EP. 27 From Vintage Sofas to Dance Floors: Wedding Rentals Must-Haves

Wedding planning shouldn't be stressful when it comes to creating the perfect atmosphere for your special day. Laurie from Cru Event Rentals joins Marco to pull back the curtain on the wedding rental industry, sharing invaluable insights from her 12 years transforming wedding spaces across Texas. 

Discover why certain statement pieces like 11-foot stained glass window backdrops have couples requesting them from as far as New York and California, and learn about the breathtaking Victorian sofas that continue to be timeless favorites despite changing trends. Laurie walks us through her evolution from vintage specialist to comprehensive rental provider, now offering everything from colored goblets to custom dance floors that make one-stop shopping possible for busy couples.

The conversation tackles the practical side of rentals too - from delivery logistics and venue accessibility challenges to how rental companies handle damaged items. You'll hear firsthand accounts of what happens when wedding plans change unexpectedly (like when a photo booth gets knocked over by wind!) and gain perspective on why rental professionals understand that "life happens" while still protecting their beautiful investments.

Whether you're a couple planning your wedding or a guest who needs to understand why your RSVP timing matters, this episode delivers actionable advice that will save money, prevent stress, and help create the wedding atmosphere you've been dreaming about. Marco and Laurie even plan a future collaboration that will offer styled photo booth packages combined with stunning rental furnishings - giving listeners an insider's preview of what's coming next in wedding experiences.

Ready to transform your wedding space? Listen now for Laurie's top three rental planning tips that every couple needs to know before making their first appointment. Your guests will thank you for the immersive, beautiful environment you create with the perfect rental pieces.

Cru Rentals Website: https://www.crurentals.com/

Cru Rentals Insta: @crurentals

Transcript

Speaker 1 0:01

Welcome to the Tipsy Guest Podcast. I am your host, Marco Buenrostro, and every week I'm here with the top industry experts, amazing clients and all my vendor BFFs to bring you the best tips, advice and juicy behind-the-scenes stories to make wedding and event planning a breeze. So grab your favorite drink and let's get this party started. Hey guys, welcome back to the Tipsy Guest. I am Marco, your host, and today it's all about wedding rentals, and for that I have the perfect vendor for it, Lori, with Crew Event Rentals. How are you?

Speaker 2 0:42

Doing well. How are you I?

Speaker 1 0:44

am doing fantastic now that you're here. Thank you, I've been trying to get you here for the longest time, I mean it's, I mean, but we're always busy. So I know how it is and I mean you are everywhere I see. So anytime I'm driving around town and I see your trucks, I'm like oh my god, there's Lori, Can't miss my big blue box truck yeah it's. I see it all around town. But yes, I mean you went from. I mean I remember so many what like. How long have you been in business?

Speaker 2 1:17

This is our 12th year.

Speaker 1 1:19

Okay, yes, I remember when I started my company, I mean 10 years ago, you know it was all vintage rentals, but now, I mean slowly, you've transitioned into just event rentals in general. I mean you have to keep up with times and I see you growing and growing, and growing.

Speaker 2 1:37

Yes, I think that's been. A key to our success is you have to change with the trends, and I do see Vintage China making a comeback this year, but I think for a while there the vintage pieces were kind of on the back burner, maybe not going out as much. We've held on to our Victorian sofas. Those are always going to be popular because I think they're timeless. But we've slowly transitioned into more modern furniture and you'll start seeing more of that in the future.

Speaker 1 2:05

I love that and then, okay, so our listeners want to know what you offer. So I know, of course you know you do. It's just rentals in general, but give us an idea of what are your most popular items and then also tell us about the non so popular items, because some people might not know that you offer that. Like what? What exactly do you have?

