What Do I Need to Know Before Renting Equipment for My Vow Renewal?

Q: What do I need to know before renting equipment for my ceremony and reception?

A: Renting equipment for your vow renewal can be an efficient and cost-effective way to make sure your celebration is properly set up without needing to purchase everything yourself. Whether it’s tables, chairs, sound systems, or even decorative arches, there are key things to keep in mind to make the rental process smooth. Here’s a comprehensive guide to renting equipment for your special day:

1. Shop Around for Vendors

It’s important to research and compare local rental companies. Different vendors offer a variety of items such as:

• Tables and Chairs: Including different styles, sizes, and materials like wood, metal, or plastic.
• Table Settings: Plates, glassware, silverware, and serving pieces.
• Decorative Items: Arches, aisle runners, silk plants, candelabras, kneeling benches, gazebos, and floral arrangements.
• Tents and Canopies: Particularly important for outdoor events in case of rain or excessive sun.
• Linens: Tablecloths, napkins, and chair covers in various colors and fabrics.
• Sound Systems: Microphones, speakers, and audio equipment for music and speeches.

Some rental companies offer package deals if you rent the majority of your equipment from them. Be sure to ask if they provide discounts for bundled services.

2. Reserve Early, Especially for Peak Seasons

During high-demand times like summer and major holidays, equipment rentals book up quickly. For popular seasons, aim to reserve your rentals at least six months in advance. For less busy times, plan to make your reservations three months ahead.

• Summer & Holidays: Reserve 6 months in advance.
• Other Seasons: Reserve 3 months in advance.

Reserving early will ensure that you get all the items you need and don’t have to scramble last minute.

3. Know the Payment Terms

When you make your equipment reservations, most vendors will require a non-refundable deposit of around 25-50% of the total rental price. This deposit secures your items for your date. The remaining balance is typically due shortly before delivery.

Payment Timeline:

• Deposit: 25-50% non-refundable, due at the time of booking.
• Balance: Due before delivery (check vendor contract for exact timing).

Be sure to clarify these payment terms with the vendor and make a note of any important deadlines in your planning timeline.

4. Get Recommendations & Verify Vendor Reputation

Ask for referrals from friends, family, or other trusted individuals who have recently used a rental company. They can provide insights into the vendor’s reliability, customer service, and quality of the equipment. It’s also wise to do a basic background check on any potential rental company:

• Check with the Better Business Bureau (BBB): This will give you an idea of any past complaints or issues.
• Check with the American Rental Association (ARA): The ARA is a trusted trade organization for the equipment rental industry.

These sources will help you make sure you’re dealing with a reputable company that will deliver as promised.

5. Inspect Items & Get Everything in Writing

When placing your order, request to see samples of the actual items you’ll be renting. Seeing the items in person ensures you’re happy with the quality and look of the equipment.

• Written Contract: Make sure you receive a detailed contract that outlines all items you’re renting, costs, delivery dates, setup and takedown services, and any applicable fees.
• Delivery Details: Ensure the contract clearly states the delivery and pick-up times so there’s no confusion on your special day.

6. Inspect Delivery on Arrival

On the day of delivery, inspect all items to make sure they’re in good condition and that you received everything you ordered. Make sure to check:

• Quantity: Verify that the correct number of chairs, tables, linens, etc., has been delivered.
• Quality: Inspect for any damage or wear that may affect the presentation or usability of the items.

If anything is missing or not in good condition, notify the vendor immediately to resolve the issue before the event begins. This ensures you have ample time for replacements, if necessary.

Final Thoughts

Renting equipment for your vow renewal can save you time, money, and stress—provided you plan ahead and choose a reputable vendor. By reserving early, understanding payment terms, inspecting your rentals, and getting everything in writing, you’ll ensure your day is beautifully and seamlessly executed.