Wedding Planning Timeline: What to Rent and When
Photograph is from British Vogue
Planning a wedding is both exciting and overwhelming. With so many details to consider, one of the keys to success is knowing when to secure essential rental items so you can avoid last-minute stress. Here's a timeline to help you plan the perfect wedding rental experience, complete with the items to book early and when to finalize your choices.
12+ Months Before: Start with Big Items
The moment you've set your wedding date, start thinking about the large rental items that shape your venue’s look and feel. Popular rentals can book up fast, so it’s essential to secure these early.
Tents, Tables, and Chairs: If your wedding is outdoors or in a space that needs extra seating or shelter, these are top priorities. Tents especially can book out well in advance during peak seasons.
Furniture & Lounge Areas: For a relaxed vibe, consider setting up lounge areas with stylish sofas and armchairs. These add personality to your venue and give guests a place to rest and mingle.
9-12 Months Before: Consider Aesthetic Details
Now that the big items are booked, focus on the aesthetic touches that will make your wedding unique.
Decorative Arches & Backdrops: Ceremony arches and photo backdrops set the scene for your wedding. Decide on a style that matches your theme, whether it’s rustic, modern, or romantic.
Lighting Elements: Fairy lights, chandeliers, and lanterns add warmth and ambiance, especially for evening events. Lighting can transform a space, so it’s essential to plan ahead.
Table Settings: From rustic wooden tables to vintage place settings, decide if you want to rent specialty tables, chairs, and tableware for your reception.
6-9 Months Before: Coordinate Reception Essentials
As you finalize your guest list, you’ll have a clearer idea of what you need for your reception.
Dinnerware, Glassware, and Flatware: Select pieces that reflect your wedding’s style. Specialty options, like gold-rimmed glasses or vintage plates, may be limited in stock, so it’s wise to reserve them early.
Linens and Napkins: From tablecloths to napkins, the textures and colors can set the mood for your reception. Consider seasonal colors and fabrics and reserve these early if you’re after a specific look.
Dance Floor & Staging: If your venue doesn’t have a designated dance area, renting a dance floor is a must. Stages for bands or DJs should also be booked in advance, as these are high-demand items for receptions.
3-6 Months Before: Personalize Your Details
As you move into the final months, it’s time to add those unique touches that will wow your guests.
Specialty Tables & Bars: Cocktail tables, dessert stations, and custom bar setups add a sense of fun and variety to your wedding. If you have a specific design in mind, lock it in now.
Photo Booth & Props: Photo booths are a great way to capture memories. Reserve yours early to ensure availability, especially for trendy props or themed setups.
Signage & Chalkboards: Custom signs, menus, and seating charts enhance the guest experience. Many rental companies offer unique signage or chalkboards to match your theme.
1-3 Months Before: Final Counts and Last Details
With only a few months left, you should have your guest list finalized. Now’s the time to make sure you have enough of everything and make final adjustments.
Seating and Place Settings Adjustments: Review your final guest count and adjust the number of chairs, tables, and place settings if necessary.
Last-Minute Additions: Double-check your rentals list for any overlooked items, such as additional lighting, extra chairs, or decorative accents.
Confirm Deliveries & Set-Up Times: Coordinate with your rental company to ensure that delivery, set-up, and pick-up times align with your wedding schedule.
1-2 Weeks Before: Final Checks
Your big day is almost here! This is the time to confirm and finalize all details with your rental vendors.
Walk Through the Venue: Walk through the space with your planner or coordinator to ensure every detail is in place.
Confirm Your Guest Count (Again): Last-minute changes are common, so check if you need to add or reduce the quantity of any items.
Payment & Contract Review: Make sure payments are completed, and review your rental contract for any last-minute adjustments.
A Smooth Wedding Day
Planning your wedding rentals in advance can help create a seamless and unforgettable experience. Following this timeline will keep you organized, ensuring your wedding day is beautifully designed, stress-free, and exactly what you envisioned.
Happy planning!