How to choose your rental equipment for your wedding?
Specialised in wedding equipment rental, we have written this article to help you see more clearly your needs, the costs and the organisation of your event.
Equipment rental, tips to forget nothing and to make your wedding, party or birthday a successful event.
How to choose the right supplier for renting equipment for your wedding?
First of all, choose a supplier who allows you, after reservation, to refine the quantities. It is essential not to wait until you have a definitive guest list to position yourself — you risk no longer having the desired products and being given a delivery slot that does not match the already busy organisation of your wedding or reception. Many of us follow this method; it just needs to be noted on the contract.
Also make sure not only to look at the rental prices but also, and above all, the breakage and loss prices. It is common for these to prove to be on the high side and to be overlooked beforehand. Indeed, the supplier may charge, in addition to the material cost, for the time needed to restock. This must remain within reason since you will not escape some breakage during the event.
The last point to be vigilant about when signing such a service is your real needs as a private individual not used to event organisation.
Real equipment rental needs: an overview.
The scenario differs whether it is a wedding or a family party. Here is a list and the reasons for your equipment rental needs according to the desired event:
- A birthday? Opt for less expensive rectangular furniture whose linens can easily be found in non-woven material in the trade.
Tables
Since the tables are lightly set in this type of reception, you can seat up to 8 people on a 180 cm table and 10 on a 200 cm table all the more so if you place them end to end. On round models, count a maximum of 10 people on a 156/160 cm table and 12 on a 183 cm table.
For a wedding this is not advisable: your elegant tables will feature wine and/or champagne buckets as central decoration or in braided arrangements, often several sets of glassware and tableware we therefore advise you to subtract 2 guests from the number stated above.
Chairs
As regards the chairs, there are no restrictions other than personal aesthetics and ensuring that they are not “bucket”-type chairs if you wish to cover them with covers, since the result would not be up to expectations because of the gaping caused by the hollow of the seat.
Auxiliary furniture
For the auxiliary furniture, 3 buffet tables correspond to the setting-up of a cocktail for 80 people, to which it is good to add 2/3 tables — always useful for the dressing, the clearing, the creation of an urn and guest book area, the gifts….
Very trendy, the cocktail table really helps to embellish the space, to create a pleasant smoking corner and a mobility that will animate your reception drinks or aperitif.
The crockery
On the crockery side, it is essential to double the number of guests for the reception drinks part since your friends will tend to wander around and no longer know where their original glass is. To avoid overloading your invoice, do not hesitate to top up with disposable items if needed.
You can under-estimate, on average, 70/80 for the cheese plates and 60/80 for the coffee services, since many people do not want either.
Pour le reste, là aussi, c’est le goût et le budget qui entrent en compte afin de définir votre gamme.
On the accessories side… a small list of essentials not to forget:
- Bin, dustpan, baskets, presentation trays and salad bowls, ice bucket and tongs, basin, ice machine, coffee machine, buffet napkins, drinks dispenser.
Now the budget to plan for wedding equipment rental
Properly estimating the cost of equipment rental for your wedding.
Do not rely solely on product costs — the most impactful is the cost of delivery, so try as much as possible to call on a single supplier close to your home.
It is normal that if you opt for folding equipment which requires a van, the delivery cost is lower than for lounge furniture or thrones which require a heavy goods vehicle.
The second most impactful item is the linens which, for professional use, do not have the same purchase value as the linens sold cheaply on the web that have a beautiful image but image only.
On average for a complete reception transport included, count a ratio of €12/€14 per person.
On the other hand, for simple crockery rental that does not necessarily require delivery, a complete set (aperitif + 3 crockery sets) will range between €3 and €5 all-inclusive.
Hoping that this guidance will have helped you to organise your reception yourself or to gauge the equipment cost charged to your venue or caterer.
