Event Rentals Info & More
How Far In Advance Should You Book Event Rentals?
Booking event rentals isn't something you want to leave to chance. Availability, pricing, and logistics all depend heavily on timing, and waiting too long can limit your options, or cost you more.
Here's a clear breakdown of when you should book rentals based on event type, season, and guest count.
General Rule of Thumb
Most events should book rentals 3-6 months in advance. Large or peak-season events should book even earlier. Why? Rental companies operate with finite inventory. Tables, chairs, linens, specialty items, and delivery windows are all reserved on a first come, first serve basis.
Recommended Booking Timelines by Event Type
WEDDINGS- 6-9 months in advance (9-12 months for peak season)
- Popular items like specialty chairs, tables, arches, and dishes book quickly.
- Early Summer and fall dates fill fast-especially weekends.
- Early booking ensures proper delivery windows and setup support.
Peak wedding season: April-August and September-October.
High-risk delay zone: Less than 3 months out.
CORPORATE EVENTS & GALAS- 3-6 months in advance.
- Corporate events often require precise layouts and larger quantities.
- Booking early allows time for floor plan revisions and venue coordination.
LARGE PARTIES & MILESTONE EVENTS- (Birthdays, anniversaries, graduations, quinceanaras) 2-4 months in advance.
- Guest counts and layouts tend to change-early booking allows flexibility.
- Popular seasons (spring/summer) still fill quickly.
BACKYARD OR SMALL EVENTS- 4-8 weeks in advance.
- Smaller events have more flexibility, but inventory availability still applies.
- Last-minute bookings may require substitution.
SEASONAL DEMAND MATTERS
Rental demand isn't even throughout the year.
High-demand months:
- April-August
- September-October
- Holiday weekends
During these times:
- Inventory sells out faster
- Delivery slots fill earlier
- Late bookings have fewer choices
Off-season months (winter, excluding holidays) may allow shorter booking windows-but availability is never guaranteed.
Final Recommendation
If you remember one thing, remember this:
Book rentals as soon as you have a date, venue, and rough guest count.
