While your rentals are one of the biggest ways to bring your big-day vision to life, they can also be one of the easiest ways to break your budget. From chairs and tables to linens and décor, the cost of these items can add up faster than you may expect. Depending on the format of your celebration, you may find yourself reserving an assortment of pieces for a Friday night welcome party, Saturday ceremony, and Sunday post-nuptial brunch.
Even at a smaller, pared-back affair, you’ll still need to source a seat, place setting, and glassware for each guest. And as a result, it’s important to learn how to prioritize what really matters, spot hidden fees before they sneak up on you, make strategic swaps, and invest in statement pieces that elevate your day—without forcing you to overspend on must-have line items.
To help you save money when it comes to these key items, we asked wedding planners and rental experts to share their insider tips. Keep reading for eight ways to cut costs, stretch your budget, and make every detail shine.
Factor in Hidden Costs Early
Delivery and labor bills often catch couples off guard. “The most common rental costs that can be overlooked are delivery and labor,” says Angela Carter, the founder of Carter Group Creative. She notes that delivery windows, timing, and setup fees can all inflate your bill. As a result, reserve space in your budget for these unexpected charges from the start.
Laura Krueger, the founder and CEO of Kleinfeld Hotel Blocks, agrees, adding that soon-to-be newlyweds hosting their celebration in a non-traditional venue, such as a backyard, should be especially cognizant of these additional costs. “In a blank space, the couple is in charge of renting everything from the table rounds and chairs to the catering items, such as glasses, silverware, trays, etc. And for each of those rentals, there is also a delivery and service breakdown fee to factor into the budget.”
Prioritize What Guests Will Actually Notice
Not every upgrade is worth it. “Every detail can feel essential during wedding planning, but to save money, prioritize elements that deliver the most significant visual impact,” says Cathy O’Connell, the founding partner and creative director of COJ Events. For example, instead of splurging on dinner plates that get covered with food, she recommends standout linens or stylish chairs that will define the look of the room. Sarah Brehant, the founder of Sarah Brehant Events, echoes a similar sentiment: “Glassware is often included in-house with your caterer or venue, and the difference between a standard wine glass and a specialty one is rarely noticeable to guests.”
Strategically Splurge on Hero Pieces
Focus your budget on the rentals that make the biggest impact—and keep the rest of your design relatively simple. “While the linens cannot be overlooked, elevating the chair will take your design from basic to [standout] really quick,” says Carter. It’s also important to take note of which items will be the most visible in photos, such as your linens or chairs. And don’t forget to balance such splurges with savings.
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Think Multi-Purpose
Rentals that can be used for multiple aspects of your celebration will help stretch your budget. “It’s great to see couples not afraid to mix and match their linens,” says Carter, who suggests using premium cloths only in high-visibility areas and repurposing pieces during room flips. One of the most popular ways to do this is by moving your ceremony chairs to your reception space after you and your partner say “I do.” However, before committing to such a plan, make sure you have the necessary support to do so. “This works best when you build in time during cocktail hour for a team to reset the space; something we always handle in our planning timelines,” notes Christine Ferguson, the founder of Christine Ferguson Events.
Use a Third Party to Compare Costs
Choosing a venue without understanding all the add-ons can lead to sticker shock. As a result, consider working with a third-party agency that can help you compare the fees associated with various ceremony and reception sites, Krueger recommends.
Consolidate and Coordinate
The fewer vendors you book, the more you’ll save. “Try to start with a rental company that will maximize the rental equipment you will need,” says Carter. For example, she suggests inquiring about rentals with your caterer, who may have upgraded vessels or access to discounted rates that will help you save a bit of money.
Plan Ahead to Avoid Premium Pricing
Last-minute orders can wreck your budget. “Build rental expenses into your budget from the start to avoid any surprises later,” says O’Connell. She advises placing orders well in advance to avoid rush fees or being forced into pricier replacements when popular items run out. “For venues, one of the most important things we look for is what rentals they provide and what flexibility they offer for deliveries? Do they allow setup to begin before the wedding day? This will prevent extra fees and allow your vision to be able to come to life, or prevent it,” Brehant adds.
Look for Rental Red Flags
Not every rental company will use the same contract. As a result, you and your partner should comb through the fine print to identify any unexpected fees. For example, if you’re hosting an outdoor celebration, make sure to clarify the terms of a potential rain plan for tents or lounge furniture, Ferguson says. You’ll also want to understand the company’s policy on missing or damaged items. “Some vendors charge replacement fees that are triple the value,” Ferguson adds.
