George Boyle
Planning an outdoor wedding can be stressful, especially when it comes to deciding what to rent for the big day. There are many factors to consider, from the weather to electricity and bathroom access. To ensure your special day goes smoothly, it's essential to plan and rent the necessary items. Here's a quick overview of the key things you'll need to rent for an outdoor wedding.
What do you need to rent for an outdoor wedding?
| Characteristics | Values |
|---|---|
| Tent | Sailcloth tents, clear top tents, pole tents, marquee tents |
| Tables and chairs | Required for the ceremony and reception |
| Dance floor | Required for outdoor weddings |
| Stage | Required for the band or performers |
| Audio-visual equipment | Speakers, microphones, lighting |
| Restrooms | Restroom trailers are preferable to portable toilets |
| Power generator | Required if the venue has no electricity |
| Catering equipment | Kitchen space, chafing fuel, ice, coolers, etc. |
| Decorations | Flowers, vases, stands, pipe and drape, string lights |
| Tableware | Tablecloths, napkins, cutlery, glassware, etc. |
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What You'll Learn
Tents, tables, and chairs
Renting a tent for your outdoor wedding is a great way to protect your guests from unpredictable weather conditions. A structured tent with walls can provide shade from the sun, shelter from the rain, and keep out insects. It can also help regulate the temperature, so your guests remain comfortable throughout the event. If you opt for a larger tent, it can even function as a backup location for the wedding ceremony or the perfect spot for the reception.
When it comes to tables and chairs, there are several things to consider. Firstly, seating is essential during both the ceremony and the reception. You will also need tables and chairs for the cake, cards, gifts, and favours. If you've hired musicians, they will require chairs, and a table may be needed for the DJ's equipment.
You can rent tables and chairs from various companies, and some even offer wedding tent packages that include these items. When choosing tables, consider the shape and size that best suit your needs. Round tables, for example, can encourage a more intimate setting, while rectangular tables are excellent for presenting food or accommodating specific setups, like a DJ booth.
The number of tables and chairs you need will depend on the number of guests and the layout you envision. It's important to ensure that your guests have enough space to move around and that the tables are arranged in a way that facilitates conversation and enjoyment.
Additionally, you may want to consider renting table linens and napkins to enhance the visual appeal of your tables. These can be chosen to match your wedding colour scheme or theme, adding a stylish touch to your special day.
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Dance floor, stage, and lighting
Dance floors, stages, and lighting are essential elements of any wedding. They can make or break the ambiance and overall guest experience. Here are some things to consider when planning an outdoor wedding:
Dance Floor:
When it comes to the dance floor, you'll want to ensure there's enough space for your guests to comfortably dance the night away. Dance floors can be rented in various sizes and materials, with wood being a popular choice. To determine the appropriate size, assume that around half of your guests will be dancing at any given time, and then calculate four and a half feet per guest. This will ensure a spacious dance floor that's not too crowded.
Stage:
The stage is crucial for highlighting the couple and providing a platform for performers to entertain the guests. It's important to select a stage that is safe and has a high load-bearing capacity. You can choose from various indoor and outdoor stage rentals, customized to your desired shape, size, and height. Pipe and drape rentals can also enhance your stage setup by transforming walls, dividing spaces, serving as backdrops, or concealing unsightly areas.
Lighting:
Lighting plays a pivotal role in setting the mood and creating a captivating atmosphere. Uplighting is a popular choice for weddings, as it adds depth and dimension to the venue. String lights are also perfect for outdoor weddings, draped across the ceiling or wrapped around pillars or trees for a whimsical touch. For the stage, a simple amber color wash provides elegant front lighting for the band or performers, ensuring they stand out. Dance floor lighting can be interactive, with lights changing to the beat of the music, encouraging guests to join in the fun.
By carefully considering these aspects and working with reputable rental companies, you can create a memorable and magical outdoor wedding experience.
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Restrooms and generators
If your outdoor wedding venue doesn't have easy access to restrooms, you'll need to rent portable toilets. Basic porta potties are the most budget-friendly option, but they may not be the most comfortable or aesthetically pleasing choice. For a more luxurious experience, consider renting a restroom trailer, which can include features such as flushing toilets, sinks with automatic sensors, vanity mirrors, and even climate control. To avoid long lines, ensure you rent enough units to accommodate your guest list, and consider adding handbag hangers and decorations to enhance the convenience and festivity of the space.
When it comes to generators, it's essential to assess the power needs of your wedding. Create a list of all the elements that will require electricity, such as lighting, music, catering equipment, and temperature control systems. Calculate the total power draw, and then plan to rent a generator with at least double the capacity to ensure a steady supply of electricity throughout the event. Inverter generators are a popular choice for outdoor weddings, offering a more powerful and reliable option than compact non-inverter generators. Be sure to place the generator in a well-ventilated area away from guests to avoid any safety hazards.
