Wedding Rentals in Gainesville, FL
We supply tents, lighting, seating, linens, and dance floors for weddings across Gainesville, Alachua County, Ocala, and Marion County. Tell us your date, venue, and guest count and we will size everything to your site.
What you'll need, by stage of the day
Most couples find it easier to plan around the flow of the day rather than by product category. Work through these three, then pick specific styles on the catalog pages.
Ceremony
Guest seating with a clear center aisle, and a microphone if the site is open and breezy. Vows get lost outdoors more often than people expect. Browse seating in our tables and chairs catalog and focal points in our backdrops.
Cocktail hour
Highboy tables give guests somewhere to set a drink and naturally break the crowd into small groups. If this runs past sunset, plan lighting now. See our string and bistro lighting and linens.
Reception
This is where the decisions get expensive, so it pays to size it properly. Open air or tented, where the dance floor sits, and how the room is lit. Start with our tent catalog and sound and lighting.
What size tent do you need?
Tent sizing comes down to square footage per guest, and it changes with how people are arranged. Seated dinner at round tables needs about 12 square feet per guest. Ceremony seating in rows needs about 8. A standing cocktail crowd needs about 6.
Each size below lists its square footage, then how many guests it holds for a seated dinner, a ceremony in rows, and a standing cocktail hour.
10 x 10 - 100 sq ft - 8 seated, 12 ceremony, 16 standing
10 x 20 - 200 sq ft - 16 seated, 25 ceremony, 33 standing
20 x 20 - 400 sq ft - 32 seated, 50 ceremony, 65 standing
20 x 40 - 800 sq ft - 64 seated, 100 ceremony, 130 standing
20 x 60 - 1,200 sq ft - 96 seated, 150 ceremony, 200 standing
20 x 80 - 1,600 sq ft - 128 seated, 200 ceremony, 265 standing
40 x 40 - 1,600 sq ft - 128 seated, 200 ceremony, 265 standing
40 x 50 - 2,000 sq ft - 165 seated, 250 ceremony, 330 standing
40 x 60 - 2,400 sq ft - 200 seated, 300 ceremony, 400 standing
40 x 70 - 2,800 sq ft - 230 seated, 350 ceremony, 465 standing
40 x 80 - 3,200 sq ft - 265 seated, 400 ceremony, 530 standing
40 x 90 - 3,600 sq ft - 300 seated, 450 ceremony, 600 standing
40 x 100 - 4,000 sq ft - 330 seated, 500 ceremony, 665 standing
Our 40 foot wide frame tents extend in 10 foot bays, so if your guest count falls between two sizes we can usually land closer to your number than the sizes above suggest. Ask and we will work it out against your layout.
Those numbers are for seating only
This is the mistake we correct most often. The dance floor, bar, buffet, and DJ all take space out of the same tent. Add roughly 325 square feet for an 18 x 18 dance floor, about 100 for each buffet station, about 100 for a bar, and about 100 for a DJ. A live band needs 200 to 400.
A worked example. A 100 guest wedding with a seated dinner needs 1,200 square feet just for tables. Add a dance floor, one buffet line, a bar, and a DJ and you are at roughly 1,825. A 40 x 50 at 2,000 square feet covers that. A 40 x 60 at 2,400 gives you margin if the guest list grows or you add a second buffet line. For budgeting, a 100 guest setup with tent, tables, and chairs runs around $2,300 delivered locally.
Lighting your reception
Lighting is the thing couples underestimate most, and it is the difference between a reception that photographs well after sunset and one that does not. Once the sun drops, an unlit tent goes flat and guests drift toward whatever light there is.
Most couples start with string or bistro lighting, which throws warm, even light across tables and the dance floor without the harshness of overhead work lights. It is also what makes a backyard read as a venue rather than a backyard. See our market string lights.
Uplighting washes tent sidewalls, drape, or a building facade with color and gives the space depth. In a clear-top tent, uplights around the perimeter define the edges so photos stay bright without hotspots. Options are on our sound and lighting page.
