By Michael Watkins

You reserved a reception hall at a great price months ago but the interior décor leaves something to be desired. OK, it’s ugly. You’re in distress. How will you ever make that room look lovely?

You’ll find the answer in two glorious words: party rentals. “We have pretty much anything a couple might need,” said Tyson Stanard of AAA Rents & Event Services in Omaha. And he’s not exaggerating. AAA Rents and other large vendors have inventory that may surprise you.

Act fast, though, if you find something you absolutely want. The great stuff gets reserved quickly — sometimes as much as a year in advance.

Everything under the sun

Dishes, linens, tables, chairs, tents, glasses — even dance floors and portable kitchens — are available for rent.

Tracy Fricke, owner of Special Occasion by Design, recommends starting early, setting a budget and working from a checklist or spreadsheet that lists all of your rental sources.

Document what has been reserved and paid for and what still needs to be rented. “And keep in contact with your event planner or your rental company,” said Fricke. “You don’t want to experience the unexpected on your wedding day and not have everything you need. If you rent a canopy or tent with air conditioning in July in Nebraska or if you need chairs, tables, linens and place settings for 200, then make sure that’s what you’re getting.”

Change of seasons

April through September are the most popular months for outdoor weddings in the Midwest. Most wedding and event planners and rental companies recommend reserving items six months to a year in advance.

“People generally want the same large-ticket items like tents, tables and chairs. But smaller items like centerpieces, garland and wedding favors change each year and sometimes require additional time to order and receive,” said Missy McFadden, an event planner with AAA Rents. “During the heavy wedding season, our stock is almost always in use. We urge people to reserve their items as soon as they know the date of their wedding.” A delay could mean having to settle for things that weren’t exactly what you wanted or having to purchase items which can get expensive, she said.

Finding that special place

There’s more to a reception location than finding a space that will comfortably accommodate your guests. Facilities differ in their policies on outside vendors for food and services.

Some facilities include tables and chairs in the rental fee, which can be a cost savings. Some have exclusive caterers and rental partners for linens, tableware and glassware. “If you want to use a particular company or caterer, make sure you’re on the same page as (the manager of) your reception hall or location,” Stanard said.

Consideration should be given to assembly and tear-down. “Paying extra to have tables and chairs set up or a dance floor put together and then taken down at the end of the day can alleviate stress” and guard against exhaustion, Stanard said.

Plan for the unexpected

McFadden recommends having an emergency plan if threatening weather forces outdoor festivities indoors.

Weather traditionally is and always will be one of our biggest challenges,” McFadden said. “Getting married is a beautiful thing ... I always advise people not to trust the weather. It’s the only thing a bride and groom can’t control.”