Wedding/Event Rental Checklist
Every Detail Perfected for Your Unforgettable Day
Planning a wedding or special event can be both exciting and overwhelming. At Ventura Rental, we understand the importance of every detail, and we’re here to ensure your event is seamless and unforgettable. Our comprehensive Wedding/Event Rental Checklist is designed to help you keep track of everything you need, from the essential items to those little extras that make your celebration unique.
Whether you’re planning an intimate gathering or a grand celebration, our checklist will guide you through the process, ensuring nothing is overlooked. From seating arrangements and table settings to lighting and décor, we’ve got you covered. Use this checklist to stay organized, reduce stress, and make sure your event is everything you’ve dreamed of.
Start planning your perfect event with Ventura Rental today. Let’s make your special day truly unforgettable!
Check out our additional planning guide HERE
Ceremony
Set a beautiful scene for guests to arrive and witness your special and romantic union.
- Tables & Chairs: choose tables and chairs based on your wedding aesthetic, guest count and ceremony vendors
- guests’ chairs
- welcome table
- welcome beverage table
- small table at alter for different traditional/religious ceremonies
- table and chairs for DJ or musicians
- Ceremony Items: Any specific items necessary to complete and ensure the ceremony runs smoothly.
- arch, chuppah
- aisle runner/flooring
- podium
- sound system
- easel
Cocktail Hour
Create a comfortable place for guests to mingle, relax and enjoy small bites with the wedding party takes potos
- Tables & Chairs:
- tall cocktail tables
- bar stools
- short cocktail tables
- chairs
- appetizer/grazing table
- table and chairs for DJ or musicians
- escort/place card table
- Bar Service:
- bar front/counter
- bar back shelf or table
- drink tubs for ice
- bar glassware
- trash cans
- Catering Equipment: items catering may need for appetizer service during cocktail hour
- chaffing dishes
- serving platters
- serving utensils/tongs
- beverage dispensers
- service trays
- appetizer plates
- Lounge Furniture & Specialty Items: elevate your cocktail hour by adding comfortable furniture and special décor ítems
- sofas/loveseats
- upholstered chairs
- coffee tables
- decorative pillows
- hanging lanterns
- hedge walls
- umbrellas
Reception
Invite guests to celebrate your union in style with hand designed tablescapes and everything necessary to throw the best wedding party.
- Tables & Chairs:
- guests’ tables
- sweetheart/head table
- guests’ chairs
- cake/dessert table
- buffet/service tables
- tables for scullery with risers (ask catering if needed)
- Table Top: Consider if you want a formal or casual setting.
- dinner plates
- salad plates
- bread & butter plates
- dessert plates
- charger plates/place mats
- water glass
- wine glass(es)
- champagne flute/coupe
- flatware: dinner fork, salad fork, dessert fork/spoon, dinner knife, butter knife, steak knife, soup spoon
- napkins
- serving platters
- bread baskets
- décor: candle holders/hurricanes, napkin rings, vases, table runners, lanterns, etc.
- Bar Service:
- bar front/counter
- bar back shelf or table
- drink tubs for ice
- bar glassware
- trash cans
- Catering Equipment: items catering may need for appetizer service during cocktail hour
- chaffing dishes
- serving platters
- serving utensils/tongs
- service trays & stands
- Linens: Choose the appropriate tablecloths and chair pads that complement your wedding color scheme. Click “here” for our Linen Size Guide to assist you with selecting the appropriate sizes for your tables.
- Dance Floor: Determine the size of the dance floor based on the number of guests and the space available. Consider whether you want a traditional wooden dance floor or a more modern black/white glossy dance floor. Click “here” for our Dance Floor Size Guide to assist you with selecting the appropriate size for your guest count.
- Kitchen Equipment: items catering may need to prepare each dish with ease for your guests
- convection oven with sheet pans
- hotbox
- bakers rack with sheet pans
- commercial refrigerator
- freezer/cooler
- deep fryer
- 6 burner stove
- wood fire pizza oven
- handwashing sink
- BBQ grill
- scullery supplies:
- generator
- bus tubs
- trash cans
General considerations
- Lighting: Discuss your lighting needs with Ventura Rental. Ventura Rental provides string lights, uplighting, spotlights, or other lighting fixtures to enhance the ambiance of your venue.
- Tent: If you’re having an outdoor wedding, determine if you need a tent for shelter. Consider the size and style of the tent based on the number of guests and the layout of the venue.
- Specialty Rentals: If you have a specific theme or style for your wedding, discuss any specialty rentals you may need, such as vintage furniture, rustic props, or unique decor items.
- Delivery and Setup: Confirm with the delivery and setup details. Determine the delivery date and time, as well as any specific instructions for setup and breakdown. Including time restraints or venue requirements
We hope this Wedding/Event Rental Checklist helps you stay organized and ensures your event is flawless. At Ventura Rental, we are committed to providing you with high-quality rentals and exceptional service to make your special day unforgettable.
If you have any questions or need further assistance, our team of experts is always here to help.
Contact us today, and let’s start planning the event of your dreams together.
Thank you for choosing Ventura Rental!