The Guide to Booking Rentals on Time
Wondering when to lock in your rentals? This guide breaks it down by event type so you can plan ahead and avoid last-minute stress.
Planning for a specific event?
General Event Planning: When to Book Common Rentals
Not every event fits neatly into one category, but most follow the same core timeline when it comes to rentals. Whether you’re planning a graduation party, family reunion, parade staging area, or fundraiser, this guide will help you lock in what you need on time and without surprises.
| Rental Item | When to Book |
|---|---|
| Tent or Shelter | 3–4 months in advance |
| Tables & Chairs | 2–3 months in advance |
| Portable Restrooms | 2 months in advance |
| Sound Equipment | 1–2 months in advance |
| Lighting or Decor | 1 month in advance |
Tent or Shelter
When to Book: 3–4 months in advance
Rain or shine, most outdoor events benefit from covered areas. Even basic frame tents or pop-up shelters can be hard to find close to peak weekends. Booking early gives you better placement options and time to handle permits if needed.
Tables & Chairs
When to Book: 2–3 months in advance
For guest meals, check-ins, or presentations, you’ll want seating that matches your event size. Demand spikes in late spring and early summer, especially around graduation and holiday weekends, so don’t wait.
Portable Restrooms
When to Book: 2 months in advance
Whether it’s a small gathering at a park or a large public event, portable restrooms keep things convenient and sanitary. Consider ADA-accessible options if the event is open to the public or on uneven ground.
Sound Equipment
When to Book: 1–2 months in advance
Planning to give a speech, play music, or run a ceremony? Reserve a speaker system or small PA kit to ensure everyone can hear. Simple setups go quickly and are often rented by DJs or bands well in advance.
Lighting or Decor
When to Book: 1 month in advance
If your event will run into the evening or take place indoors without ideal lighting, add string lights, spotlights, or uplighting to your plan. Decorative rentals also include backdrops, drapes, and centerpieces. These items may be limited in quantity or custom color.
Pro tip:
The earlier you know your guest count, the more precise your rental plan will be. Always round up slightly and confirm delivery access, setup timing, and any local restrictions at least two weeks in advance.
Wedding Rentals: When to Book What
Planning a wedding involves a lot of moving parts, and rental availability can make or break your vision. Use the table below to get a high-level view, then scroll down for detailed guidance and expert tips on each item.
| Rental Item | When to Book |
|---|---|
| Tent or Canopy | 4–6 months in advance |
| Tables & Chairs | 3–4 months in advance |
| Dance Floor | 2–3 months in advance |
| Lighting (bistro, uplighting) | 2–3 months in advance |
| Linens (custom colors) | 1–2 months in advance |
| Catering Equipment | 1–2 months in advance |
| Restroom Trailers | 2–3 months in advance |
| Heaters or Fans | 1 month in advance |
Tent or Canopy
When to Book: 4–6 months in advance
A tent is one of the first big decisions you’ll make, and one of the first things to disappear during peak seasons. Wedding tents come in limited sizes and styles, and larger ones often require permits or extra prep, which takes time. Even if your guest list isn’t finalized, reserving your tent early gives you flexibility later.
Tables & Chairs
When to Book: 3–4 months in advance
Inventory gets tight fast, especially for outdoor weddings or larger guest counts. Booking early ensures you can match styles and avoid mix-and-match solutions. If you’re planning specialty tables, like farmhouse or sweetheart tables, those go even faster.
Dance Floor
When to Book: 2–3 months in advance
Dance floors are in high demand for spring and summer weddings. They’re also limited in sizing, so knowing your guest count and layout early helps. Waiting too long may mean settling for a smaller size or skipping it altogether if ground conditions aren’t ideal.
Lighting (Bistro, Uplighting, etc.)
When to Book: 2–3 months in advance
Lighting sets the tone for evening receptions. Whether you’re going for romantic bistro strings or dramatic uplighting, good setups require time for planning and power logistics. Book early if you want lights installed professionally.
Linens (Custom Colors or Sizing)
When to Book: 1–2 months in advance
Linens seem simple but cause major stress when overlooked. Specialty colors or fabrics often need to be ordered and shipped. Booking early helps ensure consistency across tables and avoids rush fees or color mismatches.
