All Things Bridal Hair and Makeup
You are already oh so beautiful! We know it, your fiance knows it, and (hopefully) you know it! You spent so much time preparing for your wedding, this is the perfect opportunity to be the most polished version of yourself. That’s where professional hair and makeup teams come in. These amazing artists will make you SHINE! Follow this guide to feel confident in the selection of your hair and makeup teams.
This guide is divided into 3 sections:
Things to know and consider before booking hair and makeup artists
Questions to ask prior to booking
Ways to maximize your hair and makeup teams services
You are already oh so beautiful! We know it, your fiance knows it, and (hopefully) you know it! You spent so much time preparing for your wedding, this is the perfect opportunity to be the most polished version of yourself. That’s where professional hair and makeup teams come in. These amazing artists will make you SHINE! Follow this guide to feel confident in the selection of your hair and makeup teams.
This guide is divided into 3 sections:
Things to know and consider before booking hair and makeup artists
Questions to ask prior to booking
Ways to maximize your hair and makeup teams services
Things to know and consider before booking hair and makeup artists
Some people will bundle hair and makeup services, others will not. Hair and makeup artists often work in teams and bundle their services. This can be done by either one individual providing both services, or two professional’s combining their services into a single contract.This is great for cost effectiveness, as many offer discounted rates for booking both hair and makeup through a single contract. However, you may LOVE the hairstylist but not be as fond of the makeup artist (or vice versa). Be sure that bundling these services is worth it! If both services aren’t offered by one company or duo, you can contract the services separately. This is a great way to guarantee you love both of the services!
Bridal hair and makeup is more expensive than hair and makeup services for bridesmaids, family members, or kiddos. There are a few reasons bridal hair and makeup is more expensive. A bride typically has a more intricate hair and makeup design than anyone else getting ready for the wedding, which takes more time. She also needs her hair and makeup to be consistent and last throughout the wedding, which is accomplished by providing extra steps to prepare her hair and skin before beginning on the actual looks and using additional and high quality products.
If you are hiring a team, make sure you like everyone’s work. As the bride, you will typically do a hair and makeup trial with your professionals prior to the day. When you are hiring multiple people to take care of your bridesmaids and/or family members, this isn't usually the case. Be sure to inquire about the other professionals’ skills and experience and request pictures from their portfolios to get an idea of what their work is like.
Consider the space available in your getting ready area when booking a team of hair and makeup artists to provide services for multiple people. The space you are getting ready in may be a little cramped. If you have booked a hotel suite it may seem spacious, but once you, your bridesmaids, your mother, your groom’s mother, three makeup artists, three hair stylists, and a photographer are in the space, it quickly becomes cramped. Make sure that everyone will be comfortable in the space before hiring an extensive team and inviting extra people to get ready with you. A cramped space will have a lot of energy to process and quickly become hot. That doesn’t exactly set the stage for a calm environment. If you anticipate the space becoming cramped, pace everyone’s getting ready time slots appropriately so not everyone is on top of each other while trying to do hair and makeup at once!
Experience matters. A novelist hair and/or makeup artist may not be able to work around another professional, as quickly, or know how to make your makeup and/or hair last throughout the evening. A professional will be well versed on all of these factors and operate quickly, calmly, and efficiently.
Personality matters. Your hair and makeup team is around you while you are getting ready for an important and emotional day. Their energy truly matters. These people should be people you could see yourself being friends with. If they are high strung, easily stressed, or generally too much energy, they will alter the way you feel while getting ready. Ideally you want someone kind, easy going, and calming. The last thing you want is your makeup artist rushing around and creating unnecessary stress!
Have an idea of the hair and makeup styles you want & provide pictures. Prior to booking a hair and makeup team, have a clear idea of what style you want. Not every professional can achieve every look. Someone who is amazing at intricate braiding, may not be able to accomplish a curly up-do. A makeup artist who is incredibly talented at a Hollywood glam look, may struggle with a more natural look. Professionals want to set themselves up for success, so by providing them with plenty of pictures prior to booking they will be able to confidently tell you if they can achieve your desired look.
Do a trial run. Prior to booking, be sure to do a trial run. This is when the hair and/or makeup artists attempt to create your desired look. This is important and useful for a few reasons:
Check for product quality- During the trial run, check out the products that your professionals are using. If they whip out some drugstore makeup, RUN!!!