Speaker 2 2:28

yes, so we offer a lot of backdrops that they're unique. Nobody else has them, such as our stained glass windows. They're 11 and 12 feet tall. We've been asked to take them as far as new york and california and an Aspen trees in the middle of Aspen, colorado, to do ceremonies. Yes, we have not taken them there because I'm afraid they may not make it that far. They're. They're very fragile and we just had them all restored so we want them to last. We have the doors that brides walk through. They're not easy to deal with, so a lot of people don't offer them. They're not easy to deal with, so a lot of people don't offer them. They're hard to come by. We offer a lot of furniture lounge packages. We now offer linens you may not have known that colored goblets. Now we have just your basic white plates, um, and we have clear goblets. We have silverware, gold flatware, black flat. Lots of different options.

Speaker 1 3:30

Oh my goodness yeah, and I'm assuming you have. I mean, can can couples come to your warehouse and look at the stuff? Do you have like a showroom? How does that work? Because I you can see photos online, but seeing it in person it's a whole different thing. Walk me through the process of somebody booking any of your rentals.

Speaker 2 3:51

Yes, so we try to get everybody to come to the showroom, because it just doesn't do it justice. The pictures don't. And plus, brides are visual people, right, they like to see it, touch it, feel it. Make sure you're real you're a real business person, you're a real business. So anyway, yeah, they can schedule an appointment and we'll come in. I allow, I try to allow an hour, hope, hopefully we don't go over. It can be overwhelming because they don't realize you have so much yeah, and where is your warehouse?

Speaker 2 4:21

it's in bernie, it's off of i-10 close to john's road. Okay, okay, I remember going to your warehouse.

Speaker 1 4:26

It's in Bernie, it's off of I-10, close to John's Road. Okay, okay, I remember going to your warehouse because I know you went from one warehouse when you had less stuff to a bigger one, yes, and I remember we ended up setting a photo booth for your I guess your very first open house, right? Yes, the new warehouse? Yeah, it was. I mean I was in. I love furniture, just in general, I am all about furniture. So when I went to your warehouse I was in heaven. There's just so much to look at and, like you said, people they like to touch, they like to see it in person, because it might photograph differently than actually seeing it in person. That's right, do you have a minimum of, I guess, of what people can rent from you, or can it be something small? Does it have to be like a minimum amount of pieces? How does that work?

Speaker 2 5:15

So we don't have a minimum for rentals, but we do have a minimum for delivery. We will not deliver for less than $500, unless it's a very slow time for us. Delivery is extra, though I get that. Does that include delivery? No, it does not. Delivery is how we pay our guys yeah so and it's something you know.

Speaker 1 5:36

It's good that you mentioned that, because a lot of the time people don't realize I'm, I guess you know like they don't realize all the stuff that goes behind it. I mean, you have to. Obviously, you know these are big pieces of furniture, so you have to have at least what two people like for delivery, right, and then also depending on the location. So when it comes to the pricing, are you um, are your prices listed on your website or do people? Or every package is like a custom quote for each client. How how can people find out about your prices?

Speaker 2 6:10

so they're not listed on our website. We put together custom packages. I have a proposal list that will come with pricing and pictures, and that's how they know, okay and then, um, I know, of course your warehouse is out in bernie, but you cover everywhere.

Speaker 1 6:27

You know, like, I guess, new brunfell, san antonio, freddicksburg, comfort, what, where else have you gone?

Speaker 2 6:33

yes, so we're starting to go to the frio river, which is the lakey concan area, more and more. Yeah, we're all over the hill country downtown san an Antonio. We've been as far south as South Padre.

Speaker 1 6:47

I did an event in South Padre. I mean, I'm originally from Brownsville, so South Padre is right there, but I like going out there.

Speaker 2 6:54

Yeah, I can see why.

Speaker 1 6:55

You can make it a weekend getaway.

Speaker 2 6:58

Hey, hire us down there We'll go for a weekend. Yeah, we might enjoy the beach for a little bit during the wedding and come back and pick it up at the end.

Speaker 1 7:05

Yep, yep, yep, but hey, okay. So this is also, you know, just a pro tip here for our listeners out there. Just, you know, because, again, you know, planning a wedding is so stressful sometimes and there are certain things that our couples might not know. This situation, you know, like delivering big pieces of furniture, like the stuff that you have, can be hard sometimes, depending on the location of the wedding, because of, like you said earlier, you know, your glass doors, you know they're, they're big, or your pieces of furniture.