Catering Equipment
When to Book: 1–2 months in advance
If your caterer doesn’t provide everything, you’ll need to rent serving tables, chafers, coffee stations, or even water service items. These tend to get scooped up during busy weekends. Check with your caterer early and reserve what’s missing.
Restroom Trailers
When to Book: 2–3 months in advance
Especially for outdoor or barn weddings, upscale restroom trailers are a must. They’re not just more comfortable, they often require delivery coordination and water or power access. Availability is limited during prime months, so plan ahead.
Heaters or Fans
When to Book: 1 month in advance
These are more seasonal and often added last-minute, but don’t wait too long. Weather is unpredictable, and temperature control can make or break your guest experience. Have a plan for warm or cool air depending on your date.
Pro tip:
Tents and restroom trailers book out months in advance, especially in May, June, September, and October. Even if you’re not 100% sure on guest count, get them on hold early. You can usually adjust quantities later, but you can’t get time back if the inventory is gone.
Corporate Event Rentals: When to Book What
Whether you’re planning a conference, team-building event, or client reception, the timing of your rentals directly impacts execution. Here’s a quick overview of what to book and when, followed by detailed insights for each item.
| Rental Item | When to Book |
|---|---|
| Event Tent or Pavilion | 3–4 months in advance |
| Tables & Seating | 2–3 months in advance |
| AV Equipment (screens, microphones) | 1–2 months in advance |
| Stage or Podium | 1–2 months in advance |
| Climate Control (heaters or fans) | 1 month in advance |
| Catering or Bar Setup | 1–2 months in advance |
Event Tent or Pavilion
When to Book: 3–4 months in advance
Large corporate events often require covered space, especially if held outdoors or in parking lots. Tents also serve as backup weather plans. Larger structures may need permits, inspections, or anchoring solutions, all of which take time to arrange.
Tables & Seating
When to Book: 2–3 months in advance
Conferences and luncheons need functional layouts with appropriate table sizes and chair quantities. Booking early ensures you can align your rental setup with your agenda and avoid last-minute substitutions that look mismatched or unprofessional.
AV Equipment (screens, microphones)
When to Book: 1–2 months in advance
AV needs vary widely, but the earlier you know your tech setup, the better. Screens, projectors, wireless mics, and speaker systems often come from a limited inventory, especially for high-capacity venues. Don’t rely on in-house options until you’ve confirmed specs and availability.
Stage or Podium
When to Book: 1–2 months in advance
If your event includes speakers, panel discussions, or live presentations, a stage or podium adds clarity and structure. Smaller staging setups book quickly for end-of-quarter and holiday events, so plan early if you need elevated space.
Climate Control (heaters or fans)
When to Book: 1 month in advance
Comfort matters, whether you’re hosting outdoors or in a warehouse space. Temporary heaters and fans are often pulled into service quickly during seasonal swings, so don’t wait until the forecast changes to book them.
Catering or Bar Setup
When to Book: 1–2 months in advance
Many venues provide catering, but if you’re using an outside vendor or managing logistics in-house, you’ll need things like bar tables, ice bins, cocktail stations, and serving furniture. Reserve early to keep your event flowing smoothly.
Pro tip:
If your event is tied to a corporate quarter, trade show, or holiday season, book even earlier. Rental demand spikes for year-end functions and mid-spring offsites, especially for tents and tech.
Concert & Festival Rentals: When to Book What
Large-scale events like concerts and festivals have complex logistics and long lead times. From staging to sanitation, early coordination is key to avoiding costly delays or equipment shortages. Use the table below for a quick overview, followed by detailed breakdowns of each item.
| Rental Item | When to Book |
|---|---|
| Large Tent or Structures | 4–6 months in advance |
| Stage and Rigging | 3–4 months in advance |
| Crowd Barricades | 2–3 months in advance |
| Power & Generators | 2–3 months in advance |
| Vendor Booth Setups | 1–2 months in advance |
| Restroom Trailers | 2 months in advance |
| Lighting Towers | 1–2 months in advance |
| Water Stations | 1 month in advance |
Large Tent or Structures
When to Book: 4–6 months in advance
Big events often require tents for ticketing, artist lounges, VIP areas, or shade structures. Large structures may need engineering, permitting, or site inspections. These factors extend the lead time, and availability drops fast during summer and fall.