The type of generator you'll need will depend on the specific requirements of your wedding. Industrial-style inverter generators are typically tow-behind units with 8-12 circuits and run $200-$300 per day for rental. These generators commonly use diesel fuel and have run times of 8-12 hours. It's important to have a fuel capacity that can handle twice as long as you anticipate the event to last, so you don't run out of power midway through your celebrations.
When planning an outdoor wedding, it's crucial to consider all the elements that require power and rent a generator that can handle the load. By consulting with your vendors and calculating your power needs in advance, you can ensure a seamless and well-lit celebration.
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Catering equipment and flowers
Catering Equipment
When it comes to catering equipment, you'll need to consider both the front and back of house. For food preparation, cooking, and serving, you can rent essential items such as tables, tableware, and linens. This includes items such as:
- Tables, in various shapes and sizes
- Tablecloths, preferably cotton as it's nicer
- Napkins, plates, forks, knives, and glasses
- Beverage dispensers and tubs
- Linens and tableware in colours and styles that match your theme
You may also want to consider renting AV equipment, such as microphones, speakers, and projectors, to ensure your event runs smoothly and guests can hear you during speeches, for example. Lighting is another important consideration for an outdoor wedding, with string lights and uplighting being popular choices. A stage is also a good idea to give the couple attention during the ceremony and provide a platform for performers.
Flowers
Flowers are an important part of any wedding, and there are a few options to consider when it comes to renting them. Fresh flowers are typically not rented due to their delicate nature and short lifespan. However, you can mix fresh and faux flowers to meet your budget and aesthetic needs. Faux flowers are a more sustainable and cost-effective option, and you can choose from silk flowers (the most popular choice), dried flowers, or paper flowers.
You can rent a variety of floral arrangements, including bouquets, boutonnieres, centrepieces, and flower walls. When choosing a flower rental company, consider the setup service, shipping costs, and potential damage fees. Many couples also appreciate being able to see the floral designs ahead of time.
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Audio-visual equipment
Planning an outdoor wedding can be stressful, especially when it comes to audio-visual equipment. Here are some essential things to consider:
Lighting and Electricity:
First, assess your electricity needs. If your wedding is in the evening, you will need electricity for lighting. Consider atmospheric lighting options such as uplighting, string lights, or fairy lights, which can be draped across the ceiling or wrapped around trees to create a romantic ambiance. Don't forget that any music or AV equipment will also require power.
If your chosen venue does not have electricity, you will need to rent a generator. This is an important consideration, as it will impact the setup and running of your wedding.
Tents:
Tents are a must-have for any outdoor wedding, offering protection from unpredictable weather conditions. They can provide shade from the sun, shelter from the rain, and help regulate temperature. A structured tent with walls can also keep out insects. Ensure you book your tent early, as rental companies often sell out during peak wedding season.
Stages and Dance Floors:
If you plan to have a wedding band or performers, you will need to rent a stage to provide them with a platform to entertain your guests. Stages come in various shapes, sizes, and heights, and can be customized to fit your venue and theme.
Don't forget the dance floor! A portable dance floor can be rented and placed almost anywhere, but be mindful that a slightly sloped surface may not be suitable.
AV rental companies can provide a range of audio-visual equipment to enhance your wedding. This includes speakers for music, microphones for speeches, and lighting to set the mood. These companies often offer stress-free setup services, ensuring the technical aspects of your event are taken care of.
Additional Considerations:
- Pipe and drape rentals can transform a boring wall into a captivating space, hide unsightly areas, or divide spaces.
- If your caterers require a kitchen space, you may need to bring in a portable kitchen, especially for larger weddings.
- Fans, chafing fuel, and coolers can help keep food hot and drinks cold, ensuring your outdoor reception runs smoothly.
- Restrooms: If your venue does not have convenient bathrooms, you will need to rent portable toilets or restroom trailers.
Remember, each rental company offers different packages and services, so be sure to shop around and find one that suits your specific needs.
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Frequently asked questions
Essentials for an outdoor wedding include tables, chairs, a dance floor, a stage, linens, cutlery, and a tent.
The type of tent you rent will depend on your space and the number of guests. There are sailcloth tents, clear top tents, pole tents, and marquee tents, to name a few. A rental company can help you choose the best option.
Depending on your venue, you may need to rent a generator or additional electricity to power lighting, music, and microphones. You may also need to rent portable toilets or restroom trailers.
Flowers are a popular choice for weddings. Talk to your florist about what you'll need to rent to support the floral decorations, such as vases and stands. You can also rent pipe and drape to transform a boring wall into a captivating space.
You can find a full-service event rental company on a site like The Knot Vendor Marketplace or Rent For Event.
