An outdoor or backyard wedding is a beautiful idea with a long wedding rental checklist. In addition to the “normal” tasks on an indoor wedding planning checklist, an outdoor wedding requires quite a few wedding rental items. The tent (for when our Chicago weather gets too hot, cold, or rainy), the chairs, the tables…all these big outdoor rentals are part of a wonderful wedding atmosphere—PLUS some smaller items (like table linens and cooling) that shouldn’t be overlooked.
This checklist of outdoor wedding rental items can get couples started with the things needed for their special day. (Some caterers may provide some of these items as part of their services. Ask them for information on items included in the catering package.) In addition to items, couples need to consider these important parts of an outdoor wedding:
- Permits. Some venues or areas require permits for hosting events, putting up structures (like tents), and even using propane tanks. Even backyard weddings may require some paperwork. An experienced party rental company should be able to answer questions about permits, especially at common outdoor wedding sites in Chicagoland.
- Electricity/utilities. Many of the elements of an outdoor wedding need a power source. Some items may require more heavy-duty connections; discuss power requirements with the wedding venue and party rental company to keep the lights on and the music going.
- Volume limitations or regulations. In some areas, volume limitations, regulations, and curfews are in effect. Ask Chicago wedding venues about any volume limitations or curfews during the venue tour. For a backyard wedding, contact local municipal offices for specific information.
- Staffing and vendors. For a smooth wedding planning experience, choose wedding vendors (i.e. photographers, musicians, caterers, wedding rental companies, etc.) carefully. Prepare a list of questions to ask that ensures they are reputable and professional. This can include questions about their experience, availability, cost, and contract fine print. To avoid an endless search and multiple contracts, contact an experienced Chicago outdoor wedding rental companies that can provide as many items from the wedding rental item checklist as possible.
Wedding Ceremony
___ Signs (to guide guests, if needed)
___ Chairs
___ Ceremony stand or stage (if needed)
___ Topiaries/flowers (if desired)
___ Microphone & sound system (if needed)
___ Lights (exterior & interior, if needed)
___ Tent (for blocking sun or in case of inclement weather)
___ Tent sidewalls (if needed during inclement weather) & climate control (heating, cooling, fans, etc.)
___ Restrooms (for full event, if other facilities are not available)
___ Lounge furniture (if needed)
___ Tables (round, banquet, umbrella, or other specialty tables, if desired)
___ Chairs (if desired)
Cocktail Hour (many of these items should be rented for cocktail hour, dinner & reception)
___ Tent (with entrance and sidewalls, optional)
___ Lighting (exterior & interior)
___ Tent climate control (heating, cooling, fans, etc.)
___ Signs (to guide guests, if needed)
___ Guest book table
___ Stools
___ Cocktail tables
___ Linens (i.e. spandex linens, layering, etc.)
___ Portable bars
___ Barware
___ Table skirt (for coffee table, cake table, portable bars, etc.)
___ Coffee table
___ Centerpieces
___ Napkins
___ Tables (round, banquet, umbrella, or other specialty tables, if desired)
___ Tableware (if needed)
___ Glassware (if needed)
___ Kegerators (or kegerator bars)
___ Chill and fill stations/tubs for chilling drinks
___ Lounge furniture
___ Screens & microphone (for announcements)
___ Sound system (if needed for cocktail hour musicians)
Wedding Dinner & Reception
___ Tent (additional, for caterer prep or specifically for dinner and reception)
___ Lighting (interior & exterior)
___ Climate Control (heating, cooling, fans)
___ Signs (to guide guests, if needed)
___ Guest book table
___ Stools
___ Cocktail tables
___ Linens (i.e. spandex linens, layering, etc.)
___ Portable bars
___ Barware
___ Table skirt (for coffee table, cake table, portable bars, etc.)
___ Coffee table
___ Centerpieces (for head table, guest tables, coffee table, etc.)
___ Napkins
___ Tables (round, banquet, umbrella, or other specialty tables)
___ Chairs
___ Linens (table cloths, runners, sash, etc.)
___ Centerpieces (for tables & bars)
___ Tableware
___ Glassware
___ Kegerators (or kegerator bars)
___ Chill and fill stations/tubs for chilling drinks
___ Buffet stations (l-shaped, x-shaped, u-shaped)
___ Stage
___ Stage lighting
___ Sound system
___ Lounge furniture