Ahhh, the ubiquitous wedding checklist. If you’re planning a (big outdoor?) large wedding, we hope you have a wedding planner to manage it for you. 

If not, take heart in the comfort of knowing there are a lot of quality sources to pull it off without a hitch. 

Wedding Safety in the Age of COVID

COVID-19 is wrecking big planned celebrations everywhere. 

While we hate that with a passion, we’re absolutely not advocating that you throw a big wedding during these dangerous times. The safety of your guests, support staff, yourselves, the community at large- pretty much everyone, has never been more important.

That said, if you’ve postponed your big day then why not use that extra time for planning? A good thing to come from a bad situation. The circumstances may have convinced you that when the time is right, taking your venue outdoors is a better plan. 

That’s why we’ve put together this can’t-miss essential list of items to rent for your outdoor wedding.

Wedding Rental Staples

Hopefully you’ve done a little homework on what is best to rent vs purchase. If not, take a gander at our buying guide to help you decide, then come on back here to learn more about renting swag.

1. Rent a Tent

In these bizarre days of COVID-19, outdoor weddings are more popular than ever. In some places, they’re required by law if you have a large wedding party. (More on this in a minute.) 

You don’t need us to tell you that having a tent just in case is non-negotiable. Yet it’s not as simple as simply throwing up a tent, et voila, you’re good. 

Here are some basic things your tent should feature:

• Rain gutters
• Pole covers or canopy drapes 
• Decorated marquee entrance
• Arches
• Clear sides (if preferred)
• Separate tents for catering and anyone else who needs more space

2. Dance Floor

Dance floors can be rented if your venue doesn’t already include one. Tally your guest list and ask your rental company what they recommend. 

Industry standard is usually 4-5 feet per guest, but you’ll have to assume your uncle and the best man will probably have a b-boy battle at some point. You may want to measure generously!

Don’t forget the stage for entertainers, and a custom backdrop for a photo space if that’s on the agenda.

3. Bar

For some, this is the most important part of the night. 

Whether you’re going for the full gamut of beer and wine, or non-alcoholic cocktail options, it’s about the libations and the gathering space. 

People tend to congregate around the bar. Choose wisely when it comes to style, space, and service (or none if you create a DIY bar situation). Whatever makes for a friendly drinking situation. 

Oh, and the cardinal rule? Assume everyone will drink way more than you anticipate. 

There’s no bigger buzzkill than running out of drinks. If you purchase your own alcohol, you can take it home after the shindig, or divvy it up between the members of your bridal party if you’re feeling generous.

4. Tables and Chairs for Everyone 

The reason we emphasize ‘everyone’ here is because sometimes the plan for seating is based on the guest list alone.

Don’t forget about your musicians, catering staff, and anyone else who may need to take a seat and get off their feet at some point. 

The same goes for tables. Designate a table for favors, gifts/cards, the cake(s), etc.

5. Furniture for Lounging

We love the less formal, social area idea to include in a wedding space. If you’ve ever been to a wedding with big round dining tables only, you’ll know that can be awkward to communicate over. 

Set up a little space reminiscent of a family room complete with sofas, chairs, benches, coffee and/or end tables. Many companies offer decorative touches such as fancy pillows and some really neat lighting options to make it extra cozy. Speaking of lighting…

6. Don’t Forget the Generator 

When hosting an outdoor wedding, you may not have a choice except to use a generator. Even if your venue does have a power source, it’s always a good idea to be prepared.

Think very carefully about all of the things you need power for beyond lighting:

• Entertainment
• A PA system for toasts to the bride and groom
• Caterers
• And more

Being stuck without power is almost as bad as running out of drinks.

One wedding Love & Lavender planned at a beautiful old castle venue in Ireland ended in flames, literally. The power source got overloaded and a fire in the engine room ensued. Thanks centuries old castle without adequate power!

Long story short, we had to hastily move the entire party to one of the nearby buildings on the grounds. If we had a backup generator on hand, we likely could have stuck with our Plan A for the wedding reception festivities!

7. Flatware, Dinnerware, and Barware

We don’t have to tell you to provide guests with things to eat, drink, and be merry. Depending upon your caterers, they may insist you rent theirs, or choose from an affiliate company. 

If they do let you rent your own, don’t be afraid to get really different. Colorful stemware or vintage/retro-themed bar and flatware is super neat to include as well as unique dinnerware.

Don’t even get us started on the cool things you can do with chargers and cake stands! 

8. Linens and Napkins

These usually include items such as:

• Napkins
• Table runners
• Table skirts
• Tablecloths
• Chair covers

Depending upon your style and theme, you may choose to omit some or add other touches, like fabrics to decorate the ceiling of your tent, for instance.

Don’t forget to plan insurance into your budget for linens that get stained or damaged, and delivery and pick-up.

