everything smoother and more comfortable for your guests.
| Guest Count | Tent Size | Notes |
|---|---|---|
| Up to 100 guests | 30’x60’ (1,800 sq ft) | Works for seated dinner & dancing |
| 100–150 guests | 40’x80’ (3,200 sq ft) | Ideal for buffet & DJ setup |
| 150–200 guests | 40’x100’ (4,000 sq ft) | Adds room for lounge or bar area |
💡 Tip: Always confirm with your caterer and DJ—buffet tables and dance floors take extra space.
Do I Need Tent Heaters?
For fall or early-spring weddings, yes.
A good rule: Add one heater per 1,500–2,000 sq ft.
Expect to pay $100–$250 per heater, plus propane and delivery.
Ask about quiet models to minimize noise near the ceremony or dinner area.
Power & Generator Needs
Ceremony & music: small inverter generators (2,000–3,000W) often suffice.
Full reception: Will require a 6,000–10,000W unit or two smaller units split across circuits.
Cost: around $150–$400 per day, depending on output and noise rating.
Always use wedding-grade or event-grade generators—standard construction models can be too loud.
Dance Floors — How Big Should Yours Be?
| Guest Count | Suggested Size | Dimensions |
|---|---|---|
| Up to 75 guests | 12’x12’ | Fits 15–20 dancers comfortably |
| 75–150 guests | 15’x18’ | Allows 25–40 dancers |
| 150+ guests | 18’x18’ or larger | Accommodates 50+ dancers |
💡 Rule of thumb: At any given time, only 40–50% of guests are on the dance floor.
We see this a lot —people overestimate or underestimate their dance floor. A properly sized floor keeps energy high and avoids the dreaded ‘empty floor’ look.
Extras That Make Outdoor Weddings Easier
Restroom Rentals
Porta Potties: $125–$200 each, typically one per 25–50 guests.
Luxury Restroom Trailers: $800–$2,500 depending on features (lighting, climate control, running water).
Always confirm placement with your tent company to avoid wind direction near the reception area.
Lighting & Yard Games
Lighting: Budget $300–$600 for café lights, uplighting, or chandeliers to set the mood.
Yard Games: Great for cocktail hour or downtime—cornhole, giant Jenga, Connect Four, ring toss, ladder golf.
Most rent for $25–$75 per game, or you can DIY a few for less.
How to Stay on Budget with Wedding Rentals
Rentals can sneak up on your budget if you’re not careful. Here’s how to stay in control:
Bundle with one vendor. Delivery fees add up quickly when using multiple suppliers.
Check what’s included at your venue. Many already have tables or basic chairs you can upgrade selectively.
Skip small décor extras. Extra votives or accent tables often go unnoticed but increase costs.
Ask about minimums. Some companies require a minimum order even if you only need a few pieces.
A DJ’s Perspective: How Rentals Affect the Guest Experience
We’ve seen firsthand how overlooked rental details can impact your celebration.
A missing cocktail table or poor lighting setup can change the entire vibe. The right rentals keep your guests comfortable, your layout functional, and your dance floor energized.
Perfect Harmony Entertainment coordinates with venues and rental teams all the time—we know how to create smooth timelines, great flow, and perfect energy transitions from dinner to dancing.
Frequently Asked Questions About Wedding Rentals
Planning your first wedding can feel overwhelming — we get it. Below are answers to some of the common questions couples ask us about tents, décor, dance floors, and everything in between.
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Most couples spend between $1,000 and $4,000 on wedding rentals, depending on guest count, venue type, and items rented. Tent weddings and large guest lists typically cost more because of additional tables, chairs, and lighting.
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Common rentals include tables, chairs, linens, décor, centerpieces, dance floor, tent, and lighting. For outdoor weddings, you may also need generators, restroom trailers, and heaters depending on the season.
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Book major rentals 9–12 months in advance, especially if you’re getting married in spring or fall. Reserve linens, décor, and smaller items 4–6 months before the wedding, then confirm your final counts 2–3 months out.
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For up to 100 guests, a 30’x60’ tent (1,800 sq ft) works well.
For 100–150 guests, go with 40’x80’ (3,200 sq ft).
For 150–200 guests, consider 40’x100’ (4,000 sq ft) or larger to allow space for dancing and catering setups. -
A 12’x12’ dance floor fits up to 75 guests, 15’x18’ works for 75–150 guests, and 18’x18’ or larger suits 150+ guests. Only about half of your guests will dance at the same time.
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Yes, if your event is during cooler months or in a remote area. Use one heater per 1,500–2,000 sq ft and rent quiet, wedding-grade generators (around $150–$400 per day) for lighting, music, and catering equipment.
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Restroom trailers offer comfort and cleanliness that standard porta potties can’t match—especially for formal outdoor events. Yard games like cornhole and giant Jenga are fun, affordable ways to keep guests entertained between events.
Final Thoughts — Simplify Your Planning
Your wedding rentals should complement your venue and enhance your style—not overwhelm your budget or stress you out. Start by confirming what your venue provides, then work down your rental checklist step by step.
And if you ever need help, we’ve been part of hundreds of weddings and can share what truly works (and what’s not worth the spend).