Monogram lighting projects your initials or a simple design onto the dance floor or a wall. It reads best on a light surface with the surrounding light dimmed slightly, so it is worth planning alongside everything else rather than adding at the end.
Pairing a tent with a dance floor
A tent keeps guests comfortable through Florida sun or an evening shower, and a dance floor gives the party a defined space instead of people shuffling on grass. Our 18 x 18 floor is 324 square feet, which comfortably serves a wedding of up to about 150 guests.
Placement matters as much as size. The floor should sit near the DJ or band so the sound lands where people are dancing, with clear routes to the bar and exits that do not cut across it. Send us your venue map and guest count and we will lay it out.
Pick your styles
This page is for working out what you need. Choose specific styles and quantities on the catalog pages, and we will size it all to your layout.
Sound and lighting
Uplighting, monogram, and audio on our sound and lighting page, and string lights.
How it works
You send us your date, venue, guest count, and a rough idea of the layout. We talk through the ceremony, cocktail hour, and reception so you rent what the plan actually needs and not more.
You get a written quote with every item listed and notes about your site. A 25 percent deposit holds the date and the inventory, and the balance is due about five days before we deliver.
We re-confirm times and site access before the week of the event, and we coordinate delivery windows with your venue. On the day we set to the agreed layout so your other vendors can work around it.
Where we work
We set up backyard weddings, farm and barn venues, and established event spaces across Gainesville, Alachua County, Ocala, and Marion County.
Gainesville and Alachua County
In-town venues and backyard receptions. We check truck access, ground conditions, and where power is coming from before the day.
Ocala and Marion County
Barns, farms, and estates often have their own rules about staking, load-in times, and where vehicles can go. We work those out with your venue contact.
Private property
Backyards and acreage need real dimensions, a sense of the grade, and a plan for power. Slope and soft ground affect what we can stake and where.
Common questions
Straight answers to what couples ask us most.
How far ahead should we book?
Sooner is better, and our minimum is two weeks before the event date. Spring and fall Saturdays fill first, so if you have a date and a venue it is worth getting on the calendar before the rest of the details are settled. We can work with shorter notice than most rental companies, but the specific inventory you want may not still be available.
What happens if it rains?
We plan around it. If a storm is moving through, we will usually shift the install a day earlier or later so your tent goes up in workable conditions and stays up through the event. If you need to move the date entirely, we can reschedule as long as we know at least two weeks ahead.
Do you handle delivery, setup, and teardown?
Yes. We deliver, install, and collect everything afterward, and each of those steps is itemized on your quote so nothing is a surprise. We coordinate delivery and pickup windows directly with your venue.
Do you deliver to my venue, and what does delivery cost?
We serve Gainesville and Alachua County, Ocala and Marion County, and the surrounding area. We do not use a flat delivery fee or a free zone. Delivery is billed as a percentage of the order total plus a per mile charge, so it scales with both the size of the order and the distance. Send us your venue address and the exact figure goes on your quote.
What is the deposit and payment schedule?
A 25 percent deposit reserves your date and holds the inventory. The remaining balance is due about five days before delivery and installation.
Can we see items before we book?
Photos and specifications are on the catalog pages: tents, tables and chairs, linens, backdrops, and sound and lighting. If you want a closer look at a particular item, ask and we will send more photos.
What size tent do we need for 100 guests, and what does it cost?
A seated dinner for 100 needs about 1,200 square feet of table space. Add a dance floor, a buffet line, a bar, and a DJ and you are near 1,825, which puts you in a 40 x 50 or a 40 x 60. If the dance floor and bar sit outside the tent, a 20 x 60 can work. For budgeting, a typical 100 guest outdoor wedding with a tent, tables, and chairs lands around $2,300 delivered locally. Lighting, linens, and a dance floor are additional.
Do you offer wedding packages?
We quote each event individually rather than selling fixed packages. Every wedding needs a different mix, and a quote built around your actual layout usually costs less than a package containing items you will not use. Send us your guest count and venue and we will put the list together.
Tell us about your wedding
Send your date, venue, and guest count. We will come back with a layout and a written quote.