Make sure you like what they did- You will be able to see how closely they came to accomplishing your look and offer the opportunity for notes on how it can go better next time. Aside from their actual skills, this will also give you an idea of how your desired styles translate to you! You may have been in love with a certain hairstyle in pictures, but now that it is on your head, you may not be so in love with it!
Check for longevity of your hair and makeup- The trial lasts longer than just to when they finish your hair and makeup. Pay close attention to how your makeup settles into your face. Does it quickly become shiny? Does it fade, smudge, or smear throughout the day? Does it sink into your pores, making them more pronounced? How does your hair fall throughout the day? Does it stay perfectly? If curls start to go, do you like the way they are loosening? As fly-aways come out of an updo, do you like the natural transition or would you prefer everything stay put?
Make sure their personality works with yours- As previously mentioned, personality is important! Your trial run is the perfect opportunity to gauge how well your personalities mesh together and how pleasant this person will be to have around on your wedding day.
Make a general timeline before booking to make sure they are available at the time you need them. Makeup and hair teams often do multiple events in a single day. To guarantee they keep your time slot open, make a rough timeline for getting ready. This will also help them get an idea of how many professionals are required to finish everyone’s hair and makeup. Additionally, a timeline provides your professionals the opportunity to make suggestions about adding time or team members to make sure everyone is finished in time!
Not everyone needs to get professional hair and/or makeup services. If space and budget is limited, but your friends are talented, not everyone needs either or both professional hair and makeup services. Just be sure to communicate the desired look to your bridesmaids so they can practice the look beforehand.
Know how many people you need to get hair and/or makeup services. With space and budget in mind, have a clear idea of exactly how many people will be needing professional hair and/or makeup services. Oftentimes, services are discounted if purchased for multiple people. Also, if you add a lot of people to the roster of who is receiving hair and/or makeup services down the road, it may alter the getting ready timeline. Extra members of the hair and makeup teams may be required if more people decide to get professional services, but if you wait too long to make this decision your hair and makeup team may not have access to additional professionals!
Questions to ask your hair and/or makeup team before booking
Basics-
Are you available on my date?
Do you charge by the hour or by person?
What is the rate for bridal hair and/or makeup?
Is there a different rate for other people?
Do you offer discounts if we book for multiple people?
Do you require a deposit? How much?
When is the balance due?
What is your preferred method of payment?
What is your cancellation policy if I cancel?
What is your cancellation policy if you cancel?
What is your rescheduling policy if I need to change my date?
What is the backup plan if you are personally unable to fulfill your contract due to a last minute conflict?
Are there any additional fees such as travel fees, delivery fees, etc. that are not included in the package price?
Are you licensed?
Are you insured? Does the insurance cover all of your staff and property?
Service questions-
On my wedding day, will you travel to my location or will I have to come to your salon?
Can we do a trial run prior to booking?
What is the cost for the trial run?
Will the cost or a portion cost for the trial come out of your overall rate if I choose to book you for my wedding?
What products/application method do you use? (i.e. airbrush, creams, powders, etc.)
Roughly how long will it take to create my desired look?
Do you regularly work with a hair/makeup person that you recommend?
Do you offer bundled rates of hair and makeup services when booked together?
Do you work around the hair/makeup stylist as they work simultaneously or do you need to work at a separate time?
How many stylists will we need for the amount of people I intend to have professional services done on?
How much time will it take to complete everyone’s hair and makeup services?
Will you stick around throughout the day to do touch ups on my hair and makeup?
Experience questions-
Do you have a portfolio I can look through?
If multiple professionals will be providing hair and/or makeup services, can I look through each of their portfolios as well?
How long have you been doing hair and/or makeup professionally?
How long have you been doing wedding hair and/or makeup?
How many weddings do you typically do a year?
Will you have any other events on my wedding day?
Do you work with random other professionals or the same professionals mostly?
Ways to maximize your hair and makeup services
Pick a hair and makeup style that will work with your overall aesthetic and hair and skin type. Your hair and makeup should work with your dress, wedding design, and natural features. Think through how a style will translate to your head before falling too deeply in love with something! This well set your hair and makeup teams up for success and you up for happiness!
Understand that your face and hair is unique, so the style may look a little different on you. Even if you find a style that will complement your natural features, it will look a little different on your face than in pictures of other people. Be prepared to see slight differences. After all, your differences and uniqueness are a good thing! Your fiance agreed to marry you, not the ladies in the pictures! Your natural features are what make you an individual and particularly beautiful in your own way.
