Decorations and Equipment Hire

If you’re planning to have your wedding in setting that does not provide decorations or equipment, then you need to consider either purchasing or hiring them, or a mixture of both.

There are an abundance of hire companies in business today, offering couples a great deal of variety and options to choose from. Whether it be candelabras or centrepieces, aisle runners or arches that you’re after, you are bound to find an equipment hire company who will be able to meet your needs.
With the increasing popularity of garden ceremonies and ‘at home’ weddings, businesses are being more creative with their ideas and allowing for couples to create truly unique and personalised trimmings for their wedding ceremony and reception. With careful planning, you will be able to create amazing results and all at a fraction of the price of more traditional, formal weddings.

Things to Consider

Once you have found a venue for your wedding ceremony and reception, you’ll probably be wondering where to start in terms of decorations and equipment hire. There are a number of things that you should consider first. These include:

• Ceremony venue
• Ceremony venue layout
• Reception venue
• Reception venue layout
• Items that you must have
• Items that you would like to have

When considering the ceremony site itself, you should take into account the following when planning for your decorations and equipment to hire. Firstly, if it is to be held outdoors, ensure that there is shelter nearby, or arrange an alternate setting or marquee in the case of inclement weather (rain, hail or shine). Also consider the time of day in which your ceremony is to be held, so that you can position your backs to the sun. You’ll have much better photos if you’re not squinting from the sun being in your eyes.
Consider what equipment you will require for the ceremony itself, taking into account:

• Your entrance/processional.
• You may wish to hire a red carpet, or similar runner for you to walk upon.
• The point where you will exchange your vows.
• Wedding arches and other decorative items are available to hire, and may add a romantic touch to your ceremony.
• Whether there will be any readings. If so, a lectern or stand may be required for the reader to position himself or herself.
• A location for the signing of the register.
• You may wish to hire a table and chair set by which to sit at to sign the register.
• How may seats (if any) you will need to hire for your guests, and where you wish to position them.
• Any other decorative items you may wish to have.

Venue Layout

The most important factor is the venue itself and it’s layout. If it is possible, ask the venue manager whether they have a copy of a floor plan or map that you may keep. If not, you may wish to sketch an approximate drawing yourself. In doing so, you will be able to work out what equipment you will require, where it should be positioned and the quantity and size that your venue will allow for. On the plan, take note of the areas in which you may wish to place a DJ/band, the caterers, bar (if required), dance floor, gift table, guest seating etc. It may also be handy to mark down the location of electrical points, so that you can plan for lighting, or any other services that require a power outlet. Lastly, take note of the location of the toilets (you obviously don’t want to set up the caterers next to the toilet door)!

As mentioned, there are so many options to choose from today, that planning your decorations and equipment for hire may seem an overwhelming task. The lists below may be of assistance in sparking some ideas for your special day.

To make your ceremony a truly unique and memorable one, you may wish to consider the following list of items to hire or purchase.

• Aisle runner/carpet
• Back drops
• Balloons
• Baskets (for ceremony booklets etc)
• Birds (to be released)
• Butterflies (to be released)
• Chair/Pew bows
• Chair covers
• Candelabras
• Candles
• Candle holders
• Columns/pillars
• Confetti/flower petals/bubbles
• Flooring
• Floral arrangements
• Flower pots/vases
• General decorations/banners
• Heating/cooling
• Lectern/stand (for readings or seating plans etc)
• Lighting
• Linen/fabric
• Marquee/shelter
• Piñatas
• Plants/pots/trees
• Rotunda/gazebo
• Special effects/fireworks etc
• Steamers/ribbons
• Tables/chairs
• Table decorations
• Trellis
• Umbrellas
• Wedding arch 
  

Once you have noted on the floor plan where everything is located, you may begin to plan for what you may wish to hire for your reception. If your reception is a sit down dinner, consider how many guests you will have and how many you wish to have seated at each table. From this number you can work out the amount of tables and chairs that may be required. Note that if your venue is short on space, round tables take up more room than rectangular tables.

If your reception is being catered for you will need to discuss with them, exactly what they provide in your chosen package, and what they may require.
You may also wish to discuss with your entertainers or DJ (if you’re having any) what their requirements are in terms of equipment. In most cases, entertainers come prepared with all of their necessary equipment, however, it’s always a good idea to double check.

Consider any other services in which you are employing for your wedding reception and be sure to contact them in regards to whether anything may be required on your part, in terms of equipment.

The following list will provide an idea of what items may be required for your wedding reception:

• Back drops
• Balloons
• Bar
• Cake stand
• Cake table
• Candelabras
• Candles
• Candle holders
• Catering equipment
• Chair covers
• Columns/pillars
• Crockery
• Cutlery
• Dance floor
• Easel/stand for seating plans
• Flooring
• Floral Arrangements
• Flower pots/vases
• General decorations/banners
• Glassware
• Heating/cooling
• Jukebox
• Lectern/stand (for speeches and the MC)
• Lighting
• Linen/fabric
• Marquee/shelter
• Microphone / P.A. system
• Napkins
• Napkin rings
• Piñatas
• Place card holders
• Plants/pots/trees
• Refrigeration and eskies
• Special effects/fireworks etc
• Steamers/ribbons
• Tablecloths (Bridal table, cake table, guest’s tables, gift table)
• Tables/chairs
• Table centrepieces
• Table decorations
• Table runners
• Wishing well

When selecting a decoration and/or equipment hire company, attempt to speak to couples that have utilised their services in the past. Seek recommendations from both family and friends, or people who have recently been married. Alternatively, a well-regarded decoration/hire company will be able to provide you with a list of previous clients whom you may be able to contact to speak to.

Once you have found a decoration/hire company, discuss your needs and the equipment that you require to ensure that they are able to accommodate your requests. It is also important to discuss the company’s fees and any other essential information that you should be made aware of (breakage costs etc). You should enquire as to whether the fees that are quoted include delivery, set-up and re-collection, and whether you are required to clean any equipment prior to returning them to the hire company.

Ensure that they are flexible and accommodating in regards to your requests and have the ability to assist you in fully planning your ceremony and reception decorations and equipment. Prior to signing any contracts with the hiring company, ask to view a showroom or display of their equipment to ensure that it is clean, in good condition and well maintained. Many decoration and hire companies will have photo albums, videos or DVDs that you may view, in order for you to gain an understanding of their products and service.

Good Luck, and happy decorating!