Depending on your wedding venue – and the type of reception you’re planning - you may need to supply some, if not all the items needed to host your event and serve your guests. Here is your ultimate reception rental checklist
When you book your reception site, be sure that you understand what’s included in the rental fee. Each venue is different, so you have to clarify with the site manager which items the venue provides and which you must provide. As always, make sure that everything you have agreed upon is put in writing. Depending on the venue – and the type of reception you’re planning - you may need to supply some, if not all the items listed below. Here is your ultimate checklist:
Tables
Here’s a breakdown of the types of tables you may need:
Guest Tables
36-inch rounds seat 4-6 guests.
48-inch rounds seat 6-8 guests
60-inch rounds seats 8-10 guests.
6 ft rectangle seats about 8 guests
Cake Table(s)
Appropriate size depends on size of cake, whether you’ll also have a groom’s cake, and whether you’ll display both cakes on the same or separate tables. 48-inch round usually works well
Head Table
Seats bridal party. Often consists of rectangular tables placed end-to-end.
Sweetheart Table
in place of head table, small table that seats the bride and groom while the rest of the wedding party sits at guest tables.
Buffet Tables
If you have decided on a buffet dinner, you’ll need to arrange several food stations, such as meet carving, etc. (Buffet tables may be provided by the catering company.)
Gift Table
Size depends on the number of guests you are expecting.
Guest Book Table
A small table for your reception guest book.
Chairs
To Consider: For a seated dinner or buffet, you will need to provide seating for all reception guests. For a buffet style cocktail reception you may able to get away with enough chairs for half or more of the total number of guests. You may need to rent or purchase chair covers separately. High chairs for children should be available from rental companies.
Linens and Chair covers
Consider: Linens and Chair covers may be included with the rented tables and chairs, or you may need to source them elsewhere.
Tableware
For a formal sit-down reception, tables are usually set with complete place settings. At a buffet reception where guests serve themselves, plates and silverware may be located at the buffet table.
Tent
A large tent or canopy may be required for receptions held outdoors to protect you and your guests from the sun or rain.
Options: Tents and canopies come in different sizes and colors. A smaller tent (20-by-20 feet) will accommodate about 40 guests at a sit-down dinner. A 20-by-40 about 200, and a 60-by-100 about 500 or more. Depending on the shape of your reception area, you may need to rent several smaller canopies rather than one large one. Contact several party rental suppliers to discuss the options.
Take pictures of the site for references for your tent rental company. Although they should survey the facility themselves before they set up the tent, the pictures are a good reference for them when you first set up an appointment.
Heaters/Air Conditioners
You may need to rent heaters if your reception will be held outdoors and if the temperature may drop below sixty-five degrees. There are electric and gas heaters, both of which come in different sizes. Gas heaters are more popular since they do not have unsightly and unsafe electric cords. In warmer climates, portable AC units may be rented for outdoor events.
Dance Floor
The size of your dance floor will depend on how many guests you expect. They can range from 12 by 12 feet up to 20 by 30 feet or larger. Get some graph paper and make a floor plan, and bring this to you when you visit your rental company.
16’x16’ (up to 100 persons) - 16’x20’ (up to 150 persons) - 20’x24’ (up to 200 persons)
