When to Book Your Wedding Rentals


Chesterwood Studio Stockbridge, Ma


Christopher Duggan Photography


Mezze Events


Carolyn Valenti Flowers

Among the many crucial aspects to organize, booking wedding rentals is an essential step. From seating arrangements to catering equipment, securing the right rentals ensures your wedding day unfolds seamlessly. So when do you start booking wedding rentals and how do you plan?


Start Early: There are Benefits of Booking in Advance
When it comes to wedding planning, early action is key. As soon as you have a confirmed wedding date and venue, you can begin researching and booking your rentals. By doing so, you can secure the availability of your desired items, especially during peak wedding seasons when demand is high. For Venues in the Berkshires, that includes May, June, September and October.


Consider Your Wedding Date and Season
The timing of your wedding can influence the availability and pricing of rentals. Popular wedding dates, such as weekends during spring and fall, tend to get booked quickly. If you have a specific date in mind, it’s essential to start the rental process as early as possible. Additionally, keep in mind that certain rentals, such as outdoor tents, heaters, or air conditioning units, may be necessary depending on the season and location of your wedding. These items should be reserved well in advance to ensure their availability.


Estimate Your Guest Count and Venue Requirements
Knowing the approximate number of guests attending your wedding is crucial for determining the quantity of rental items you’ll need. Make a comprehensive list of necessary items, including tables, chairs, linens, china, and glassware, and discuss your requirements with our team. We recommend to slightly overestimate the number of guests to accommodate any last-minute changes or unexpected additions.


Collaborate with Your Wedding Planner or Coordinator
If you have enlisted the help of a wedding planner or coordinator, they can be invaluable in guiding you through the rental booking process. Their expertise and experience can assist you in making informed decisions about which rentals will best suit your wedding vision. We work with some really wonderful wedding planners and are happy to make recommendations.


Flexibility and Communication
Flexibility is essential when it comes to wedding rentals. In case your desired rentals are not available on your chosen date, have some backup options in mind. Let our team know your preferences, budget, and any specific requirements you may have. This will help us suggest suitable alternatives or make arrangements to accommodate your needs.


Peace of Mind
Booking wedding rentals is an integral part of the wedding planning process, and timing is crucial to secure the items you need. Starting early, considering your wedding date and season, estimating your guest count, and collaborating with professionals will all contribute to a seamless and stress-free rental experience. 

Our team is here to help you every step of the way!

Related article: Planning a Backyard Wedding


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