9. Floral

Flowers are so impactful at a wedding, it’s really not a stretch to say that visually speaking, they’re the icing on the cake. 

TheKnot has a great article full of tips on how to handle the flower situation for your wedding. Also, how much you can expect to pay for your flowers and essentials such as vases, centerpieces, and candle holders. 

Hint: probably a lot. We have a trick or two to help take the sting out of that price later in this article.

10. A Word On Restrooms

If you’re having an outdoor wedding without access to indoor facilities, renting restroom trailers is a must. Of course, we’re not talking “port-a-potty” here. You’d be amazed at the number of options available for restroom trailers with plenty of space and accoutrements. 

As you can imagine, the fancier the trailer, the higher the price tag. 

You’ll need to budget in things like how many trailers you’ll need to accommodate the size of your guest list, delivery, set up, and pick up. 

It’s not like you can go without them. Pardon the pun. 

Ways to Save Without Sacrificing Style 

Harness The Infinite Expanse Of The Web 

• Create your own free wedding website where your guests can find updates, communications, leave RSVP’s, and registry information. It’s a great way to save some dough on communications you may have ordinarily sent through the mail, and your guests will be happy for the convenience. 

We suggest Minted for wedding websites.

• If you can, skip the wedding planner and use a site that offers planning tools like checklists, budgeting, timelines, guest lists, and much more. 

• Put social media to work for you. Instagram, FaceBook, even LinkedIn are great places to seek out up-and-coming talent for your DJ or band, photographers, etc.

• Use web-based companies like Wedit. They are an extremely creative (and less expensive) option for visually documenting your celebration and sharing it with your guests. Again, they’ll thank you for the convenience, and you’ll love the finished product.

Do The Best You Can With What You’ve Already Got

• Put your flowers on double duty from ceremony to reception. Ask your florist for options, chances are they’ll have an ingenious trick or two for making that happen.

• Strategic linen use can be a game changer when it comes to saving a buck or two. Consider using the most quality pieces like table dressings and draped chairs for areas where your guests will be dining and drinking the most. For the cake or gift tables, go for the less expensive options.

If you’ve got the time and inclination, you can also purchase and resell your linens. Minted.com sells some beautiful, independently designed linens that you’ll have zero problems finding some takers for.

Go green and cut back on your printed items. Limiting your number of programs to one per party to share, consider ordering all of your printed items at once to cut down on printing fees, and reconsider how you spend money on cardstock and extras like envelope liners. 

Many are opting for RSVP postcards instead of traditional cards to cut down on spending as well, and TBH, some of them couldn’t be cuter. 

Rental Wrap-up

No two weddings are alike, and the things on our list are just suggestions for common things people need to pull off their weddings without a hitch. (Or fewer hitches, anyway.) 

You should always talk to your planners, vendors, and especially your caterer for any other items you’ll need for your unique situation. Don’t be afraid to ask a lot of questions, and let them know exactly what you want. 

In the list of the most special days of your life, this one ranks among the top. The idea of that can be stressful when it comes to planning, don’t fall into the stress trap. Take time and be present for every moment (as best you can). Keep in mind, once those moments pass, they’ll be gone forever. Use them wisely.  

*Did you find this post useful? Then save THIS PIN below to your Wedding Planning board for later!*

Note: Love & Lavender was compensated for this post by Minted.com

Wedding plans for 2021 and even 2022 are still undoubtedly at risk of being upended due to the ongoing Coronavirus pandemic. This is unchartered territory not only for the many couples with carefully-laid plans to get married this year, but also for the wedding vendors, accommodation providers, airlines, and other stakeholders.

We created this article to help you make a well-informed decision to either postpone or keep your wedding date. Take heart in knowing that your guests and vendors will understand whatever choice you make, and do their best to support you.

In fact, wedding industry leaders are already innovating services & products to help couples navigate towards a happy wedding day. We’ll touch on some of the support and guidance offered by one industry leader (Minted.com) later in this article.

To Postpone or Not To Postpone

We reached out to Shane McMurray from the leading stats website TheWeddingReport for a bit of context around weddings in 2020 and 2021. Based on his survey conducted in June 2021, Shane provided the following analysis:

“After 2023, things should start to normalize, and we will get back to pre-pandemic number of weddings and spending.”

— Shane McMurray, Wedding.report

• 20% of couples are postponing their 2021 weddings to 2022
• 15% of couples say they are still cutting guest counts by as much as 27%

So, what’s the best way forward for your wedding plans given these uncertain times we’re living through? The short answer is that there’s no one option that fits every couple. The four main options available are:

• Stay the course
• Keep your wedding date, but change elements (e.g., smaller # of guests or ceremony only)
• Postpone your wedding
• Cancel your wedding entirely

Choosing the best option is ultimately a decision that rests with you and your beau. Below we’ve outlined some of the key factors to consider.

