When to Book Rentals for a Spring Wedding in Phoenix

Here’s a straightforward timeline for booking tents, tables, chairs, linens, and all the details that help your day run smoothly.

Spring weddings in Phoenix are popular for good reason. The evenings are comfortable, outdoor venues look their best, and “under the stars” receptions make for beautiful photos. The downside is that prime dates, especially Saturdays, fill up fast, and the most important rental items are often booked first.

If you’re planning a spring wedding, it’s best to reserve your main items early. You can fine-tune the details as your guest list and design come together. This timeline will help you stay organized and keep things stress-free.

Start With the “Big Rocks”: Tent + Layout + Seating

Before diving into the fun details, start with the items that set the foundation for your whole reception:

• Your wedding tent (size, style, and footprint)
• A layout that supports how you want the day to flow
• Tables and chairs for ceremony + reception
• Linens that match your design and table sizes
• Any “anchors” like a dance floor, bar area, lighting, or comfort equipment

9–12 Months Out: Reserve Your Date (Especially for March–May)

Once you’ve confirmed your date and venue, start talking to rental companies—especially for spring Saturdays. You don’t need every detail set yet. The goal is to secure availability and lay the groundwork.

This is the ideal time to lock in:

• A tent style that fits your venue and aesthetic
• A preliminary footprint based on your estimated guest range
• A starting layout that accounts for dining, dancing, and service areas

If your venue is a private home, church property, or an open field, consider access paths, overhead obstacles (trees or power lines), ground type, and whether stakes are allowed. A local company like JMS Tents & Party Rentals can help spot these issues early and avoid last-minute problems.

6–8 Months Out: Build the Reception Plan

This is when your wedding plans really start to come together. You still have flexibility, but you’re far enough ahead to make confident choices about quantities and layout.

Focus on:

• Ceremony and reception seating plan (separate chairs or chair “flip”)
• Table types (rounds, rectangles, cocktail tables) and approximate counts
• Where the dance floor goes and how guests move around it
• Bar and buffet placement (and where lines will form)

Many couples use the same chairs for both the ceremony and reception, moving them during cocktail hour. If you do this, add cocktail tables or a lounge area so guests stay comfortable while the space is being set up.

4–5 Months Out: Choose Linens and Visual Details

Linens are an important finishing touch, but they’re also easy to forget until the last minute. Spring weddings are busy, so popular colors and sizes can run out as your date gets closer.

This is the best time to confirm:

• Linen colors and textures (tablecloths, overlays, runners, napkins)
• Linen sizing based on your final table selections
• Any specialty pieces that complete the look

If you have a planner or designer, this is a good time to make sure your rentals match the overall look so your layout and decor work together seamlessly.

2–3 Months Out: Tighten Your Counts and Package Details

You don’t need final RSVPs yet, but you should have a strong estimate. At this stage, your plan is almost ready to go and you can start confirming the details.

This is typically where you finalize:

• Tent configuration and add-ons (like sidewalls if needed)
• Table and chair quantities based on your guest range
• Package elements and upgrades that support your layout

If you’re considering a tent package, this is usually when everything comes together. Packages make decisions easier and help ensure you have the key pieces covered.

4–6 Weeks Out: Confirm Logistics and Last Adjustments

At this point your rentals should already be booked—now you’re just confirming timing and making final adjustments so setup runs smoothly.

Plan to review:

• Final guest count and a clean seating plan
• Delivery and setup timing with venue rules in mind
• Access instructions (gates, parking, load-in, surface protection)
• Comfort items based on the spring weather forecast

Week-Of: Simple, Calm, and Ready to Celebrate

By the final week, your rental plan should be set. Now you’re just confirming details and letting your vendors handle the rest. When you book early and keep your plan organized, setup day stays smooth—and your wedding day feels exactly as it should: relaxed, exciting, and unforgettable.

Even if you’re behind schedule, still reach out.

If you’re reading this and realize your date is coming up soon, don’t worry—you still have options. Dates can open up, plans can change, and there are usually several ways to create a beautiful setup without sacrificing the experience.

At JMS Tents & Party Rentals, we can often suggest a good solution, even if you’re short on time. We can adjust tent style, layout, table mix, linen choices, or package options to fit what’s available and what your venue allows. If you know your date, location, and estimated guest count, that’s enough to get started.