How to Cater Your Wedding (Part 4 – Rent Dishes and Linens – or Use Disposables?)

Are you trying to decide whether to rent dishes and linens?  

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Close your eyes and imagine your family and friends all gathered together to celebrate with you and your groom.

Is the room elegant, rustic, minimalistic, or bursting with color?

The decision to rent coordinated dishes and linens, or serve the food on disposable plates; with plastic silverware and drinks in plastic cups, or even combining the two, is solely yours!

Do you have a picture in your mind of how the guest tables will look?

Let’s explore how renting dishes and linens, using disposables, or even combining the two, is going to help you achieve the look you want.

Here are 9 questions for you to consider.  They can guide you as you decide whether you want to rent dishes and linens, or use disposables.

Over the twelve years I helped my clients plan to cater their own weddings I observed so many creative possibilities.

• One reception was held on the deck and dock of a small resort on a lake in the mountains with the finest linens, china, silver, and crystal.
• Another was a reception for 250 in a National Guard Armory with no sink to speak of; which necessitated using all disposables.

My clients chose to cater their own weddings for a variety of reasons.  The majority of the time it was to avoid the expense of hiring a caterer.   They had compared renting a venue that offered assorted packages to finding a venue and then determining what they would need to provide, in addition to the food and beverages.

What Is the Benefit of Analyzing What Rental Dishes or Linens You Might Want to Consider at This Point in Time?

A.  Have knowledge of what serving pieces will be required as you plan the food for the buffet, and how that knowledge can save you money.

B.  Being familiar with the variety of rental items that are available prior to your visit to a rental facility so you don’t feel overwhelmed.

C.  Understand how two important aspects of dealing with rental dishes, silver, and glassware that can affect your schedule.

D.  Learn what does not work well to serve food on the buffet.

E.  Comprehend how having rental items picked up by a friend, as opposed to delivered by the vendor, can impact the set-up schedule.

F.  The budget.

3.  Are you planning to have a theme?  Will rented dishes and linens enhance a themed reception?

More importantly, will having a theme increase the amount you need to budget for rentals?  I don’t remember many of my clients choosing themes for their receptions that required specific rental items.  The theme was usually reflected in the cake or room decorations.

The Bicycle Built for Two

I remember one couple who were avid cyclists.  The groom and all the groomsmen appeared at the reception in their tuxedo shirts, jackets, colored cummerbunds, and black bicycle shorts.  The tandem bicycle that was the gift from the guests was also on display.

A Tonka Bulldozer

Another couple were both heavy equipment operators.  They ordered a lovely wedding cake which included a small Tonka bulldozer on top pushing fall colored frosting leaves over the edge and down the side of their three-tiered wedding cake.  The reception was quite formal; the bride’s mother was a professor at the local university and had invited numerous colleagues to the wedding.  A string quartet played during the reception, which was held at a local historical building.  But what I remember most was that the bride was almost giddy about her wedding cake because it was the most authentic reflection of the couple.

Serene Surroundings

When I re-married my reception was held in the group picnic area on the beach of Lake Tahoe and my guests sat at picnic tables covered with plastic table cloths and disposables were used for everything but the food presentation on the buffet.  There was a beautiful backdrop of the lake and surrounding mountains.  Everyone just hung out and talked, took a walk along the lake, or climbed the large rocks that surrounded the picnic area.  I think the final guest count was close to 100 and I can’t tell you how many guests said that it was one of the most enjoyable receptions they had attended.

The point of all these examples is that you can have your reception be anything that you want it to be.  And as long as you and your groom, and your families, are relaxed and enjoying yourselves, your guests will too.

4.  Is There Specific Information You Need to Know About the Rented Dishes?

 FACT NUMBER 1

Did you know that every rented plate, cup, glass, knife, fork, and spoon comes individually wrapped in plastic?

And, if you rent serving dishes for the buffet they are all going to be covered with plastic wrap too.