Provide a lot of inspiration pictures for your hair and makeup teams. Even though you will look a little different than the inspiration pictures, be sure to provide plenty of examples of the styles and look you are going for! This will help your professionals prepare. They need to think through how to accomplish your desired look and collect the supplies necessary to make it all come together.
Make sure there is adequate lighting in your getting ready space. Lighting is so important to hair and makeup services. Proper lighting will ensure your makeup is blended properly, your hair is all in place, and both the hair and makeup work together beautifully. Natural light is ideal, but if it is not available or adequate on its own look into alternatives. If you personally won’t be able to provide proper lighting, communicate this with your hair and makeup teams so they can bring ring lights or another alternative.
Make sure the hair and makeup stylists will have access to power in your getting ready space. Hair stylists will absolutely need power for blow dryers, curling irons, and/or flat irons. Makeup artists need power for their lights, airbrushes, or any other special equipment needed to accomplish your desired look. Check for nearby outlets to where you and anyone getting ready with you will do their hair and makeup. If there isn’t one close by, bring an extension cord and power splitters.
Make sure there is plenty of space for both the hair and makeup teams to work in your getting ready space. Allow plenty of space for two professionals to work at once. If you have multiple teams operating at the same time, make sure there are several designated spaces with plenty of room so everyone is able to work to the best of their abilities and everyone’s hair and makeup is completed on time.
Provide tables for your hair and makeup teams to set up their supplies in your getting ready space. Your hair and makeup teams both have supplies to set out for easy access. Each individual professional will need a table or adequate space to display their equipment. This table or display will need to be directly by their personal station for easy access.
Allow plenty of time in your wedding day timeline for getting ready. Don’t rush the getting ready portion of the day! This a fun time to spend with your closest friends and/or family, so allow for plenty of time to have a relaxing getting ready period. The key is having the bride’s hair and makeup finished last, to give her look the best chance at lasting the longest!
Discuss what you should do to prepare your hair and skin prior to the wedding day. Depending on your desired styles, hair type and skin type, your professionals may have advice on some steps to take prior to your wedding day. Your hairstylist may not want you to wash your hair the night before or they may want it freshly washed immediately before they begin your style. Your makeup artist may have a skin care routine they recommend to ensure your skin is in optimum condition. Don’t forget to inquire about your bridesmaids and/or family members, too! They likely will have a different hairstyle than you, and therefore need to do something different to prepare their hair! The makeup artists may not ask them to do anything too special, but it's worth asking just in case! Asking your professionals what everyone can do to make their hair and makeup experience as positive as possible is the very best way to maximize those services!
All Things Wedding Decorator
A wedding decorator is the person in charge of making everything pretty on your wedding day. Their work typically begins a few months prior to the wedding when they begin working closely with you to develop your design vision, plan how to implement that vision, and create mock-ups of potential designs. Follow this guide to feel confident you have selected a wedding decorator that will create the wedding of your dreams!
This guide is divided into 3 sections:
Things to know and consider prior to booking a wedding decorator
Questions to ask a wedding decorator prior to booking
Ways to maximize your decorator’s services
A wedding decorator is the person in charge of making everything pretty on your wedding day. Their work typically starts a few months prior to the wedding when they begin working closely with you to develop your design vision, plan how to implement that vision, and create mock-ups of potential designs. It is important to find a professional who can create a design that represents everything you are hoping for in a wedding design. Whether you come to this professional with a very specific vision or need full support on developing your design, a wedding decorator should be able to create a custom design just for you. Follow this guide to feel confident you have selected a wedding decorator that will create the wedding of your dreams!
This guide is divided into 3 sections:
Things to know and consider prior to booking a wedding decorator
Questions to ask a wedding decorator prior to booking
Ways to maximize your decorator’s services
Things to know and consider prior to booking a wedding decorator
Some coordinators or florists will act as wedding decorators, but not all will. If you are lucky, you will find a coordinator and/or florist that can provide decor and/or set up your decor. These professionals typically cost a little more upfront and may charge individually for decor rentals, but can ultimately save you money since you won’t need to find a separate decorator. Wedding decorators will occasionally also offer floral services, but they never include day-of coordination services. It is important to know the difference between these services and understand each professional's role in bringing your day together per their contract. Having a clear understanding of each professional’s services will save you a lot of money and headache down the road!