Speaker 1 7:38

Also, you know, for listeners out there, you need to make sure that you talk to your venue and make sure that there is access for other vendors to go through there, either their elevators or stairs, or just to give us access to make sure that it is going to fit, because, you know, I mean, like you said, your doors are very delicate you need to make sure that they, you know, when they go up to the rooftop of a venue, or if there's no elevator and things like that. So I guess, yeah, our listeners out there always check with your venue before you get certain items, just to make sure that it is going to work out for everybody. Right, that's right. Have you ever had anything crazy like that where it didn't work out.

Speaker 2 8:16

Yes.

Speaker 1 8:17

Ooh talk to me about it.

Speaker 2 8:18

We've had pieces and thankfully we knew to go do a walkthrough because, yes, we've been to most of the venues here. Right, we've been doing this for 12 years. If it's a venue that I know our stained glass windows have never been to, how are we going to get that up to the rooftop? We better go walk it. Logistics is kind of my thing. I like to know ahead of time exactly you know any obstacles we might be up against exactly you know any obstacles we might be up against A lot of the time.

Speaker 1 8:45

Venues downtown here in San Antonio are really limited, with you know where you can park to unload. Also, like some of them don't even have elevators. I mean, most of them do, of course, but there are a few older venues, buildings, that don't have an actual elevator. So imagine going up the stairs with big pieces of furniture or the glass doors or just anything. Really it's a little hard. So I guess, when it comes to a venue like that, is the delivery fee going to? I guess is that going to be more because of how crazy it is to get into the venue?

Speaker 2 9:26

Yes, it will be, and you've got to think about the time it's going to take and then the extra care that we need to take in getting our pieces there safely. So, yeah, all of that's taken into consideration.

Speaker 1 9:38

All right. I mean, all of this is I mean, we're talking about beautiful furniture, beautiful, you know, couches, chairs and things like this what happens if something gets damaged at an event? I mean, there's people drinking, there's, you know, people eating and you are not obviously there to be. You're not going to be the sofa police and just stand next to your rentals, Like what happens? Is there like a retainer, Is there like a security deposit? How does that work?

Speaker 2 10:07

So we learned in the past that guests are limited on money up front, right? I mean, they're spending so much on a wedding, so we just keep a credit card on file instead of taking a hefty deposit up front. If it does break, we do ask you pay to have it repaired. We just had to have it repaired. We just had to have a sofa repaired that bottomed out In the instance of rain. We would ask that you would do us a courtesy and maybe pull it under cover.

Speaker 1 10:38

Yeah.

Speaker 2 10:38

And it'll dry out. You know something like that will dry out. But if a piece breaks, yeah, we do have our guests pay for it.

Speaker 1 10:46

Okay, okay. Have you ever gone through through something like we?

Speaker 2 10:48

have, and we've had guests argue with us not want to pay for it, unfortunately. But you know, I guess that just kind of goes with the territory, but we work with some really great brides, so we haven't encountered that too many times that's good.

Speaker 1 11:01

I feel like sometimes you know the um, the, the process of of know a wedding, you know the whole I don't know a year or a few months of planning a wedding. There's always that constant communication with the you know, with the couple and their vendors. You know we see it all the time. But then I also feel like as soon as the wedding is over, like that changes completely, especially like in a situation like this where you need to follow up and be like hey, you know, some of the pieces were damaged. I feel like at that point, like you stop hearing from them, like you just get ghosted and it's like that. That feeling is like, oh man, but we had such a great communication throughout the process. But of course we did, because you know it's leading up to the wedding.

Speaker 1 11:42

So to our listeners out there, please don't be that couple Like you know, like we, you know we reuse our stuff, for for you use it once because you know your wedding says your wedding is one day, but we do reuse our stuff, you know, for, for example, with me I mean my photo booths they go out to weddings every week and every with your rentals, of course, you know they're everywhere.