What is the issue?  TIME
How long does it take for someone to unwrap the following items?

1. dinner plates              100 each
2. dessert plates             100 each
3. water/wine glasses   100 each
4. knives                          100 each
5. dinner forks               100 each
6. dessert forks              100 each
7. spoons                         100 each

Options for Compromise Using Rented Dishes and Linens,  and/or Disposables

Of course, there are compromises.  Many of my clients wanted to have a sense of formality at their event without spending a large amount of money on rental items.

Option 1  Some accomplished this by using only rental flatware and glasses, but disposable plates for the buffet, and smaller colored disposable plates for the cake, with disposable forks.

When the guests picked up their plate at the beginning of the buffet line they didn’t even glance at what was in their hand….they were looking at the beautiful array of food in front of them.

Option 2  Others rented linens for the tables, and then glassware for the wine and/or water.  Everything else  – nice quality disposables.

Option 3  And yes, many of my clients used all disposables for the guest service.  With the variety of goods available on the internet, it is easy to find something to fit every design and budget.

Option 4   The other possibility – collecting a variety of patterns of dishes from numerous resources.  I will share additional ideas about that shortly.

The important point is that when using rented dishes the timing on the day of the event could be affected.

And, as was pointed out in Part 2, The Venue, you are probably going to be facing some time constraints.

One advantage of using disposable flatware is that knife, fork, and spoon can be wrapped in a napkin that is tied with a piece of ribbon, prior to the reception.  On the day of the event, the bundles can then be placed in a basket at the end of the buffet where each guest can pick one up as they exit the buffet.

However, there is also the option of rental flatware pieces being placed in individual containers at the end of the buffet.  Or, if time allows, set at each place on the guest tables.

The serving pieces for the buffet are another matter and that topic is coming up shortly.

5.  How Much of Your Budget Do You Want to Use for the Rental or Disposable Items

• The variety of items available at your local rental center can be overwhelming, so this is something to think about before you visit.
• Start gathering information by visiting the website of your local rental center.  But, please visit the rental center in-person to see the items if you decide to place an order.
• Also, plan on having items delivered and picked up by the rental center.  It is money well spent in terms of saving time and reducing stress!

There is nothing more frustrating than the helpers standing around, ready to set the tables, but the tables are bare because the person in charge of picking up the tablecloths has not arrived.

The following are examples of some of the linen colors, sizes, and prices in my city.

A variety of items in the various fabrics are available, from napkins to chair covers.

I also took a peek at the dishes. 

• A total of eleven different patterns were offered.
• The price indicated averaged between $0.45 and $0.65 for each dinner plate, bowl, salad/dessert plate, cup and saucer.
• If you are planning for 85 guests and order a dinner plate and dessert plate the cost would be:
• 170 X $0.55 = 93.50 plus tax
• I could calculate the flatware and stemware options but the point of this section is to demonstrate how the costs can add up when you start increasing the number of rented items.
• If a budget needs adjustment this is one area where there is the most latitude to make changes.

6.  When Considering Renting Dishes and Linens, or Using Disposables, There is “The Disposables Dilemma”

Do you have a picture in your head of a big bag of 300 plain white paper plates sitting on a shelf in your local box store and you are not getting goosebumps at the thought.  Your guests are probably not going to notice the plates as they start serving themselves from the buffet.  But, you want something with a little more style or elegence.

I think you are going to be pleasantly surprised when you discover what is available online, at very competitive prices.

I am writing this at the time of COVID and many people are doing everything they can to support local businesses.  However, if you working with a tight budget, you might want to consider taking advantage of the cost-saving options that are available from online sources for disposables.

Yes, this is a dilemma.  But, think of how many local businesses you are supporting with the purchases you are making locally.

Here are some comparisons between purchasing locally and online.   This can apply to both sundry items and disposables.

