Event Rental Quantities

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LH Photography + Film


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How to Identify the Right Event Rental Quantities for Your Wedding or Social Event


Planning a wedding or social event can be both exciting and daunting. One of the most important aspects of event planning is identifying the right rental quantities for your needs. In this post, we’ll share some tips and guidelines to help you choose the right amount of event rentals for your wedding or social event.


Consider the Number of Guests
The first thing to consider when identifying event rental quantities is the number of guests you’ll be hosting. Start by creating a guest list and determining how many people will be attending. Once you have a clear idea of your guest count, you’ll be able to make more informed decisions about how many tables, chairs, linens, and other rentals you’ll need.

When it comes to table settings, we recommend to estimate on the higher end of your guest count when reserving rentals so you have your needs covered ahead of time. When your final guest count comes in, you can adjust the final quantities down, as needed.


Determine the Type of Event
Different types of events require different rental quantities. For example, a formal private property wedding will likely require more rentals than an informal backyard BBQ. Consider the level of formality of your event and choose rentals accordingly. Think about the atmosphere you want to create and choose rentals that will help you achieve that ambiance.

Once you’ve identified the type of event, your tabletop rentals will be tailored to fit your needs. In many cases, the most helpful input will come from your caterer and/or bar manager as they work with you to develop a specific food and bar menu, style of service, event duration, and flow.


Calculate the Space Required
Another factor to consider when identifying event rental quantities is the amount of space you’ll have available. You want to make sure that your guests have enough space to move around comfortably, but not so much space that it feels empty or sterile. If you are having a tented event, our team can help you identify the right sized tent to fit your guest count while also working with the space requirements.


Consult with a Professional
If you’re feeling overwhelmed or unsure about how to identify the right rental quantities for your event, don’t hesitate to consult with our team—that’s why we are here! We can help you choose the right rentals based on your budget, guest count, and event type.

Identifying the right event rental quantities is an important aspect of event planning. By considering the number of guests, event type, space requirements, and consulting with a professional, you’ll be well on your way to a successful and memorable event. Remember to plan ahead and take your time when choosing event rentals—it can make all the difference!

Have questions? Shoot us an email at [email protected] or fill out our contact us page. We are here to help you with a seamless rental experience!


couple's first dance at a hudson valley wedding outdoor reception in a structure tent with lighting
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