Speaker 1 12:04

So so these are things that that cost a lot of money. So so, of course, you know, try to try to be respectful, try to, you know, and of course they can't obviously control their guests. You know there's drinking involved, so they can't really control their guests. But and you know we're not asking you guys to to be, you know, looking after everybody at your wedding because of course you're having fun, you're not gonna care. But you know, just just be mindful of that. You know we do, um, use our stuff every, every day, you know to we rent it out to a lot of different people. So you know, uh, please take care of our stuff yeah, and you get.

Speaker 2 12:40

Life happens. Normal wear and tear is expensive. Yeah, I mean it's expected we do scotch guard our furniture if it spills. I don't think I've ever charged anyone to clean a couch or a rug, but if it breaks and I have to pay hundreds of dollars to get it repaired, then I think that's fair yeah, we had a.

Speaker 1 12:58

We had a situation one time where we were set up outside at a at a venue out in I can't. I think it was out in dipping springs. So we were supposed to set up the photo booth inside, but I guess you know, there's always something and we ended up outside on the on the porch. So it was, we were not expecting to be outside and it was chilly. So so my, my assistant, she calls and she's like hey, marco, they moved us outside and I wasn't prepared. I didn't bring a jacket. So she's like I'm gonna run to walmart. You know, I'm just gonna go get a light jacket and then I'll make my way back. You know, this was earlier in the day when we were doing our setup. Guests were not there yet.

Speaker 1 13:38

We know, the wedding was not even starting or anything, but you know we always do our setups early in the day. So she went to walmart to buy a jacket. She came back and the photo booth was knocked down by the wind. So she came back to find the, the photo booth, on the on the floor. And while she was out at walmart I get a text message from the dj, shout out to to gumby out there, he texted me and he's like hey, marco, just an fyi, your photo booth just got knocked, knocked over by the wind, and I was like, oh man, gg's not even there right now to go, you know.

Speaker 1 14:10

So when she came back to the, to the um, to the, to the venue, yeah, she texted me. She's like marco, one of the pieces broke, or blah, blah, blah. So so, yeah, like things happen, and I mean I had, of course, I wasn't gonna deal with it there. And then, you know, because I because I'm not going to ruin somebody's day you know, because of something that happened, but I did end up reaching out to the planner after the wedding. You know, I let a few days go by and then I reached out and I was like, hey, because of the last minute changes that you guys made, this happened, this happened, blah, blah, blah, and it turned out okay. You know, they understood and and you know they were able to cover the repair, like you, like you mentioned. So, yeah, things happen, um, but I mean your furniture is so pretty, I would like, I would just be so sad to see a piece of vintage furniture break I had.

Speaker 2 14:59

I used to be very emotionally attached. Yeah, I had to detach myself from my piece and just realize it's gonna last. As long as it's gonna last, it's not made to do what we do with it, right? Yeah, I think our biggest expense comes from broken glassware, missing glasses. Guests think they're pretty. They take one home. Oh my god so that happens all the time. But you know what we we kind of expect. We don't like it, but we're not surprised when it happens.

Speaker 1 15:28

Is there a piece that you have, that you've had for a very long time, that you refuse to let go, and it's already at the point where you're like it needs to be retired, but you don't want to retire it.

Speaker 2 15:42

Yes.

Speaker 1 15:42

What is it? Well?

Speaker 2 15:44

probably my our Oliveriver, our green victorian sofa okay, it's been cleaned a few times and the but it's still. It photographs well yeah but yeah, I love my victorian pieces. I have a few, you know, with the curved backs oh, I love those I just had one repaired um, so I'll probably hang on to those as long as I can get those to last.

Speaker 2 16:05

Like I said, they're timeless yeah and and we are adding more modern furniture. But for those I still, I'll always get those brides that want to use those at their wedding, because they're just so pretty yeah, do other than furniture.

Speaker 1 16:20

Um, do you have? Um, do you do like bar facades or like dance floors, or what other big statement pieces do you have that you offer?

