Wedding rentals are invisible when they’re planned for and catastrophic when they’re forgotten. If you’re booking a full-service wedding venue, most items are likely included. If you’re booking a blank-canvas space—a barn, a park, a family property—you may need to rent everything from tables and chairs to power generators and restroom trailers. This guide covers item-by-item costs so you can build a realistic estimate.
Per-item rental costs
| Item | Typical rental cost | Notes |
|---|---|---|
| Round table (60”, seats 8–10) | $8–$18 each | Standard reception table |
| Rectangular table (8ft, seats 6–8) | $10–$20 each | Farm-style or head table |
| Folding / basic chair | $2–$5 each | Budget option, functional |
| Chiavari chair (ballroom style) | $6–$14 each | Most popular premium chair |
| Cross-back / farm chair | $7–$12 each | Rustic/bohemian look |
| Linen / tablecloth | $12–$35 each | Fabric and color affect price |
| Napkins (cloth) | $1–$3 each | Usually rented in sets |
| Charger plate | $1–$4 each | Decorative plate under dinner plate |
| Dance floor (20×20 ft) | $600–$1,200 | Modular wood or hardboard |
| Cocktail table (bar-height) | $10–$20 each | For cocktail hour standing areas |
Estimated total for 100 guests (basic setup)
| Item | Quantity | Unit cost | Subtotal |
|---|---|---|---|
| 60” round tables | 12 | $14 | $168 |
| Chiavari chairs | 110 | $10 | $1,100 |
| Tablecloths | 14 | $22 | $308 |
| Cloth napkins | 110 | $2 | $220 |
| Cocktail tables (6) | 6 | $16 | $96 |
| Dance floor | 1 | $900 | $900 |
| Delivery + setup + pickup | — | 20% | ~$560 |
| Total | — | — | ~$3,350 |
This is a mid-range setup without a tent, generator, or specialty items. Upgrade to premium linens or add a photo booth prop table and the number rises. Choose simpler chairs and skip the dance floor and it drops.
The tent: the biggest variable
If you’re having an outdoor reception at a blank-canvas venue, a tent is almost always necessary for weather backup. Tent rental costs vary significantly by size, style, and season:
| Tent type and size | Typical rental cost |
|---|---|
| Frame tent, 20×40 ft (50–80 guests) | $800–$1,800 |
| Frame tent, 40×60 ft (100–150 guests) | $1,500–$3,500 |
| Pole tent / sailcloth, 40×60 ft | $2,500–$5,000 |
| Clear-top tent, 40×60 ft | $3,500–$7,000 |
Tent rental typically includes setup and breakdown but not sidewalls (add $200–$600), flooring ($1–$3/sq ft), or lighting ($500–$2,000 for basic string lights). For a fully outfitted 40×60 tent with flooring, sidewalls, and lighting: budget $5,000–$10,000.
Other rentals that catch blank-canvas couples off guard
Generator: If the venue doesn’t have adequate power (many barns and outdoor sites don’t), a generator rental runs $400–$1,200 depending on load. Your caterer and DJ will have power requirements; confirm early.
Restroom trailers: For outdoor venues without facilities, a luxury restroom trailer runs $800–$2,000. A basic portable toilet unit is $100–$200 per unit (not recommended for formal weddings).
Heaters: Propane patio heaters run $100–$200 each; a tent with adequate heat for 100 guests needs 6–10 units. Budget $600–$2,000 for fall or shoulder-season outdoor events.
Lighting: String lights, uplighting, candelabras, and lanterns are almost always rented separately. $500–$2,500 depending on coverage and complexity.
The delivery and setup fee
Most rental companies charge 15–25% of the total order in delivery, setup, and breakdown fees. On a $3,000 rental order, that’s $450–$750 on top. Factor this into your comparison when looking at different vendors.
Check what your venue includes first
Before renting anything, get a written list from your venue of exactly what’s provided. Many couples rent items that the venue already supplies. Common venue-included items: round tables, folding chairs, basic linens, glassware (if catering is captive), bar equipment. Confirming this early prevents doubling up and wasting money.
Once you know what you need, build the complete rentals line item in the Budget Builder including delivery fees—it’s one of the categories where the gap between the quote and the actual cost is widest.
