Small-Rental Math: Tables, Chairs, Linens & Sound (Micro-Wedding Edition)

“The venue has tables—so we’re set, right?” Or, “It’s a restaurant; we won’t need rentals.” Sometimes true. Often, the fine print says otherwise: table sizes that don’t fit your plan, chairs that miss the mood, linen fees, delivery windows, and a “house sound system” that isn’t a sound plan.

Here’s what’s realistic for a 50-guest micro-wedding.

Elegant rental chairs adorned with soft white fabric, perfectly arranged for an intimate micro wedding setting.

What Your Venue Actually Includes (so you don’t double-spend)

Venues typically operate in two models:

A) Food-&-Beverage Minimum (restaurant/private dining, hotel)You commit to a spend on food & drink. Basics are often included—at “house” quality.

• Usually included: house tables, house chairs, basic white linens, flatware/glassware, staff to set/strike.

• Often not included: full-length specialty linens, upgraded chairs, ceremony chairs/mic, patio heaters, décor.

• Watch: service charge + tax (20–30%) on the F&B line.

B) Site Fee / Raw Space (gallery, garden, loft, backyard)You pay to use the space; nearly everything else is brought in.

• Usually not included: tables, chairs, linens/napkins, PA/mic, heaters, setup/strike labor.

• You or your caterer coordinate rentals, delivery windows, and the floor plan.

Translation Guide (venue speak → real plan)

• “We have tables.” Likely 60" rounds or 8′ rectangles. You’ll still need full-length linens to the floor.

• “Linens are included.” Basic white, restaurant length. Color/texture = upgrade or rent.

• “Chairs included.” Functional, not always pretty. Want crossbacks/ghost? Budget to rent (maybe only for the head table).

• “Sound system on site.” Often background speakers only. Vows/toasts need one powered speaker + handheld mic.

• “Outdoor patio available.” Heaters/weather plan not guaranteed. Confirm heaters, wind policy, propane rules.

Budget Snapshot (starting point for 50 guests)

Item	Typical Range	Notes
Tables (60" rounds or 8′ rectangles)	$10–$20 each	6–7 rounds or 5–6 rectangles
Chairs	$3–$9 each	Crossback/ghost on higher end
Linens (full-length)	$14–$30 each	120" for 60" rounds; 90×156 for 8′
Napkins	$0.75–$2 each	Color = high impact, low cost
PA + handheld mic	$250–$600	One good speaker actually works
Patio/heat lamps	$75–$150 each	Plus propane; check venue policy
Delivery/pickup	$150–$450 / order	Weekend/off-hours add fees
Setup/strike labor	$150–$400	If not covered by venue/caterer

Plan 5–12% of total budget for these ceremony/dinner basics; ranges vary by market.

The Deep Dive (where choices matter)

Tables & Chairs

• For 50 guests, plan 6–7 rounds (8 per table feels cozy) or 5–6 rectangles. If chairs stretch the budget, upgrade only where cameras linger—head table and ceremony front row.

LinensSize is everything:

• 120" for 60" rounds; 90×156 for 8′ rectangles. Keep cloths neutral; let colored napkins or a textured runner do the talking.

SoundHouse background speakers ≠ vows.

• Minimum viable: one powered speaker + one wireless handheld mic. Place the mic stand where it won’t photobomb but will catch toasts.

Heat & Weather

• Plan 1 heater per 6–8 standing guests or 2 per dining cluster. Wind breaks help more than extra BTUs. Confirm open-flame and propane rules.

Delivery, Setup & Strike

• Ask for standard windows; weekend, late-night, stairs, or narrow elevators can add surcharges. Some rental houses set weekend minimums—will-call can help for lightweight items.

Quick Math (two common scenarios)

Restaurant buyout (F&B minimum):

• Keep house tables/linens/chairs → rent PA + mic ($250–$600) and consider colored napkins ($0.75–$2 each).

• Add 2–3 heaters if needed ($75–$150 each). Remember service charge + tax on food & drink—not on outside rentals.

Raw space (site fee):

• Rent 6–7 tables, 50 chairs, 6–7 full-length linens, 50 napkins, PA + mic, 2–3 heaters, plus delivery/setup/strike. This is why small-rental spend lands around 5–12% of the total budget.

Save vs. Splurge (editorial edition)

• SAVE: Neutral base cloths + upgraded napkins; mix venue chairs with a few hero sets.

• SAVE: One good speaker + handheld mic beats a complex DJ rig you won’t use.

• SPLURGE: Chairs where they’re photographed most; the room reads “considered” immediately.

• SPLURGE: Extra setup hands if you’re flipping one room—speed reads as calm.

One Email to Send Your Venue (copy/paste)

Could you confirm what’s included for our date—table sizes/counts, chair type/count, linens (sizes/colors), flatware/glassware, and whether you provide a mic/PA for vows and toasts? Also, do you allow patio heaters or open flame, and who handles setup/strike? If any items aren’t included, may we bring rentals, and what delivery/pickup windows work best?

Questions for the Rental House

• Delivery/strike windows, off-hours fees, loading access (stairs/elevator).

• Inventory photos/condition of chairs/linens you’re reserving.

• Order minimums (weekends), will-call options, restocking fees.

• Weather policy on heaters and where propane can be stored.

Reality Check

Small rentals aren’t small decisions—they set comfort and the visual baseline. Correct linen sizes, audible vows, and the right chairs in the right places will do more for the room than a cart of extras.

Pro Lovestruck Tip

Print a one-page floor plan with table counts/sizes, linen codes, chair type, a tiny icon for the mic stand, and heater placements. Tape it near load-in. Vendors move faster; the room looks intentional.

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