Some wedding decorators provide decorations, others won’t. Most decorators do have an inventory of decor, however, some do not. Some will show up with the sole purpose of setting up the decor that you provide. The professionals who do not provide any decor rentals typically are priced at lower rates, but the cost is made up by purchasing or renting decor from other sources.
Most decorators will assist with decor clean up at the end of the night, but it's worth double checking. If your decorator is supplying decorations they will almost always return the same night to break down decor and collect their belongings. Double check that this is the case, and confirm there are no additional fees if the wedding reception ends after a certain time. It is also worth confirming that they will break down any decor you supplied, make sure that it is packed away, and return your decor to its predesignated space. If you are supplying all of the decor, the decorator may or may not include clean up. If they do not include decor breakdown, you will need to make sure someone is assigned to take care of this aspect.
Most decorators will help with the overall design, some just implement, while others insist on doing everything. Wedding decorators include varying degrees of design consultation. Most of them will work with you to develop your design and plan the best way to bring your vision to life. A few decorators will simply take the designs you have already mapped out and implement them on the day of your wedding. This is more common for decorators who are not supplying any decor for your wedding. Some wedding decorators like to have the majority of control over the wedding design. They will typically still want input on color, themes, and general feel, but prefer to have free reign over how your desired design elements are brought together. This approach is more common for wedding decorators who are providing all of the decor, are hired early in the planning process, and have been in the business for a very, very long time. It takes a lot of confidence to assume they can create your dream wedding with minimal input from you! Confidence can pay off, but proceed with caution when a decorator says this is their work style! Some decorators that insist on picking and designing most of your wedding will have a very specific go-to wedding design that they recreate at multiple events. If you don’t like this look or are looking for something more custom, you may want to go a different route. Typically all decorators, even those who prefer to have the majority of control over design, will create mock-ups of their intended designs and get your approval before the wedding day.
Questions to ask a wedding decorator prior to booking
Basics-
Are you available on my date?
Can you work within my budget?
Do you require a deposit? How much?
When is the balance due?
What is the policy if your items are broken or missing after my wedding?
What is your preferred method of payment?
What is your cancellation policy if I cancel?
What is your cancellation policy if you cancel?
What is your rescheduling policy if I need to change my date?
What is the backup plan if you are personally unable to fulfill your contract due to a last minute conflict?
Are there any additional fees such as travel fees, delivery fees, etc. that are not included in the package price?
Are you licensed?
Are you insured? Does the insurance cover all of your staff and property?
Package & service questions-
Do you bring any assistants?
Will you provide some or all of the decor you will be setting up?
Will you set up decor that I provide?
I’m hosting my ceremony and reception at two separate venues, will you provide decor set up and breakdown for both locations?
Will you assist me with building my design vision?
Will you assemble examples for my wedding that I will be able to look over and approve?
When do we need to have the design finalized?
Do you have a catalog of your inventory I can look through?
Is everything in your inventory included in the cost of your services or priced individually?
Can I see examples of your past designs?
How long does it typically take you to set up the decor for a wedding of my size and my desired style?
Will you return at the end of the night to clean up decor?
If I provided some of the decor, will you also clear my decor from my venue?
Experience-
How long have you been a wedding decorator?
How many weddings do you do a year?
Do you do any other kind of design work?
Will you be decorating any other events on my wedding weekend? (Hint: While this doesn’t matter too much for most vendors, if your wedding decorator is working other weddings on your wedding weekend you run the risk of some items intended to be used at your wedding being damaged or destroyed at another event. If this happens a day or two prior to your wedding there won’t be time to replace the item.)
Ways to maximize your wedding decorators services
Communicate your vision clearly. Since almost all decorators take some level of your design preferences into consideration, it is important to communicate your vision, especially your must-haves, clearly. Be sure to provide inspiration photos if you have them, instead of simply trying to describe something you like. Show the decorator your wedding attire, floral inspiration, color scheme, and venue so they can develop an understanding of what styles you are drawn to.
Organize any decor you are supplying. Clearly label boxes, take pictures of things you have a specific vision for, and label the purpose for individual items. This will not only streamline the decorating process, but also ensure that your decor is placed in the way you intended.
