Saturday, April 2, 2011

Step 35 - Determine What Rental Services can Offer for your Wedding

(6 Months to 9 Months before the Wedding)
Party supply stores and other rental stores offer hundreds of different items for your wedding if you should need anything. Maybe the facility you are using is short on supplies, or does not carry fancy china, or does not have supplies in your color scheme. Many of these rental stores offer everything you can think of under every color of the rainbow providing you insurance for making your reception facility fabulous.

Just a list of some of the supplies they have to offer for your wedding include; tables, buffet tables, bus buckets, all sorts of chairs, chair covers, table linens, china, glassware, flatware, serving trays, serving bowls, punch bowls, cooking pots and pans, serving utensils, coffee makers, coffee urns, chafing dishes, salt and pepper shakers, butter dishes, bar and beverage equipment, coffee cups and saucers, creamers, wedding table centerpieces, floral decor, lighting decor, color fabrics, wedding candelabras, aisle runners, wedding arches, wedding gazebos, heaters, air conditioners, dance floors, wedding tents, and the list goes on and on.

Fairly early on in the wedding planning process you should research and visit these rental stores in person and bring a note pad and pen and jot down all the things and their color schemes of anything that might be of interest for your wedding. Maybe you need chairs for the outdoor ceremony, maybe you need chafing dishes for some of the food served, maybe you need coffee supplies, or dishes and fabrics in your color scheme. You might not jot down everything but the important thing is to have a general idea in your head of what is available.

After you have roamed the store and have a general idea of what the store offers, try to hunt down a store manager and ask him/her if they have a brochure of all the store supplies and see if they have a price list. When you talk to the store manager tell him you are thinking about having a party, never divulge that the party is really a "wedding". If the word wedding is heard, many stores will move to a wedding price bucket and all the supplies just got put into a premium wedding bucket. The rental of the exact same products will cost more.

Be sure whomever goes along with you to the rental store, they don't mention the word "wedding" also. The other thing you want to know is how far in advance does the store have to know in order to secure the supplies. Make sure you check out a couple of supply stores. Many supply stores can be found in wedding related websites and in the yellow pages and can be found elsewhere in this blog too, for select cities.

One item has become very popular in recent years and that is the wedding tent. Wedding tents have become very glamorous in recent years, they can be eloquently decorated, as there is no restrictions and offers you a clean palette on decorating, whereas sometimes you encounter decorating restrictions in a banquet hall.  After you have placed all your tables and chairs, added all your tableware and flatware, added your color schemed linens, and added fabulously decorated table centerpieces, hang color schemed fabrics from guy wires from the ceiling, and added all sorts of lighting like updraft colored floodlights, white or colored schemed Christmas lights, or add Chinese lanterns to transform the place into an enchanting atmosphere. Don't forget the power needs either for a plug in or a generator and in the event of possible weather conditions, you might include an air conditioner, a misting device, or heater.

As for the wedding tent flooring, there are a number of options available, it all depends on what environment the tent is sitting upon. It can be nothing at all, astro-turf, carpet, sisal, matting, or a hardwood floor. If there is going to be music, you might consider a dance floor. Some tents are designed with poles and some do not. The poles don't necessarily have to be decorated, but if you would rather, you may consider covering them with a colored scheme gauze or fabric or another possibility is use winding flowers or leaves along with clear Christmas lights.

If the weather is beautiful, you can leave open strategic walls, to capture the natural beauty of the surrounding environment. If the weather should become an issue then you want plenty of sidewalls that will warm or cool the inside tent by 10 to 15 degrees. With outdoor weddings, the draw is the setting. You want to be sure the location can handle older people, possibly handicapped people, and younger children.

You want to inspect the property to be sure there are no holes for someone to put their foot into, there are no branches or tree limbs ready to fall, and no dangerous waterholes for children. Make sure the location is secure from dangerous animals, and there is no poison ivy or chance of bee stings. Also strategically place lanterns, zappers, bug spray to keep mosquitoes at bay.

If you decide on a wedding tent, be sure to account for sufficient time for setup and breakdown. If it's a backyard wedding there is no problem on the space. If the tent is being used on a rented property, be sure you find someone to watch over the space in the event of unwanted guests. Consider where you set up a wedding tent and not set it up where you might get noise interruptions, such as roaring waves, howling winds, traffic noise and screaming kids.

If it's an outdoor wedding with a tent, you need to discuss who handles what and secure a staff needed for setup. From the moment you secure the tent, you need to account for the time to get the tent delivered and set up, secure it, put in flooring, put in power, set up lighting, bring in all the furniture, set up the place with linens and dishes, decorate it, and once it's set up bring in the food. You need a place to cook, maybe a grill or a kitchen in the general area and a storage area for the food too. You might consider a mini tent for setup and storage. Make sure there is a microphone and speaker at the location for announcements, sometimes a disc jockey or musician can offer you some help there.

If the wedding is at an outdoor remote location, the wedding tent can be the backup plan should there be adverse weather at the ceremony site. If you know inclement weather is the forecast, the tent can be set up like a ceremony site for the wedding ceremony and can get transformed into a reception area for the meal. The wedding tent is your backup plan so as not to ruin your wedding day.

After all the excitement is over, make sure you have a crew to help clean up, dismantle and remove everything. You may need to contact a disposal company for a special garbage pickup, and your rental company should have laid out how to return all the supplies and equipment back. Don't forget to hire a rent-a-john if there are no bathroom facilities in the area. When you book your rental services, go through the contract thoroughly to insure everything is accounted for both in the supplies side and services side. You want to be sure when you go through the contract are you sure everything is in the contract and there are no surprise delivery charges or anything else missing from the contract.

There are a couple of great websites that can help you in your rental planning needs such as how to design wedding table layouts, how to arrange tables and chairs, how to fancy fold napkins, what size wedding tents accommodate guest counts, and guidelines spacing for dance floors too. Good websites for these type of guidelines can be found at (check under the Info tab) and .

Your rental store might be able to help you on your table centerpiece and other decoration needs to. Often they have equipment for a chocolate fountain too, even for furniture needs for all your company in your home and backyard. Remember, to research and investigate what the stores have first and stay away from that word wedding around them.

See you on the other side!

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