Online Resources for Disposables

Here are examples of the types of very functional disposable plates and combination packages available thru Amazon similar to ones my clients used.   They are sturdy enough to withstand being loaded with food and then carried in one hand as the guests return to their tables from the buffet.

The Amazon website has a large selection of products available.  I do receive a commission for any products you order within 24 hours of accessing Amazon through these links, at no cost to you.

I also like cateringsupplies.com for wedding party supplies.   Browse the huge selection of hi-end or budget disposable Wedding Table Settings. The company sells wholesale or in small quantities with no minimum order and they are open to the public

When considering ordering products online reading the customer reviews is highly recommended

Remember the bride with the Tonka Bulldozer on top of her cake?  Her mother had decided that she wanted to use a combination plate and wine glass holder so guests could easily mingle with their wine and appetizers.

Unfortunately, she had ordered the plates online before I started working with her.  Evidently, she just saw the picture and placed the order.  When the boxes of plates arrived they were made of extremely thin plastic and a large percentage of them broke as an attempt was made to separate them.

In comparison, the plate pictured here is highly rated.  More about this plate.

7.  The Alternative to Rent Dishes and Linens or Use Disposables.

There is also the option of:

1. Find items used once for a wedding and now being resold.  This could be dishes, linens, decorations, etc.
2. Discontinued inventory of a rental center
3. Garage sales – also watch for large serving platters, bowls, and baskets.
4. Thrift stores

One of the key factors that need to be considered is the location of items and possible shipping charges.  With linens it would be bearable, dishes….probably not.

If you live close to a large metropolitan area you might be able to locate items close enough to avoid shipping charges.

And the plus side to that is after your big day, you can possibly re-sell them and recoup part of the expense of the original purchase.

This is an example of a listing on Bravo Bride, which is a site that features used bridal attire but also has listings for an assortment of wedding-related items.

Here are online resources for various gently used items that might be of interest to you.

Type any of the following search queries in your browser for additional possibilities:

• wedding decorations clearance
• eBay- used wedding decor
• second-hand wedding table decorations
• free wedding decorations
• Craigslist (your locale  – wedding)
• wedding decorations for sale near me
• Facebook Marketplace (your locale – wedding)

8.  Would You Like an Easy Way to Compare the Cost Difference Between Renting Dishes and Linens or Using Disposables?

The following are examples of two of the tools I have created help you compare the costs between the price of rental vs disposables, available in the Planning Guide.  The first is a snapshot of the comparison between individual costs of all the various items.  Note; the actual document contains many additional items.    The second is an interactive file that you can download to track all of your costs.  As you enter line item sums, the total for that category will automatically update.

You could even work with two copies; start by entering one total for all rentals on one sheet, the other for all disposables.  As you decide which items are a priority to rent,  adjust the amount for each line item, making adjustments line by line until you reach the desired look with a balance that fits your budget total.

9. The Serving Dishes; Rent, Use Disposables, or Purchase Used Items.

Still months away from your wedding?  Isn’t it a little early to start thinking about what serving pieces you are going to use on the buffet?  Maybe.  If you have an idea of what you will need you will be surprised what you might find when you least expect it.   And if you happen to see and buy a 21″ silver serving platter in your neighbor’s garage sale, or at a local thrift shop, that is going to free up part of the budget that can be used somewhere else.

I have created two tools to help you with the sizes of the serving items, and how many you will need of each.

To Begin

Here is where that “time thing”, which is the duration of time for your reception and how fast you need to get people fed, raises its head.  How many serving pieces you will need will be determined by:

1. How much food you are serving
2.  The amount of time you have to move everyone through the buffet line
3. The number of lines of food you need to provide.

You might have read about how one of my clients had 300 guests serve themselves in about an hour….remember the 4 serving lines?  That is the key!

How many guests are you expecting?

Use this chart to determine how many food layouts (an offering of all the menu items) will be needed to serve your guests in a reasonable time period.