You will be charged for broken or missing items, so do your due diligence to return everything in-tact! Have your MC make multiple announcements about not taking centerpieces or decor pieces. Believe it or not, some wedding guests assume the items they see are up for grabs. Some centerpieces, especially large floral pieces, are commonly given away at weddings, so they aren’t totally wrong for thinking this may be the case. If your decor items are rentals, be sure to have the MC clearly communicate this to guests. Your decorator (or any other rental source) works hard to collect these pieces and they often aren’t easily replaced. If items go missing, that usually results in a pretty hefty surcharge!
Things happen, plan accordingly. Guests may miss the memo to not take items, or items may break. Although we all want to hope for the best, it is best to plan for the worst! Prior to your wedding day, have your decorator (or any other decor rental source) prepare an invoice with the cost to replace each item they are supplying. Not only will this help you mentally and financially prepare if something does go missing, it will also hold the rental vendor accountable to certain amounts (in other words, they can’t charge you an arbitrary and high amount that they came up with off the cuff after the fact).
All Things Rental Companies
The majority of weddings will require rentals in some capacity. Whether you need to rent everything down to the generators and restrooms or if you are just looking to rent a few decor pieces, it is important to thoroughly vet your rental company. Follow this guide to feel confident in your rental company selection!
This guide is divided into 3 sections:
Things to know and consider before booking a rental company
Questions to ask a rental company prior to booking
Ways to maximize rental services
The majority of weddings will require rentals in some capacity. Whether you need to rent everything down to the generators and restrooms or if you are just looking to rent a few decor pieces, it is important to thoroughly vet your rental company. Follow this guide to feel confident in your rental company selection!
This guide is divided into 3 sections:
Things to know and consider before booking a rental company
Questions to ask a rental company prior to booking
Ways to maximize rental services
Things to know and consider before booking a rental company
Some venues have requirements of which rental company can be hired. Certain venues are particular about what rental companies can work on their property. If this is the case, you will likely have to go with their company no matter what. Some venues with “preferred” rental companies will allow you to hire an alternative company, but charge an additional fee. Though it is unlikely, depending on the rates of their preferred company and the additional fee amount, you may be able to save money by going with an outside company even considering the additional fee. On rare occasions the preferred company will have limited rental options and not offer items that work with your desired aesthetic. In this case, and if your budget allows, an outside company may still worth the additional fees.
Some venues have requirements of certain specific equipment that you will need to rent. Venues want to protect their property, and for good reason! The quality of their venue is the foundation of their income. This means they may require certain protective elements be rented in order to keep their space safe. Common items include ground coverings to go beneath the caterer, fire extinguishers, adequate trash receptacles, and display equipment so no permanent measures are taken to display decor or lighting (i.e. poles, stand alone wall displays, scaffolding, etc.).
Venues often have specific rental drop off and pick up windows. Venues typically have a set beginning and ending time that vendors will have access to a space. The initial access time varies significantly from venue to venue, but the vendor “out time” is typically 30-90 minutes after the reception concludes. When discussing arrangements with a rental company make sure that they can guarantee their drop off and pick up falls within this window so you are not stuck with a hefty fine at the end of the night. Be sure to inquire about additional fees for tighter windows!
Consider the rentals significance and relevance to all other set ups when deciding on a rental drop off time. If you are renting all dinner & accent tables, ceremony & reception chairs, kitchen equipment, physical bar, power sources, lighting, bathrooms, etc., the rentals will need to be dropped off and set up before any other vendor or design element since they are essential to everything else. Make sure that you schedule the drop off with plenty of time leftover for the rest of your vendors to properly set up.
Think through all aspects of the wedding and plan for function first. Think about the space you have chosen to host your ceremony and reception. Before considering aesthetics, consider the fundamental items necessary to keep everyone safe and comfortable. There are some basic functional features you will need to check for and rent if they are missing from your venue space:
Is there power?
Are there restrooms?
Do the restrooms have lights and a handwashing station?
Is the path to the restroom adequately lit?
Is there adequate lighting at each vendor's station?
Is there adequate lighting for guests in the dinner area?
Is there a source of drinking water?
Is there a kitchen or prep space for your caterer?
Does this kitchen or food prep space have a handwashing station?
Are there tables for a buffet display?
Are there tables for your appetizers?
Is there a space that can be utilized as a bar?
Are there trash cans?
Is there a larger dumpster where full trash bags can be disposed of?
Is there one or more fire extinguishers?
Is plenty of seating provided for guests in the ceremony area?
Are there tables and chairs for guests to eat their meal?
Is there a dance floor?
