Puerto Vallarta Destination Wedding Guide: The Rentals (Chapter 9)

A small wedding ceremony on the beach in Puerto Vallarta, Mexico

Access a straightforward article detailing how to hire a rental company and transportation service in Puerto Vallarta and tips for effective communication to stay within budget.

 

In this article:
I. Hiring a Rental Company
II. Hiring a Transportation Service

 

Hiring a Rental Company

Every bride has a vision of what her wedding looks like. Your vendors are the key to executing it. Rental companies are key in the overall aesthetic of your wedding ceremony and reception. Be sure to choose a rental company whose style matches your own. They can provide everything from linens to lighting, chairs to dance floors. During the interview, be sure to review samples and photos. Be aware of whether she asks relevant questions, provides on-target suggestions, and is friendly and professional. Below is a list of questions to ask your potential rental company, but be sure to speak up if you have further requests or special needs. Oh, and be sure to get a contact – a name and number – that you can call on your wedding day with any last-minute issues. We also recommend going to your interview with your venue’s specs and any restrictions (particularly with loading and unloading).

  • How long have you been in business?
  • Are you available on my wedding day?
  • How much is the deposit and balance? When is it due?
  • Will you personally be on-site the day of my wedding?
  • How is the pricing established?
  • Can you provide three references (preferably recently married couples)? It’s always wise to check Google reviews too.
  • What is your cancellation policy?
  • Is there a way to reach you in case there are any issues with the delivery on the day of the wedding?
  • How do you handle the drop-off and pickup of rentals?

 

Be sure to get the following in writing:

  • Deposit amount and due date; balance amount and due date. A 50% deposit is the norm.
  • Delivery date and time. Be sure these times work for you and your venue.
  • Disassembly and pickup date. Again, make sure these times work for your venue.
  • Delivery, breakdown, and pickup fees.
  • Insurance. If a vendor doesn’t have their own insurance, it might be a sign that not everything is up to snuff.
  • Can additional insurance be obtained? If you’re renting fine china and sterling silverware, it may be worth it.
  • Charges for any lost, stolen, or damaged items.
  • Detailed description of goods including quantity. Double-check their list against yours to make sure they haven’t missed anything.
  • Setup arrangement and costs. The company should provide a representative to be there on-site throughout setup in case disaster strikes (such as big winds knock over the trellis or water damages the ivory draping).
  • Overtime fees. From limo rentals to tent setup/breakdown, overtime can be a budget killer. Some of these extra charges are negotiable, so don’t be afraid to ask.

 

Hiring a Transportation Service

Destination weddings and weddings with multiple locations will most likely require transportation for guests. You might consider providing a shuttle service if many of your guests are out-of-towners. Common wedding transportation options include bus (seats 45-60), golf cart (seats 2-6), luxury sedan (seats 2-4), passenger shuttle (seats 15-33), stretch hummer (seats 12-22), SUV (seats 5-7), trolley (seats 5-7), and van (seats 12-15).

 

Below is a list of questions to ask your transportation service.

  • What are your rates and what services do they include?
  • Is there a minimum number of rental hours?
  • How much of a deposit is required?
  • How is the gratuity handled?
  • Many companies automatically build in a 15-20% tip.
  • Do you carry liability insurance that covers the passengers and driver?
  • Do you offer wedding packages or discounts with multiple rentals?

 

 

Frequently Asked Questions

  1. What should I consider when hiring a wedding rental company in Puerto Vallarta? When hiring a wedding rental company in Puerto Vallarta, it’s crucial to choose one whose style aligns with your style. Ensure they can provide the essentials and always review samples and photos. Communication is key, so find out if they are approachable, professional, and open to your specific needs. Also, verify their experience and ask for references to ensure reliability.

  2. What are the key questions to ask a Puerto Vallarta wedding rental company before booking? Important questions include their business longevity, availability on your wedding date, detailed pricing, deposit and balance inquiries, onsite support during the event, and their cancellation policy. Always confirm these details in writing to avoid any misunderstandings.

  3. Are there any specific wedding transportation options recommended for Puerto Vallarta’s unique locations? Depending on your wedding venue and guest needs, options range from buses for large groups to luxury sedans for intimate settings. Consider the logistics of your locations to select the best mode of transportation, ensuring it complements your wedding’s overall theme and provides comfort for your guests.

  4. How do I manage my wedding budget when hiring rental and transportation services in Puerto Vallarta? To stay within budget, clearly understand all fees, including deposits, balances, and any potential overtime charges. Don’t hesitate to negotiate or ask about package deals. Planning and confirming all details in advance can also prevent last-minute expenses.

  5. Can you recommend wedding rental trends popular in Puerto Vallarta for 2024/2025? Trending rental items in Puerto Vallarta include sustainable and locally sourced decorations, neutral tones and organic fabrics mixed with vibrant colors that reflect the coastal environment, and personalized items that reflect the couple’s story.

  6. What are the essential tips for ensuring a smooth wedding day with rental and transportation vendors in Puerto Vallarta? Communication is crucial. Ensure you have a point of contact for both rentals and transportation who can handle any day-of issues. Verify all details, such as delivery and pickup times, in advance, and have a backup plan for unexpected challenges.

  7. How early should I book wedding rental and transportation services in Puerto Vallarta? Given Puerto Vallarta’s popularity as a wedding destination, it’s wise to book your rental and transportation services at least 6 to 12 months in advance, especially if you’re planning a wedding during peak season.

  8. What are the pitfalls to avoid when hiring a wedding rental company and transportation service in Puerto Vallarta? Avoid not getting agreements in writing, failing to confirm the specifics of services offered, overlooking the need for insurance, and not checking references. These oversights can lead to unforeseen issues and expenses.

  9. How can I personalize my wedding transportation and rentals in Puerto Vallarta? Personalizing your wedding can include adding thematic touches to your rentals, such as custom lighting designs or unique furniture pieces that reflect your style. For transportation, consider decorating vehicles in line with your wedding theme or offering personalized refreshments during the ride.

Taylor Wade headshot

Author:

Hi, I'm Taylor, the Creative Director at Chas Studios. I co-founded a matchmaking company at the age of 16 and have since amassed two decades of experience in the dating and relationship industry. My deep understanding spans critical areas, from the spiritual growth potential within relationships to navigating finances with your partner. In 2017, just two weeks after relocating to Mexico City, I met and fell head over heels for Diego, who was working in the fashion and editorial world at the time. We subsequently moved to Puerto Vallarta and launched Chas Studios, a photography and film house specializing in weddings and events. We also married in Puerto Vallarta in 2023 allowing us to offer our local knowledge and experience to our readers. 

Are you looking for a wedding photographer for your destination wedding in Mexico?

Chas Studios has an instantly recognizable aesthetic, defined by the soft, organic, and classic qualities that film provides. As a bespoke photography service, we apply a highly personalized and hand-crafted approach to each and every wedding. Our team goes above and beyond for our clients to stay true to our mission: to provide a one-of-a-kind wedding experience! Submit an application to receive a custom quote.

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