Stage and Rigging
When to Book: 3–4 months in advance
Concert stages are highly specialized and usually reserved well in advance. Rigging for lighting and sound adds complexity and may involve outside technicians or insurance requirements. Book early to lock in size, layout, and crew availability.
Crowd Barricades
When to Book: 2–3 months in advance
Whether you need bike rack barricades or heavy-duty fencing, crowd control equipment is essential for safety and flow. It’s especially important for ticketed entry, beer gardens, and performer areas. These get booked quickly for public events.
Power & Generators
When to Book: 2–3 months in advance
Outdoor venues often lack the power needed to run stages, food trucks, and vendor booths. Generator size must be matched to your needs, and that requires planning. Get a power map early and reserve units before they’re gone.
Vendor Booth Setups
When to Book: 1–2 months in advance
Whether you’re providing the booths or letting vendors bring their own, renting consistent tents, tables, and signage creates a better experience. Booking early ensures you have what you need for layout and logistics.
Restroom Trailers
When to Book: 2 months in advance
Portable restroom trailers are a must for larger festivals. Depending on attendance, you may need several units or a mix of trailers and standard portables. Coordinating delivery, servicing, and placement takes time. Don’t delay.
Lighting Towers
When to Book: 1–2 months in advance
If your event runs past sundown, lighting becomes a safety issue as well as a visual one. Towers and floodlights are especially important for parking, backstage, and exit zones. Inventory is limited, especially during longer summer events.
Water Stations
When to Book: 1 month in advance
Hydration is a requirement for permitted events in many areas. Water stations help meet that need and reduce plastic bottle waste. Mobile sinks or water tanks are typically booked later, but don’t leave it to the last minute.
Pro tip:
Don’t assume your vendors or performers are supplying everything. Many organizers forget to confirm who is bringing power, fencing, or lighting until it’s too late. Always build your own checklist and confirm responsibilities in writing.
Church Function Rentals: When to Book What
From holiday services and outreach events to summer picnics and fundraisers, church events often require basic rentals to support comfort, sound, and flow. Use this section to plan ahead and avoid last-minute stress.
| Rental Item | When to Book |
|---|---|
| Tent or Shade Structure | 2–3 months in advance |
| Seating (chairs or benches) | 1–2 months in advance |
| PA System or Microphones | 1–2 months in advance |
| Tables for Potluck or Fundraiser | 1–2 months in advance |
| Fans or Heaters | 1 month in advance |
| Restroom Units | 1–2 months in advance |
Tent or Shade Structure
When to Book: 2–3 months in advance
Outdoor services and church picnics benefit from sun and weather protection. Even small shade structures can book out quickly during warmer months. Reserve early to secure appropriate sizing and avoid discomfort for guests.
Seating (chairs or benches)
When to Book: 1–2 months in advance
Most indoor chairs aren’t ideal for grass, gravel, or pavement. Booking rental chairs or benches gives you flexibility to host outside while keeping setup simple and consistent.
PA System or Microphones
When to Book: 1–2 months in advance
Even smaller groups benefit from sound reinforcement, especially if you’re outside. Wireless microphones, portable PA systems, or speaker stands help make sure your message is heard clearly.
Tables for Potluck or Fundraiser
When to Book: 1–2 months in advance
Whether you’re serving food or displaying silent auction items, a mix of long tables and cocktail rounds can help keep things organized. Early booking ensures uniformity and enough surface space.
Fans or Heaters
When to Book: 1 month in advance
Weather can shift quickly, and older buildings or outdoor sites often need supplemental airflow or heating. Make your guests more comfortable with temperature support tailored to your season.
Restroom Units
When to Book: 1–2 months in advance
If your event is outdoors or exceeds building capacity, renting restrooms can keep things clean and accessible. ADA-compliant options are also available and often required for public events.
Pro tip:
Planning around holidays? Reserve equipment earlier than usual. Easter, Christmas, and summer weekends often lead to overlapping events that stretch rental inventory thin, especially tents and seating.