Is there any climate control (i.e. shade, heaters, shelter from rain, etc.)?
Some vendors will need supplies from the rental company. Some vendors will require items from the rental company. Typically vendors that require equipment and/or supplies from the rental company will communicate this with you. However, some vendors may forget or assume that accommodations will have been made for them. Ask your DJ if they need a table and chair. Ask your caterer if they need any equipment (i.e. full kitchen, prep space, shade- no one wants a sweaty chef!-, chafers or serving dishes, serving spoons, serving trays, buffet tables, dinner plates, silverware, cups, water pitchers, etc.). Ask your bartender if they need any supplies (i.e. shakers, bar spill mats, bar back table, cups, etc.). Be sure to ask every single vendor if they need anything, just in case!
Styles, quality, and pricing vary significantly between rental companies. Once you have thought through the absolute necessities, consider aesthetics and quality when comparing prices. The main pricing and style differences you will find are between speciality/boutique companies and larger, full service companies. There are pros and cons to both rental company types!
Speciality/boutique rental companies- Companies that provide more specific and speciality items typically are very particular about the quality of their pieces. Specialty or boutique rental companies are likely to have higher prices to account for rental item upkeep and to accommodate for their typically smaller amount of business. These companies usually have a more limited inventory so they are less likely to supply rentals to multiple events on a particular day. This means they are typically more likely to be flexible with their drop off and pick up times. This also means they may not have enough items to accommodate a larger wedding. Supporting smaller companies is awesome and having unique furnishings is a great way to individualize your wedding design. However, these companies typically don’t offer all of the functional equipment (i.e. bartending supplies, kitchen supplies, lighting, dance floors, trash receptacles, etc.), so you may still need to source those items from a separate rental company.
Larger full service companies- Most large companies will offer items in a wide range of styles and price points. They typically offer basic items at relatively low rates, but also offer trendier items to match a variety of design aesthetics. Large companies tend to do a lot of business which means they are likely to operate as a very well oiled machine. They typically accurately fulfill orders, are on time to drop off items, efficiently set everything up, and are on time to pick up their property. A lot of larger companies offer similar items to one another, but the pricing and quality can vary. Since these companies have a vast inventory they typically will move equipment quickly from one event to the next, which does not necessarily allow time to carefully inspect for minor damage or stains. They are, however, way more likely to be a one-stop-shop for all of your rental needs. They usually have everything you need right down to power sources. The only item commonly left out of full service rental company inventory is portable restrooms. Due to the unique nature and specific cleaning requirements, those usually come from companies that specialize in these services. Visit the showroom or warehouse to test out the items to make sure they are comfortable and there isn’t a lot of damage.
You may need to source rental items from multiple companies. It is fairly common to source rental items from more than one company, especially if you are working with a blank slate venue or a space that isn’t typically utilized for events (i.e. private residences). Be sure to consider the logistics of multiple companies simultaneously dropping off and picking up items and factor the additional delivery fees and security deposits into your overall budget. You’re also more likely to need to source rentals from multiple companies if you have a specific vision that requires speciality pieces (i.e. vintage furniture, boho aesthetic, peacock chairs, etc.), since some of these items may only be available through a boutique company. Sourcing rentals from multiple companies is not a bad thing, necessarily. If you have the room in your budget, it makes sense logistically, and it will have a drastic impact on the overall cohesiveness of your design, then sourcing items from multiple companies is a great option!
Compare rates and reviews of rental companies to ensure you are getting the best value. After thinking through the functionality and design elements you are looking for in your rentals, thoroughly research any companies you are interested in. Make sure there aren’t consistent complaints about quality, order fulfillment issues, or punctuality. If you find that companies offer very similar services at significantly different prices, be sure to figure out why!! Some companies really do provide the same quality of rentals and service at more competitive prices to increase their overall business, but there is almost always a deeper reason for significant price variation than “this company really cares about my budget.”
Some rental items require some assembly upon drop off. For furniture, assembly is almost always included in the price and done by the rental company staff. The rental company may or may not include set up for lighting displays, overhead hanging installments, furniture placement, table linen placement, kitchen assembly, etc. They may offer this service at an additional cost, but one way or another you will need to make sure someone is designated to take care of the assembly and placement of your rental pieces. Keep in mind, this is almost never a 1-2 person task and these items must be assembled and placed before most other decorating and vendor set up can take place.
