What to rent for a wedding depends on what your venue or site already provides. For a backyard or tent wedding, you may need items such as a tent, chairs, tables, linens, a dance floor, lighting and weather-related equipment. This checklist is written for a site where most event equipment still needs to be arranged.
In this blog, we break down the main wedding rentals you may need for a Surrey wedding, from tents and tables to dance floors, lighting and comfort equipment. The checklist also uses rental guidance from Black N’ White Tent Rentals, along with City of Surrey requirements, to help you plan your setup and know what to confirm before booking.
What to Rent for a Wedding: The Essential Checklist
Start with shelter, then seating and tables, then the floor, bar, lighting and comfort items. The tent sets your floor area, and the floor area decides how many tables and how big a dance floor will fit, so settling the tent first keeps every later number from shifting.
- Shelter: a frame tent sized to your guest count. A-frame tents come in white, clear, or half white and half clear.
- Chairs: plan seating for your guest count, with metal and wood chair options. If the ceremony and reception use separate areas, confirm whether the same chairs will be moved or whether you need a second set.
- Tables: round and rectangular tables can be used for dining and service areas, while cocktail tables can support the mingling portion of the reception.
- Linens: round and rectangular tablecloths, plus cocktail table covers in black or white.
- Dance floor: a dance floor or snap floor.
- Bar: an LED bar and an LED ice bucket.
- Lighting: string lights overhead and LED flood lights for the edges and walkways.
- Comfort: tent heaters for a cool evening, or a self-standing misting fan for a hot afternoon.
How Much Do You Need For 100 Guests?
Using The Knot’s wedding rental rules of thumb, 100 guests work out to about 1,500 sq. ft. of tent (1,300 at minimum), at least 150 sq. ft. of dance floor, about 10 cocktail tables and 2 portable toilets. Treat these figures as a starting point for planning, not a final order.
| Item | Rule of thumb | For 100 guests |
| Tent floor area | Guests × 15 sq. ft. (× 13 at minimum) | 1,500 sq. ft. (1,300 minimum) |
| Dance floor | At least 3 sq. ft. for every 2 guests | 150 sq. ft. or more |
| Cocktail tables | About 1 per 10 guests | About 10 |
| Portable toilets | About 1 per 50 guests | 2 |
A 20 × 80 or 40 × 40 tent provides 1,600 sq. ft., which is above the 1,500 sq. ft. figure produced by The Knot’s 15-sq.-ft.-per-guest guideline. Ask your rental provider to review the table layout before choosing a tent shape. The Knot’s figure doesn’t say whether those 15 sq. ft. per guest include the dance floor, bar and buffet, so check that with whoever draws the plan.
The number of dinner tables depends on the table size and the number of guests each table can accommodate. Once you know how many guests each round table seats, divide your guest count by that number and round up.
VERIFY WITH CLIENT: What size are your round and rectangular tables, and how many guests does each seat have? For a typical 100-guest backyard wedding, what tent size and table count do you usually set up?]
Does A Wedding Tent Need A Permit In Surrey?
Yes, once the tent covers more than 60 m² (646 sq. ft.) of floor area, the City of Surrey requires a building permit. A smaller tent can still need one: the City says a tent with sidewalls, a stage or bleachers may require a permit regardless of its size.
Even the 1,300 sq. ft. minimum for 100 guests is well past that line.
The City also specifies minimum separation and municipal-park authorization requirements. A tent has to stand at least 3 m (10 ft.) from any other existing building or structure, and a tent planned for a municipal park needs authorization from the City of Surrey Parks, Recreation and Culture Department. Our guide to tent permits in Surrey and the Lower Mainland covers the application.
Who Brings The Plates, Glasses And Toilets?
Confirm early who will supply plates, cutlery, glassware and portable toilets. Check with your caterer whether dinnerware and glassware are part of their package or a separate order. For 100 guests, The Knot’s one-per-50-guests rule of thumb works out to two portable toilets; confirm restroom arrangements with your venue or provider.
Before delivery, confirm the power requirements for each lighting item and where it can be connected safely.
Where Do Wedding Decor Rentals Fit?
Once the main rental items are planned, you can add wedding decor rentals such as draping, florals or signage. For ideas that work under canvas, see these wedding rental decor ideas for a tent wedding.
When Should You Book Your Wedding Rentals?
If your tent may require a permit, confirm the final tent configuration before applying. In Surrey, tents over 60 m² require a permit, while tents with sidewalls, stages or bleachers may require one regardless of size. Confirm the requirements with the City of Surrey.
Before You Ask For A Quote
Write down three things: your guest count, the length and width of the space, and whether any part of the event sits in a municipal park. Check them against the full rental catalogue, then send them over for a quote. Black N’ White Rentals is based in Surrey, serves the Lower Mainland and surrounding areas, and its crew handles tent setup and takedown.