How Soon is Your Wedding?

As of April 2020, the decision may be out of your hands if your wedding is due to take place within the next week or two. That’s because many jurisdictions across North America (and indeed around the world) are under a Shelter in Place or Stay at Home directive. It’s likely that group gatherings over a certain number of people are currently banned in your area.

Furthermore, many officiants have put a pause on in-person services. Couples considering a virtual wedding — where both the officiant and witnesses live stream over video-conferencing — should consult local officials or a legal advisor to determine if a virtual ceremony would be considered legally-binding.

The CDC’s recommendation as of March 15th, 2020 was to cancel any event taking place within the next 8 weeks (i.e. until mid-May). With the situation changing daily, it’s important to check with your country, state/provincial, and municipal governments for the latest updates when making a decision. on staying safe—and keeping your guests safe—during the ever-changing mandates. . With the situation changing daily, it’s important to check with your country, state/provincial, and municipal governments for the latest updates when making a decision.

If your wedding isn’t until later in the summer or fall, you have some time before making a final decision. Importantly, many vendors don’t require final deposits until 30 or 60 days out, which also provides a bit of a reprieve. Keep reading for other factors to keep in mind.

How Big is Your Guest List?

The size of your guest list is worth considering. If you are planning a huge bash with 200 or more of your closest family and friends, you may want to consider postponing your wedding. Even when physical distancing rules are loosened, it’s possible that limitations on large gatherings will still be in place. Or, that people may feel hesitant about attending big events.

On the other hand, if you were planning an intimate celebration you may have more leeway when it comes to holding your current date.

Where is your Wedding Taking Place?

If you were planning a destination wedding, you’ll need to check on travel restrictions and advisories that could affect plans. Again, these are changing on a regular basis, so make sure you are up-to-date with the latest information.

How Many Guests will Travel to your Wedding?

As noted above, there are many travel restrictions in place due to coronavirus. There is no way to predict how long restrictions will remain in effect. If you have a lot of guests traveling to your wedding by air or from out-of-country, be aware that keeping your current wedding date may mean these guests will be unable to attend your wedding.

What About Cost?

Protecting your health and that of your guests has to be a top priority, even if it ends up costing you financially. However, weighing the options between postponing or outright canceling your wedding, consider that most vendors are likely to honor your deposit if you choose to postpone rather than cancel outright.

In the next section, we look more closely at out-of-pocket costs that you may incur if you postpone your wedding. If this is a key factor in your decision, give this section a read before making your decision.

Impact on Mental Health

We’ve looked at some of the practicalities to consider when deciding whether to postpone your wedding, but one important factor is mental health. We are all living through a highly stressful and uncertain time, and how each of us manages this reality will differ.

It’s integral that you understand what course of action will help you maintain a postive mindset and mental health. If you’re not normally a fly-by-the-seat-of-your-pants type of person, then a wait-and-see approach may simply compound your stress and anxiety.

Sit down with your true love and communicate about what feels right for you both.

Postpone Your Wedding – Part 1

Postponing a wedding isn’t as bad as it initially sounds! In this section, we’ll look at the steps to get you on your way to solidifying a new wedding date.

Step 1 – Review Vendor Contracts

Get a soothing cup of hot tea and find a comfy spot. Start by compiling all of the wedding vendor contracts you’ve signed. Take time to review the cancellation clauses in each contract and determine what costs you may incur by postponing. Budget will likely play a big role in whether or not to postpone your wedding.

Bear in mind that vendors may be open to waiving or adjusting policies, given the extraordinary circumstances. If you’ve had a good relationship with your vendor and they have a solid reputation in the wedding industry, they’ll want to keep both of those intact.

Reciprocity is at play here. Be gentle with them (their livelihood is at risk) and they’ll no doubt be accommodating with you.

TIP: Stay organized by using a spreadsheet to keep track of each vendor’s cancellation policy, the amounts, and other information!

Step 2 – Review Wedding Insurance

If you purchased wedding insurance you may be able to breath a sigh of relief. Then again maybe not. Insurance policies in certain industries have a reputation for including coverage clauses. Now is the time to review the policy and determine if coverage will apply during the coronavirus pandemic. Carefully read through the entire policy, or ask the insurance provide specific questions.

Some instances where your insurance may cover you include:

• Cases where your absence is involuntary (e.g., you are under a Shelter in Place order);
• A vendor/officiant cancels, which forces you to change your plans;
• Cases where the venue is no longer available; or
• Cases where the functionality of a venue has changed since the booking

Step 3 – Contact Wedding Venue

Unless you’re super flexible on the venue for your postponed wedding, a first task should be to contact your current vendor to discuss alternative arrangements. Determine future availability and make sure each party is clear about the associated costs of postponement. Ask if the venue will honor your deposit and the 2020 rate that you were quoted.

