The Hidden Work Behind a “Simple” Wedding Setup

You’ve probably heard someone say, “We’re keeping it simple. Just renting some chairs and a tent!” It sounds easy, but the truth is that even the most straightforward wedding setups require careful planning, structure, and a team behind the scenes to make everything run smoothly.

Today, I had one of those moments that made me pause. A client asked why we charge a certain amount to hand-steam and press table linens on-site on the wedding day.

So I wanted to share a glimpse of what really happens behind the scenes when planning a wedding with lots of rentals and custom touches. My hope is that it offers some clarity around what goes into it, and why it’s worth it.

© Birgit Walsh

Here are important points to keep in mind when reviewing your rental services:

Furniture Arrivals and Setup

When chairs, tables, and lounge furniture arrive for your wedding, they often come stacked or on trolleys. Someone needs to be onsite to receive, unload, and protect these items, especially from unexpected weather.

If your setup includes 100 chairs with cushions, each piece needs to be checked, cleaned, and placed exactly where it belongs. It’s meticulous work that takes time, teamwork, and coordination. This is where your planning or coordination team steps in to make sure every detail is perfect before the first guest arrives.

Checking Your Rentals

From tableware and glassware to linens and decor, every rented item should be inspected upon delivery. Missing or damaged items can lead to unexpected charges later, and no one wants that.

Linens, for example, might look flawless when first set up, but small stains or tears can go unnoticed. By checking everything as soon as it arrives, you have time to make quick fixes and ensure your tables look impeccable.

Most deliveries arrive the day before the wedding, so time is precious. A quick, careful review of everything saves hours of stress later.

Tents: The Unseen Logistics

A tent might seem like a simple choice for an outdoor wedding, but it involves layers of planning. From choosing the right style (A-frame, stretch, or transparent) to flooring, lighting, and heating, each decision shapes the comfort and flow of your day.

If you’re hosting dinner inside a tent, flooring is essential to avoid damp grass, especially if it rains. Installing a tent can take several days, one day for structure, another for lighting and draping, and another for furniture delivery. It’s all about sequencing and precision.

For weddings with on-site catering, a catering tent is just as important. It provides space for food preparation, storage, and service, with safe flooring, proper lighting, and a weather-protected path to the main dining area.

Every detail counts here. Electricity, heating, and clean working conditions make all the difference for both comfort and quality.

Linens and Napkin Details

Linens may seem simple, but they set the tone for your entire tablescape. They usually arrive pressed, but that doesn’t always mean wrinkle-free. For a truly polished look, we often bring in a team to hand-steam or iron tablecloths before setup.

Napkin folds are another small but meaningful choice, soft or starched, structured or loose. The style you choose should fit both your vision and the type of napkin you rent. A little planning here ensures every detail feels thoughtful and cohesive.

© Olivia Felicia Wedding

The Return Process

Once the celebration is over, all rentals must be counted, packed, and returned. This final step is as important as the first. If items go missing, get damaged, or end up mixed with another vendor’s stock, replacement fees may apply.

Having one person or team in charge of this process ensures everything is organized and accounted for, giving you peace of mind even after the last dance.

Always Plan for the Unexpected

Even with the best planning, accidents happen, glasses break, napkins stain, a few forks go missing. The best way to handle it? Order a few extras. It’s a simple trick that keeps you covered for anything unexpected and ensures the celebration keeps flowing beautifully.

Final Thoughts: Planning for Peace of Mind

The smoothest weddings are the ones where guests, and the couple, never notice the logistics. Behind every seamless celebration is a team anticipating each need, handling every delivery, and making sure everything is exactly as it should be.

Rentals might not be the most glamorous part of wedding planning, but they’re one of the most essential. With the right preparation (and a little help from your planner), you can focus on what truly matters, enjoying every moment of your day.

Quick Takeaways

• Have someone onsite to receive and check all deliveries.

• Count every rented item upon arrival and return.

• Pay special attention to chair cushions, linens, and table settings.

• Outdoor weddings need catering tents and proper flooring.

• Lighting, draping, and weather protection require early planning.

• A “simple tent wedding” involves layers of logistics, and that’s okay.

Planning should feel exciting, not overwhelming. If you’d like expert guidance with your wedding logistics and rentals, we’d love to help.

Let us take care of the details so you can focus on the joy.

With all my heart,

Louise