Figure one serving piece per food item per line and possibly one backup piece to be arranged for replenishing as a serving piece is emptied.

This is an example of a partially mirrored buffet layout where there are some duplicates of the same dish, and some shared dishes, which serve both the front and back lines of guests.   This works well for 51-150 guests

My clients’ buffets were usually set up in the following order.

Beginning of the Buffet Line

1.  Plates

2.  Cold Foods

Appetizers, Veggie Tray, Relish Trays

Cheese Board or Meat & Cheese Trays

Wraps

Fruit

Salads

3.  Hot Foods

Vegetables

Rice/Potatoes

Meat / Entree

Hot Appetizers

4.  Bread & Butter …Use the rolls as an inexpensive focal point for the buffet.  I will tell you how in Part 8 Setting Up the Buffet (coming soon).

5.  Silverware

Did you notice..…all the food at the beginning of the buffet is either cold or at room temperature, followed by the veggies and carbs, and finally the meat or main entree.  Do you remember why?  If not, just write “WHY?” in the comment section and the answer will be revealed.  In the meantime…..

Serving Pieces for Cold Food

All of these worksheets and charts are included in the Cater Your Own Wedding Planning Guide.  Also included is a copy of the following example of a worksheet to help you determine exactly what you will need as you start planning your buffet layout.

20 Qt Plastic Pebble Bowl – Perfect for Green Salad

Serving Dishes for The Hot Food

Now we move on to dealing with hot food; which can include actually heating the food, and/or maintaining it at serving temperature.

In Part 2 The Venue I mentioned checking out the kitchen and what oven space is available.  Chances are you are going to have more containers of food that need to be heated than the oven can accommodate.

Possible Solutions?

• Plan your menu around the main entree. which will be heated in the oven.
• Additional entrees will have to have the capability of being heated in a chafing dish or transported hot.
• Vegetables should be able to be heated on top of the stove, in the chafing dish, or transported hot.

Information is included in Part 6 Organizing the Food Preparation for heating food off-site and transporting it hot.

Chafing Dishes – Disposable or Rented?

Here are the key facts about chafing dishes.

1. The frame supports a receptacle which is partially filled with water.
2. The container(s) holding the food is supported by the frame over the water.
3. The heat of the water is what maintains the food temperature.

The important consideration in deciding whether to use disposables or not is the combined weight of the water and the food.

If you have a dense pasta dish, such as lasagna, the aluminum frame and pans might not be strong enough to support the combined weight of the two.  This is not to say that the frame is going to collapse and dump lasagna all over the table.  It is more likely that replenishing the pans of food might have an effect on the durability on the edge of the pan holding the water.

Another important aspect of the disposable hotel pans is that items cannot be cut into serving portions while in the pan if contained in a disposable chafer.  For example, take the lasagna mentioned above.  A sharp knife can pierce the aluminum and allow water from the pan below to seep into the pan containing the lasagna.  If a rented chafer is used, the disposable hotel pan will not be in direct contact with the water, so this is not an issue.

Rental –

This chafing dish will come with the frame, water pan, full-sized hotel pan to hold the food, lid, and Sterno.

Note:  A lid is necessary if you are reheating food.

Many of my clients placed the food in disposable “half” hotel pans (2 half pans fit in the full hotel pan”) for serving.  Those disposable pans were pitched in the garbage at the end of the night and the hotel pans were wiped out, ready to return.

When deciding which type of chafing dish to use, research online for disposables and visit the website of your locale rental store.  Check the reviews.  Rate each one for:

Safety             +   or    –

Appearance   +   or   –

Cost   $__________

My clients used both rental and disposable chafing dishes.  After you do your research you will know which feels most comfortable to you.

All the worksheets and planning tools shown on this page are available in the Cater Your Wedding Planning Guide.   And while I am reformatting the website it is available to you for just $2.99.   More details about the 18 worksheets etc. and the order form are available here.