Some venues love their existing furniture and have limitations on outside rentals replacing their pieces. Most venues are happy to allow outside rentals in their space. Some venues will not remove their existing furniture. This may be because they don’t have a space to store their existing furniture or because they don’t want to risk damaging their property. If you want to add additional furnishings to complement the existing pieces in the venue, they may or may not allow this. Again it is not common, but some venues are concerned with outside companies moving furniture into their space and potentially damaging their property. Either way, this is something to consider and discuss with your venue prior to booking a rental company.
Questions to ask a rental company prior to booking
Basics-
Are you available on my date?
Can you work within my budget?
Do you require a deposit? How much?
When is the balance due?
What is your preferred method of payment?
What is your cancellation policy if I cancel?
What is your cancellation policy if you cancel?
What is your rescheduling policy if I need to change my date?
What is the backup plan if you are personally unable to fulfill your contract due to a last minute conflict?
Are there any additional fees such as travel fees, delivery fees, etc. that are not included in the package price?
Are you licensed?
Are you insured? Does the insurance cover all of your staff and property?
Equipment-
Is your full inventory pictured online or do you have additional pieces available?
Can I see the furniture pieces in person before committing to them?
What are the fees for lost or damaged items?
How often are your rental pieces inspected for minor damage?
Are you planning on adding any additional items to your inventory between my wedding? If so, will I be notified as these items are made available?
Logistics-
Can I add or take away items from my order prior to my wedding? (Hint: Guest count may change, weather may impose new rental needs, new vendors may require items from the rental company, you may find additional design inspiration and want to add some pieces to your order, or you may decide to save some money and cut some rental pieces out completely. Understand how flexible your order will be prior to booking!)
Am I obligated to pay a percentage of the initial order amount if I decide to decrease my overall order?
When do I need to have my rental order finalized?
Have you worked at my venue before? (Hint: A rental company's familiarity with a venue will impact the efficiency of drop off. A rental company that regularly provides services to a certain venue will also be able to provide valuable insight into what equipment is required or necessary to make the space functional. They will also be able to provide guidance on what pieces will look best in the space.)
Will you visit the site for a venue walk through prior to my wedding date to measure the space and make a plan for delivery?
When will you deliver and pick up the rental equipment?
How long does it typically take to deliver and set up the rental equipment?
What amount of setup of the rental equipment does your staff take care of? (I.e will they drop everything off for someone else to place, will they place your some or all of the furniture personally, will they install your lighting, etc.?)
What is the delivery fee?
Are there additional fees if I would like an alternative delivery and pickup dates or times from the ones suggested?
Ways to maximize your rental company’s services
If the rental agreement includes a venue walkthrough, take them up on this! Not all companies will offer this service, but if yours does it is a great service to take them up on! Arrange a time for you and a representative from the rental company to attend a venue walkthrough to measure the space and think through logistics. If a company frequently works in a space they may not find it necessary to visit the venue for spacing purposes. However, if they aren’t familiar with the venue or you are planning to utilize the space in a way that is not typical, have a representative from the rental company come to measure and offer their expert opinion of how sizing and placement of items will be most aesthetically pleasing while maintaining functionality.
Visit their showroom or warehouse to view and test equipment in person prior to finalizing your order. Even after confirming rental services with a company, be sure to test out the items you intend to rent and check the quality in person. Pretty chairs may not be comfortable. Certain items may be damaged and you might want to swap them out for a different, more durable type of furnishing.
Book extra items. Sometimes a vendor will need a table, shade, and/or power source, but not mention their need beforehand. Oftentimes, an extra table is needed to display items, store items, or for any other number of uses. Add an additional table (or two) and table linen (if necessary) for vendors or displays just in case. The additional tables you plan don’t need to be full dinner tables. Typically the extra tables are 4’, 6’, or 8’ tables, depending on the space you are working with and the design you have planned.
Make a backup plan for inclimate weather. Things happen, so be prepared! Before weather even has a chance to become an issue, ask what supplies the company has available to accommodate the climate (i.e. tents, umbrellas, heaters, blankets, fans, etc.). Be sure to inquire about the latest date you can add these accommodations to your order and the availability and stock of these items. Larger companies will have a lot of supplies which makes them more likely to have something available last minute. Small companies that only take on one or two events a day are also likely to have these ready to go, since they are only providing service to a few clients on a certain day. The medium size companies tend to be a little trickier and their stock of climate control items will quickly dwindle.