The Ultimate Northern Colorado Event Planning Checklist: What to Rent & When

Plan with confidence, avoid last-minute stress, and make sure your event is covered from start to finish.

Planning an event in Northern Colorado comes with plenty of excitement—and a few challenges. With unpredictable weather, busy seasonal trends, and a long list of logistics, knowing what to rent and when can make all the difference. Whether you’re organizing a wedding, corporate gathering, graduation party, festival, or backyard celebration, this ultimate checklist will help you understand the rental timeline and secure everything you need.

At Front Range Event Rental, we’ve supported thousands of local events over the last 20 years. Here’s our expert guide to staying ahead of the curve.

12+ Months Before Your Event

1. Secure Your Venue & Determine Guest Count

Your venue sets the stage for everything else—layout, theme, and rental needs. Once you have a general idea of your guest count, you can estimate tables, chairs, tents, and linens.

2. Reserve High-Demand Items Early

In Northern Colorado, certain rental items book out far in advance, especially for peak season (May–October). Secure these items first:

Pro tip: Quotes created in the current year often lock in that year’s pricing until a set deadline—book early to save.

6–9 Months Before Your Event

3. Choose Your Tables & Seating

This is the perfect time to finalize quantities and styles.

Popular choices include:

If you’re unsure how many tables you need, our team can assist with layout options and seating diagrams.

4. Select Your Linens & Color Palette

Once your style is coming together, it’s time to choose linens:

Northern Colorado trends shift each year, so we always recommend reserving your favorite colors early.

3–6 Months Before Your Event

5. Add Decorative & Functional Enhancements

As the big picture becomes clear, you can start layering in the details:

6. Consider Weather Contingency Plans

Colorado weather can swing from sunny to stormy in minutes. You may want:

Most clients choose to keep a tent on reserve even if they expect nice weather—it provides shade, comfort, and peace of mind.

1–2 Months Before Your Event

7. Finalize Layout & Delivery Logistics

Work with your venue and our team to confirm:

  • Delivery window
  • Placement locations
  • Access points or gate codes
  • Power needs for lighting or equipment
  • Site check for tent placement or uneven ground

This is the stage where everything begins to come together visually.

2–3 Weeks Before Your Event

8. Confirm Guest Count & Adjust Your Order

It’s completely normal to adjust quantities around this time. Add or reduce seating, tweak linen counts, or adjust tables as RSVPs finalize.

9. Review Your Invoice & Payment Schedule

If you booked early, double-check that everything is accurate and paid according to your contract. Many clients appreciate ACH payments to avoid credit card fees.

Event Week

10. Prepare Your Space & Walk Through Your Setup Plan

Ensure lawns are mowed, sprinklers are turned off, and any decor items you’re providing are organized.

11. Be Present During Delivery (If Possible)

Our team can handle delivery, setup, and teardown—but having someone on-site makes the process smooth and ensures items land exactly where you want them.

Event Day

12. Enjoy & Let the Rentals Do the Work

With everything in place—tables, chairs, linens, lighting, tents, dance floor—you can focus on celebrating. Our team will return for pickup within the scheduled window.

backyard tent canopy front range event rental
mr and mrs wood place setting front range event rental

Ready to Start Planning? We’re Here to Help.

Whether you’re hosting a backyard dinner or a 500-guest wedding, Front Range Event Rental makes planning simple. Our team knows the Northern Colorado event landscape inside and out, and we’re committed to making your event beautiful, comfortable, and unforgettable.

Reach out today for a customized quote or to lock in your 2025 rental rates before yearly increases!