Speaker 2 16:30

We just started adding bars. I have five bars now. We did add dance floors last year too, and that's been a big hit. We can do an all-white dance floor, an all-brown, all-black, or we do black and white checkerboard, or our popular one is our Texas do black and white checkerboard, or our popular one is our texas style brown, brown and white checkerboard.

Speaker 1 16:49

now look at you. I love that. It's so nice when, uh when, you know when a couple is looking for for rentals and if they can find a lot of the stuff in with the same vendor. I think it makes it so easy for them instead of dealing with a bunch of different people like they can just come to your shop and just try to get everything out of the way in one meeting.

Speaker 2 17:13

Right and they'll save on delivery fees. The less vendors you use, it saves them money. So we try to be a one-stop shop for the most part. I know we don't have everything, but we're working on it. I love that.

Speaker 1 17:26

And do you ever partner up with other vendors? I get to because I know, like we've talked about it a few times, where I want to partner, I sometimes my couples. They want more than just a backdrop, you know, they want to incorporate like a nice sofa or like like chandeliers and things like that. And I know you and I have been talking about it for a while where we want to work on maybe building some packages where you know we can use your furniture for the setup of the photo booth and stuff like that. Have you ever partnered up with any other vendors to create, you know, custom packages like that?

Speaker 2 17:56

Yeah, you know, we haven't really. I don't think we have packages created with other vendors, but we would definitely do that.

Speaker 1 18:04

Be open to it. Yes, All right then we need to talk that. Be open to it.

Speaker 2 18:06

Yes, All right then we need to talk, girl, we need to talk.

Speaker 1 18:07

We do, we do, we need to make it happen.

Speaker 1 18:09

I think we've talked about this for a while now it's been a while, but I mean again we go back to being so busy all the time, I know, and let's throw it out there, into out to our listeners, so that we can actually make it happen, okay. So I think you know I've done events where, like, like I said, you know people like the couples, they want like a custom setup for their photo booth. So I think what we're gonna end up doing it's gonna be maybe like like I'll probably come out to your shop, we'll set up a few different sets, we'll do a style shoot, like a really cool shoot, that because, again, going back to couples being, they want to see it. You know everybody wants to see what it's going to look like. So I think what you and I can do is probably do a few different let's say, three different setups. You know we can do a vintage one, we can do a modern one, we can do like a black and white, which is a very popular, you know, color scheme for weddings, and then we can just offer it as a package and be like you know, this is our vintage photo booth package. That includes these pieces of furniture, like cool rugs and like cool things like that. Or this is our modern one.

Speaker 1 19:12

If you're getting married at a really modern venue, then we have our modern setup or we have our Western, you know, like rustic chic setup and things like that. So I think we are going to end up doing that, things like that. So I think we are going to end up doing that. So, to our listeners out there, be on the lookout for our style shoot, so that then later you can just be like you know what, marco, I want that whole package right there.

Speaker 1 19:30

Yeah, let's do it. I want your mid-century modern photo booth with Lori's vintage chic western mid-century setup. And I mean, I just think your wedding you know, your wedding should you, of course, first of all, but then I feel like your guests are gonna be the ones enjoying everything that you get at the wedding. So giving them a really good photo moment at their wedding, I think it's always like I always say that I'm like you know, yes, you do have your photographer for you as the couple, but the photo, like either our roaming photo booth or like even our stationary photo booth, those are the photos that your guests are going to be using for a very long time.

Speaker 2 20:15

Those are the memories they're going to be left with. Yeah.

Speaker 1 20:17

So again, going back to you and me, lori, we're going to talk, we're going to set up some cool photo booth setups with your furniture and your rentals, and then we'll just offer them as packages.

Speaker 2 20:28

Yes, there you have it. We need to get a date on the calendar.

Speaker 1 20:32

I know girl packages. Yes, there you have it. I need to get a date on the calendar. I know, girl, I think we're gonna have to wait for summer, because that's when, when we slow down a little bit I mean, right now it's so busy, um, but busy is always good the good thing about my warehouse is it has ac oh yes, so, whereas my last one did not.

