1. Find a venue that is flexible on delivery and pick up times.
If you can have your rentals delivered and picked up during standard times with a 4 hour window, your fees will be significantly less (averages $100 in Austin). Time specific and after hours fees are significant (average $200 more than standard delivery).
For example – if the rental company can deliver Friday afternoon and pick up Monday morning, you would pay $100. If your vendor requires delivery Saturday morning and pick up after the event Saturday night, your fees will easily jump to over $500.
2. Ask your venue what they have available to use.
Many times venues will have standard tables and chairs that you can use free of charge or for a very low price. Don’t be afraid to use the basics – there are many ways to spruce them up and still have a glamorous look and feel.
3. Find out if your venue requires you to use a certain rental company.
A few venues (not many) require you to use a certain vendor for rentals. Quite often the vendor is one with the highest prices so consider that when booking. You will not be able to shop around to get the best deal.
4. Use as few vendors as possible.
Again, delivery fees add up quickly. You want to get everything from as few vendors as possible to save money and to simplify logistics.
5. Shop around for Tents
Tents are always one of the biggest line items for outdoor events, and prices vary widely amongst vendors. You want to use a reliable vendor with quality products, but there are many to choose from. Pro Tip: Just use Reventals and we will find you the best deal (for FREE).
6. Don’t make linens your focal point.
Linens are expensive to rent due to the cleaning costs incurred by rental companies. Use a simple polyester linen and then spruce it up with table runners, centerpieces and place settings.
If you have an annual event, you may even consider purchasing the linens to use each year. Just keep in mind that this also has its own set of headaches as you will need to wash and press them (or pay for that service which cost as much as renting). See more in my related blog Should You Rent or Buy Linens for Your Event?
7. Make decorations / decor.
Look for inspiration on Pinterest and directions on Instructables and make some of the decorations / decor.
8. Use twinkle or bulb lights instead of other expensive lighting options. Buy these string lights instead of renting.
String lights are budget friendly and can create a beautiful ambiance. Watch for sales at Costco and on Amazon. You can purchase for less than the price of renting and use them from year to year (they don’t require a lot of storage space).
9. Serve wine, beer in bottles, and a signature drink instead of having an open bar.
This will not only save you money on liquor but also on glassware. Each type of drink is served in a different glass. You rent glasses based on estimates, which typically means you have more of each type than what you will actually use.
10. Buy second hand decor instead of renting.
Flea markets and online marketplaces are a great place to find second-hand decor. Plus, you can resell them again after your event. If you are crafty or have design-forward friends to help, this can be fun and save you a ton.
