Wedding Day Rentals: Common Questions Answered
Your wedding day rentals will have one of the biggest impacts on the overall look and feel of your celebration. From chairs and linens to glassware and tabletop details, the pieces you choose help bring your vision to life. But if you’ve never worked with a rental company before, the process can feel a little overwhelming.
The good news? You don’t have to be the expert here (that’s our job). Below are the most common questions we answer about wedding day rentals so you can move through this part of planning with confidence.
Wedding Day Rentals FAQ
When do I need to book my wedding day rentals?
We recommend reserving your wedding day rentals within the first couple of months of planning. If you’re getting married during a popular wedding season—especially on a Saturday in October—this should be high on your priority list.
Rental companies only have a limited inventory of each item. Booking early gives you the best chance of securing the chairs, linens, tabletop pieces, and décor you’ve fallen in love with before another couple does.
How do I know what quantity to order if my guest count isn’t final?
This is one of the questions we hear most often.
As a general rule, about 20% of invited guests decline a wedding invitation. If you’re inviting 150 guests, you can estimate around 120 attendees when placing your initial rental order.
Don’t stress—your rental company will provide a deadline for making final quantity adjustments once your RSVPs are in. We also recommend ordering a few extra place settings or specialty pieces if your budget allows. Having a small cushion can save the day if something is damaged during transport or setup.
How do I know everything will look good together?
Photos online are helpful, but nothing compares to seeing everything in person.
Schedule an appointment at your rental company’s showroom to view your selections together. Bring anything that reflects your wedding design, such as bridesmaid dress swatches, your color palette, invitation suite, groom’s tie, shoes, or floral inspiration. Seeing textures, colors, and finishes side by side makes it much easier to create a cohesive design you’ll love.
Besides tables, chairs, linens, and place settings, what else should be included?
Once you’ve started your rental order, introduce your rental representative to your caterer and bartender.
Your catering team will often need additional items like serving trays, tray jacks, bread baskets, specialty serving pieces, beverage dispensers, or cocktail-specific stemware. Your bartender may also have glassware requirements depending on your signature drinks.
When making the introduction, include your rental invoice number so everyone can easily reference the same order and make updates as needed.
What extra fees should I expect?
Rental invoices typically include more than just the cost of the items themselves. Some of the most common additional fees include:
- Delivery and pickup
- Table and chair setup
- Flip fees (if your ceremony and reception share the same space)
- Damage waiver or rental protection
- Sales or operations fees
Every rental company structures their pricing a little differently, so don’t hesitate to ask for clarification if you see a charge you don’t recognize. Understanding these fees early helps you build a more accurate wedding budget and avoid surprises later.
Final Thoughts on Wedding Day Rentals
Planning your wedding day rentals doesn’t have to be complicated. Booking early, estimating quantities thoughtfully, visiting the showroom, coordinating with your vendor team, and understanding the associated fees will help everything come together beautifully.
At Ad Astra Events, we’re always thinking three steps ahead so you don’t have to be. We help our couples navigate every decision—from rental orders to timelines—with confidence, clarity, and plenty of support along the way.
Want a wedding where every detail feels intentional? Let’s plan it together.
