Rental Equipment for Your Vow Renewal

Working with Vendors to Create Your Perfect Day

As you get into planning your ceremony and reception, you will likely find that you will need to rental a variety of items to complete your day.  Some venues include items like chairs, tables, and linens, but others don’t.  If you’re planning an outdoor vow renewal ceremony and reception in the park or at home, chances are you will have quite a few rental needs. Most rental companies offer everything you would need for your celebration, including tables, linens, chairs, arches, silk plants, centerpiece glassware, candelabras, arches, a sound system, place settings, dance floors, and self-catering supplies.

Getting Started

The first thing you need to do before checking out rental vendors is create a list of all of the items that you will be needing to rent.  Either sketch out a plan of your ceremony and reception set-up or write a narrative to work from. This will help you organize your ideas and needs prior to talking to a rental vendor.

Reservations and Fees

In order to make sure you can get everything you need, you will want to make your actual equipment reservations at least three months before your vow renewal date. However, If your celebration is going to be on a holiday or during a popular wedding month, such as June, you should plan on  making your reservations six months ahead of time.

It’s a good strategy to look around until you find a single vendor that can supply all, or at least the majority, or your equipment rental needs as they may offer a package or discounted deal. If the rental vendor you’ve selected doesn’t carry a few special items that you are wanting, ask them to refer you to a store or service that does have those items.

You should expect to make a non-refundable deposit of approximately one-third of the total rental package price when you make your reservation. Typically, the balance is due before you take delivery of the goods and services.

Working With Vendors

Your rental equipment vendor is an important member of your celebration day team.  You are counting on them to deliver exactly what you have ordered on time and in excellent condition, so make sure you select the vendor wisely.  Here are a few tips to get you off on the right foot:

• Check the company’s reputation that you are considering doing business with – the Better Business Bureau, American Rental Associations (ARA), and online complaint searches are a good place to start.
• Ask each company for references and stay away from companies that won’t provide you with them.  Be sure to actually check them!
• Ask to see the actual items before placing your order. Is everything in good condition? If you see any marks, dents, or dings ask to see additional samples and about their policy for delivery items without noticeable imperfections.
• When the items are delivered, make sure you review the delivery slip against your order to verify your shipment. Be sure to look over the condition of the products you’ve rented before signing off on the delivery receipt.

Hot Tip: Rental equipment companies are often good sources of leads on photographers, musicians, and caterers.

Rental Vocabulary

• Rental Contract: A legally binding agreement between the equipment rental company and consumer, stating the rights and responsibilities of both parties. A contract goes into effect when you take physical possession of rental equipment and continues until the merchandise is successfully returned to the vendor.
• Rental Deposit: Usually one-third of the total cost of the rental price, due when you make your reservation.
• Inventory: The products you rent. Anything from tables, linens, chairs, arches, silk plants, centerpiece glassware, candelabras, arches, a sound system, place settings, dance floors, to self-catering supplies
• Tailgate Delivery: A service where the delivery truck pulls up to the party site (your garage, lawn entrance, or banquet hall) and unloads the rental items. Getting them into place from that point is your responsibility.
• Custom Delivery: A service where the delivery truck comes to the party site, unloads your order, sets up the equipment before the event, and takes it down afterward.
• Set Up and Tear Down: A service where qualified persons unpack, assemble, and secure rental items. After your event, they return to the party site to disassemble the rental items, load them back into the truck, and return them to the store.