If you’re planning a wedding, chances are you’ve asked yourself: “How do wedding rentals actually work?”
As the owner of Apollo Event Rentals in Kelowna, I’ve helped hundreds of couples navigate this exact question — and while the process is straightforward, there are important details most people don’t realize until it’s too late.

This guide walks you through exactly how wedding rentals work, based on real experience serving weddings throughout Kelowna and the Thompson-Okanagan.

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Step 1: The Wedding Rental Inquiry & Quote

When a couple first contacts us, we confirm four key details:

• Event date
  
• Guest count
  
• Event location / venue
  
• Items needed (or ideas if you’re unsure)

From there, we send a preliminary quote that includes clear reservation instructions. In many cases, this quote is all that’s needed to secure the booking. If you have questions or want to tweak items, we’re happy to update the quote as many times as needed.

👉 Once the deposit is received, your rentals are officially reserved.

If you’re still early in the planning process, browsing our full range of wedding rentals in Kelowna

can help you understand what’s typically needed and what can be added later.

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Step 2: Booking, Deposits & What to Expect

At Apollo Event Rentals:

• A 35% deposit is required to reserve your rentals
  
• Your booking is flexible — changes are expected as plans evolve
  
• About one month before your wedding, we collect the remaining balance and confirm delivery and pickup details
  
• 1–2 days before delivery, we reach out again to confirm timing so there are no surprises
  

Our goal is simple: make delivery week calm and stress-free.

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Most Common Wedding Rental Packages (and What Couples Book First)

While every wedding is different, these are the most popular setups we see:

1. Wood Table & Chair Bundles

Featuring real wood harvest tables and Vineyard crossback chairs, these are incredibly popular for winery and outdoor weddings.

2. Tent, Table & Chair Bundles

These bundles are curated by guest count, so couples don’t have to guess tent sizes or seating layouts — and they’re fully customizable.

If you’re unsure about tent sizing, we break it down in detail in our guide on how big of a tent you need for weddings and events

3. Core Wedding Rentals (“The Meat & Potatoes”)

No matter the style, almost every wedding needs:

• Tents
  
• Tables
  
• Chairs
  

⚠️ These items book out the fastest — especially tents — which is why we always recommend booking them first and adding décor items later.

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The Biggest Wedding Rental Mistake We See

Not booking a tent early enough.

Many couples treat tents as a last-minute rain backup. Unfortunately, by the time rain is in the forecast, it’s usually too late.

In the Kelowna area, 80–90% of tent inventory is booked 3+ months in advance. Trying to rent a tent a week before your wedding is a gamble — and often one that doesn’t pay off.

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Wedding Rental Timelines (Quick Answers)

When should you book wedding rentals?

One month before the event.
It’s much easier to reduce quantities than add them later.

When is delivery?

For Saturday weddings, rentals are typically delivered Friday and picked up Sunday (custom schedules available).

When is pickup?

Usually Sunday — and not early morning. Some couples prefer Monday pickup or same-day options, which we’re happy to accommodate.

What if guest counts change last-minute?

We do our best to accommodate additions if inventory allows. Reductions should be made before the balance due date so items can be re-rented.

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Venue Rules in Kelowna & the Okanagan (What Couples Don’t Know)

Many venues advertise strict possession times, but what couples often don’t realize is:

Venues are usually more flexible with rental companies.

Because we’ve built strong relationships with venues across the Thompson-Okanagan, we can often arrange extended delivery and pickup windows directly with the venue — removing pressure from couples.

If venue rules are unclear, we’re always happy to coordinate on your behalf.

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Real Wedding Case Study: Cedar Creek Winery

Venue: Cedar Creek Winery
Guest Count: 60
Rentals: Wood tables & chairs bundle, tent

Challenge:
The tent couldn’t be staked due to underground irrigation lines.

Our Solution:
We coordinated with the venue in advance, notified the couple immediately, and added tent weights to safely secure the tent.

Outcome:
The tent was installed safely, the venue was protected, and the couple enjoyed their day stress-free.

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Delivery, Setup & Teardown: What’s Included?

• Delivery: Yes (most items)
  
• Tent setup & takedown: Always included (for safety and liability)
  
• Styling: Left to professional planners and designers
  
• Teardown: Tents only; tables and chairs should be stacked before pickup
  

Before booking any rental company, couples should always disclose special access issues, tight delivery windows, or unusual site conditions upfront.

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How Wedding Rental Pricing Works

While pricing varies, here’s what affects cost most:

• Packages vs per-item rentals: Bundles usually include volume discounts
  
• Delivery fees:
  
  • $199 in-town (Kelowna)
    
  • Varies outside the city
    
• Setup fees: Tent setup and takedown are included
  
• Deposits & damage policies:
  
  • 35% deposit required
    
  • No damage waiver — full policy outlined in the rental agreement

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How Rentals Fit Into Your Overall Wedding Plan

To keep everything running smoothly:

• Planners: Should be looped into all rental details
  
• Florists: Need table layouts to plan arrangements
  
• Caterers: Must confirm what tableware and service items they provide
  
• Venues: Should confirm tent requirements early
  

Hosting at home or on private property? Our guide to backyard wedding rentals
covers what couples often forget to plan for.

If you’d rather not manage all of that — we’re happy to coordinate directly.

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Final Advice from a Wedding Rental Expert

Plan ahead.

Guest counts change. Weather changes. Venues have rules you may not expect.
When you book early and communicate clearly, you remove stress — and that’s exactly how your wedding day should feel.

If you want expert guidance, clear pricing, and a team that helps you avoid last-minute stress, we’re here to help.

📍 Visit us:
860 Lanfranco Rd, Unit 18, Kelowna, BC V1W 3W9

📞 Call:
(250) 826-2813