When couples start building a wedding budget, rentals are sometimes treated as a small
miscellaneous expense.
Then the list begins.
You need chairs. And tables. And perhaps linens. Plates. Glasses. Cutlery. Cocktail tables.
Maybe a tent.
Suddenly, rentals have become an entire section of the wedding budget.
The easiest way to stay in control is to determine what you actually need before choosing
upgrades.
Start With Your Guest Count
Your guest count drives much of your rental budget.
For example, 100 guests could potentially require approximately:
100 chairs
12–15 guest tables, depending on table type and seating configuration
Tablecloths
100+ dinner plates
100+ sets of cutlery
100+ glasses
You'll likely need additional tables for food, gifts, desserts, the DJ or other purposes.
Start with your expected guest count and build from there.
Chairs
Seating is one of the easiest expenses to calculate because you generally need approximately
One reception chair per guest.
Ottawa Party & Event Rentals offers white resin chairs at $4 each.
For 100 chairs:
100 × $4 = $400
Before choosing a more expensive chair purely for aesthetics, consider what that upgrade
would cost across your entire guest list.
An extra $4 per chair for 100 guests means another $400.
Sometimes that money can have a greater impact elsewhere in your wedding.
Tables
The number of tables depends on your seating arrangement.
At Ottawa Party & Event Rentals, options include:
6-foot rectangular tables – $7 each
Rectangular tables can be an economical choice and work particularly well for family-style
layouts and backyard weddings.
60-inch round tables – $15 each
Round tables create a classic reception layout.
Cocktail tables – $15 each
You can also combine table styles.
Linens
Linens are an easy way to transform inexpensive tables.
Instead of spending heavily on decorative furniture, start with simple tables and cover them with clean linens.
Ottawa Party & Event Rentals offers tablecloth rentals starting at $5 each.
You can then add colour through runners, napkins, greenery or centrepieces.
Dinnerware
Disposable plates may initially appear to be the least expensive option, but couples who want a more traditional reception can consider renting reusable dinnerware. Our dinner plates are available for approximately $0.75 each.
For 100 guests, that's approximately:
100 × $0.75 = $75
Add a few extras for unexpected guests, dropped plates or catering requirements.
Glassware
Wine glasses are available for approximately $0.60 each.
For 100 guests:
100 × $0.60 = $60
Your required quantity depends on your beverage service. Speak with your caterer or bartender before finalizing quantities.
Cutlery
Cutlery is another area where the menu matters.
A plated multi-course dinner may require more pieces than a buffet or casual meal.
Before renting, confirm exactly what your caterer requires so you aren't paying for pieces guests won't use.
Tents and Canopies
Outdoor weddings require an additional consideration: weather. Ottawa weather doesn't always cooperate with wedding plans. Depending on your event size and layout, tents or canopies can provide important protection.
Don't think of a tent exclusively as rain protection. Shade can also be important during warm summer celebrations.
Remember the "Invisible" Wedding Rental Costs!
Your rental budget shouldn't stop at the equipment price.
Depending on your arrangements, there may also be costs associated with:
Delivery
Pickup
Setup
Teardown
Cleaning
Extended rental periods
Damage
Ask for these details before comparing quotes.
A company with a slightly lower chair price isn't necessarily less expensive once all services are included.
Where Should You Spend More?
Spend according to what matters to you. If your venue already looks beautiful, you may need very little additional décor. If you're transforming a basic community hall, linens, table settings and strategic décor may make a bigger difference.
If you're hosting at home, tenting and practical infrastructure may deserve more of the budget.
Where Can You Save?
Consider:
Using the same chairs for your ceremony and reception
Choosing standard tables and dressing them with linens
Picking up rentals yourself where practical
Setting up your own tables and chairs
Keeping place settings simple
Reducing unnecessary glassware
Using cocktail tables strategically
Choosing one statement décor area instead of decorating every corner
Request a Quote Based on Your Actual Wedding
Online inspiration is useful, but your wedding budget should ultimately be based on your venue, date, guest count and desired setup. Ottawa Party & Event Rentals can help you determine which rental items you actually need without automatically filling your quote with unnecessary upgrades.
Call: 613-868-6755
Email: info@ottawapartyandeventrentals.ca
Frequently Asked Questions
How many chairs should I rent for a wedding?
Generally, plan for one chair per guest, plus any additional chairs required for vendors or other areas.
How many tables do I need for 100 wedding guests?
It depends on table size and seating configuration. Your rental company or venue can help
determine the appropriate quantity once you've chosen your layout.
Can I mix round and rectangular tables?
Absolutely. Mixing table styles can help maximize your available space and create distinct areas within your reception.
Is it cheaper to pick up wedding rentals myself?
It can reduce delivery costs when customer pickup is available, but consider vehicle capacity, loading time and the amount of work involved.
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