Planning a wedding means juggling a hundred details, and the rentals are where a lot of them live. The good news: once you break it down area by area, it's simple. Use this checklist to make sure every guest has a seat, every table looks finished, and you're covered if the weather turns. Not sure on quantities? Our event rental sizing guide shows you exactly how many tables and chairs you need by guest count.
Ceremony
The ceremony is short, but it sets the tone. Here's what most couples rent for it:
- Guest seating — one chair per guest for the ceremony. If your ceremony and reception are in the same venue, the same chairs can often be flipped and reused, so you only rent one set.
- Arch or backdrop space — plan where your arch, arbor or focal point will sit, and leave a clear aisle (about 4–5 ft wide) down the center for the processional.
- Aisle layout — decide on chair rows per side and how many seats per row; this drives your final chair count and the space you'll need.
- A small signing table — for the marriage license, a unity ceremony, or your officiant's notes.
Reception seating
This is the heart of your rental order. Start with guest tables and chairs, then add the rest:
- Guest dining tables — most weddings use 60" round tables (8–10 guests each) or 6 ft banquet tables for a long, family-style look. Browse table & chair rentals to pick your style.
- Guest chairs — one per guest, plus 3–5 extra for late additions, vendors and a comfort buffer.
- A dance floor area — leave open space near the head table; factor it in when you count how many tables fit your venue.
Not sure how many of each? The sizing guide has a quick reference by guest count.
Tabletop & linens
Linens and tabletop are what turn bare tables into a wedding. For each table, plan:
- One linen per table, sized to the table it covers — a 60" round and a 6 ft banquet take different sizes. Match your colors or palette. See linen rentals, or just tell us your colors and we'll guide you.
- Napkins — one per place setting, often in an accent color.
- Place settings — plates, flatware and glassware per guest if your caterer isn't providing them.
- Centerpiece base — runners, chargers or stands to anchor your florals and candles.
Special tables
Beyond guest seating, weddings need a handful of "feature" tables. It's the part people forget — don't:
- Head or sweetheart table — for the couple (sweetheart) or the full wedding party (head table). Often dressed up with extra linens or a special length.
- Gift & card table — near the entrance where guests arrive.
- Cake / dessert table — a focal point that often gets photographed, so give it a nice linen.
- Guestbook / sign-in table — for your guestbook, photos or a memory display.
- Food & buffet tables — one or two for buffet service, plus a station for drinks or a coffee/dessert bar.
Tip — reserve early for spring & fall dates. Inland Empire wedding season (March–June and September–November) books up fast, and popular weekends go first. As soon as you have a date and a rough guest count, send your request — reserving costs nothing and locks in your spot before the calendar fills.
Outdoor & weather
Southern California weather is generous, but evenings cool off and afternoons get bright. Plan for it:
- Tents & canopies — shade for the ceremony and cover for the reception in case of sun or a surprise sprinkle. See tent & canopy rentals; allow roughly 10–12 sq ft per guest for seated dining.
- Patio heaters — Inland Empire evenings drop quickly, especially in spring and fall. Plan a few heaters to keep guests comfortable once the sun goes down.
- A flat, clear setup area — confirm your venue has level ground and enough space for tents, tables and a buffet.
Questions to ask your rental company
Before you book with anyone, run through this short list:
- Do you deliver and set up — and is there a delivery fee for my ZIP?
- When do you deliver and pick up relative to my event?
- Is everything available on my exact date?
- How and when do I pay, and is a deposit required?
- Can you help me figure out the right quantities for my guest count?
- What happens if my guest count changes before the wedding?
How Havana works
With Havana, you reserve online — build a quote with your tables, chairs, linens and more, then submit your request with your wedding date and details. We confirm availability and your final price, and you pay cash on delivery or pickup. There's no card required and no deposit to reserve. And if you're unsure how much of anything to rent, just tell us your guest count and date — we'll help you get the quantities right with no guesswork.
When should I reserve my wedding rentals?
As early as you can — ideally as soon as you have a date and a rough guest count. Spring and fall weekends in the Inland Empire book up fast. Reserving costs nothing and there's no deposit, so it only protects your date.
Do you deliver and set up?
Yes — we deliver, and we can set up your tables, chairs and tents so everything's ready before guests arrive. Delivery is based on your ZIP; we'll confirm the fee when we confirm your order.
Is there a deposit to reserve?
No. There's no deposit and no card required to reserve. You submit a request, we confirm availability and final pricing, and you pay cash on delivery or pickup.
Can you help me figure out how much to rent?
Absolutely. Tell us your guest count and event date and we'll help you size your tables, chairs, linens and tents — no guesswork. Our sizing guide is a great starting point too.