Step 4 – Contact Other Vendors

Once you’ve narrowed down your new date options, it’s time to contact the rest of your vendors to find out if they’re available. As with your venue vendor, you’ll need to discuss costs associated with postponing and come to an agreement on pricing for the new date.

There’s a chance you may not find a date that works for all your vendors, so start by contacting you ‘absolute-musts’ to find out which date(s) they’re available and work from there.

Step 5 – Decide on a New Wedding Date

In addition to vendor availability, you’ll want to connect with close family members, your wedding party and other guests you consider VIPs to determine their availability. Once you’ve complied all the necessary information, go ahead and pick a new wedding date.

Postpone Your Wedding – Part 2

Now that you’ve got your new wedding date confirmed, it’s time to move forward with a new timeline and plan.

Update Guests

It’s important to let your guests know as soon as possible about any changes in your wedding plans so they can adjust their plans too.

Be mindful that some guests may have already booked accommodation or air. Many airlines and accommodation providers have implemented generous cancellation policies in light of COVID-19. Any information you can put together and communicate to guests regarding these cancellation/refund policies will be appreciated.

Our partners at Minted.com have created a great guide on how to communicate changes to your wedding with your guests – definitely worth a read!

Here are some key ways to communicate wedding plan changes to your guests:

1) Wedding Website

If you already have a wedding website, you can create a section on your homepage or an entire dedicated page to communicate updates and pertinent information regarding your new wedding date.

If you haven’t yet created a wedding website, now is the perfect time to do so. Minted offers a wide variety of free wedding websites that are both easy to set up and user-friendly.

2) Email Guests

Email your guests to advise them of changes in plans, as well as direct them to your website for further details. If using a digital address collector for your stationery (like the one Minted.com offers), you should already have all your guests’ emails on hand to send out a mass email.

3) Wedding Postponement Cards

Sending paper stationery for weddings is a time honored tradition. Consider a change-the-date (or swap the date) card to keep guests informed of your new wedding date.

Here’s a couple designs we love that fit many wedding styles:

Perhaps you’ve already sent a save-the-date card, or additional stationery isn’t in your wedding buget. By all means, adjust accordingly and try to contact everyone on your guest list by phone or email.

However, if you haven’t yet sent save-the-dates, guests could appreciate a thoughtful postponement card sent through the mail. It may just lift spirits and have you looking forward to your new special date.

Continue Planning Your Wedding from Home

If you’re under a Shelter in Place or Stay at Home order and have spare time, why not use it to up your wedding planning game? Spend a few hours adding bells and whistles (or maybe a video!) to your wedding website, shop online for your bridesmaids’ gifts, create some DIY decor items, or make a giant batch of jam that you can store and gift as wedding favors on the big day.

It’s so important to stay in tune with how you’re feeling during this crisis. Planning a wedding in normal times is stressful enough, so be kind to yourself if you’re feeling overwhelmed, sad, frustrated, angry or any other normal emotion. Take things one day at a time and reach out to friends and family for support – that’s what they are there for!

Keep Your Wedding Date

You’ve weighed the options and decided the best course of action is to keep your current wedding date. With that decision made, here are some tips on how to best move forward.

Stay Informed

Stay up to date on the most current directives from local public health officials and travel restrictions that could impact your guests. Make decisions accordingly.

Be Prepared for Possible Postponement

No matter how well you plan for a 2020 wedding, postponement may happen anyways. “Hope for the best, prepare for the worst” seems like a fitting adage for these uncertain times. It could be hard to accept the reality that you may end up having to postpone your wedding anyways.

Help ease your mind. Take a proactive approach by creating a Plan B in case you need to postpone.

Communicate with Guests

Even if you’re not changing any of your wedding plans, your guests are probably waiting for the latest word on your big day. Post updates on your wedding website and send an email to let guests know that you’re going forward with your original plans.

Check out Minted.com’s excellent guide on communicating with wedding guests during Coronavirus for more suggestions.

Implement Enhanced Hygiene Plan

Social distancing, sanitation stations, and plenty of ventilation. It may not sound sexy, but an enhanced hygiene plan is the way forward if you’re going ahead with your wedding this year. Your guests will feel more comfortable knowing that you’re making extra efforts to keep them safe.

Offer Alternative Ways for Guests to Celebrate

Some guests may not be able to attend your wedding. That doesn’t mean they can’t help you celebrate!

Consider ways to include absentee guests on your big day with ideas like:

• Plan to live stream your ceremony
• Ask guests to send along a fun video greeting or ‘toast’ to play during the reception

There are tons interactive ways to include guests who can’t attend. Put on your creative hat!

Love in the Time of Coronavirus

No matter what decision you take with respect to your wedding, know that your guests will understand and support you. These are not easy times, which makes it important that you and your beau go easy on yourselves. Beyond planning your wedding, take time to celebrate your love and continue building a life together!