Speaker 2 20:46

So we won't be hot if we do it during the summer or if you come to visit during the summer I love it, I love it.

Speaker 1 20:53

And then talk to me about um, I know you said that you don't. You don't require an actual deposit for like, for like, whenever, if something happens to the furniture. But when somebody books you, how does that work? Do they have, do they give you a deposit to secure the items are there? Like, do you have, like a payment plan? When does everything have to be paid in full? Like, how does that work?

Speaker 2 21:13

yes, so we do require a deposit at 50 down upon booking and that reserves your items. We do allow minor tweaks as it goes on, because everybody knows your numbers aren't firm, um, and then yeah, and then the, the final payments do a month in advance.

Speaker 2 21:32

A month in advance, okay, and if you need a few weeks because your numbers are trickling in, okay, that's fine. And I tell my brides too, I said, get on the phone. It's okay to get on the phone and call them. These days people are so laid back and lazy about responding to. You know RSVPs, yeah, but you need to know. So we need to know right All your vendors, your caterer, your cake person maybe your cake size might change, but you know for us if we're renting plates and glassware and flatware, that's money you could save.

Speaker 1 22:02

Yeah, it's so crazy how people don't RSVP Like. I feel like people are getting lazier and lazier with RSVPing for weddings. They are so what. They don't know if you're listening out there and you're not actually planning your wedding, you're just a guest at a wedding. Please rsvp when they send you. Yeah, when they send you the rsvp, like to save the date or your there, I don't know what it's called that. Are you know for you to rsvp? Make sure you do, because this is people's money you're messing with. They need to know a head count, like Lori said right now. They need to know how much food they need, how many chairs they're going to need, how many tables they're going to need, and with chairs and table comes the linens, the centerpieces. I mean it's a domino effect.

Speaker 2 22:45

You don't realize how much goes into that head count.

Speaker 1 22:47

Yeah, like, please RSVP and stick to to their deadlines. Don't wait until the weekend before the wedding to rsvp, because you know the the couple they need to send those numbers to, to their vendors, because you know everything is everything is very well planned. Please don't stress your couples by not rsvp. They.

Speaker 2 23:09

They will love you, trust me. They will really appreciate that.

Speaker 1 23:12

Oh my goodness, Lori. Well, we are running out of time, oh okay, but I know time flies. But I want you to tell our listeners where can they find you. You can give us your website, your social media, your phone number. However you want people to reach out to you, Tell us where can we look for you.

Speaker 2 23:31

Well, let's start with social media. We're on Facebook Crew Event Rentals. We're on Instagram at Crew Rentals. We're on TikTok, texas Event Rental Company. You can email me at llove at crewrentalscom or call me 210-364-2663.

Speaker 1 23:51

Awesome. Thank you so much, lori, for finally coming to do an episode. I know Sorry. And right before we leave, right before we leave, tell us your top I guess, like your top two things that you can advise our couples when they're looking for rentals. What are two must things that they should know when they're looking for a rental company?

Speaker 2 24:14

So I always tell them you will not know what you need until you have a venue, and because some venues provide the tables, the chairs, some even provide linen, some provide their own catering dishes, all of that, so have your venue first. Um, then I think it's helpful to know, like, an approximate number of guests, because you won't know quantities. But when we're putting together a proposal, we want to know something to estimate it on. We need some kind of a number, colors. That's a big deal come with fabric swatches.

Speaker 2 24:46

Your whole wedding is going to be designed around those colors, so that those are probably the top. I may have given you three pointers I'm okay with that.

Speaker 1 24:56

I'm okay. The more info you give, the better when you're scheduling an appointment with me.

Speaker 2 25:00

I'm going to ask you those you know don't come to me until you have a venue. Come to me with designs, you know, maybe an idea list, maybe a pinterest board even, and then we'll help you create it as best as we can.

Speaker 1 25:12

There you have it. Thank you so much, lori. I am so happy that we got to do this and I'm sure I'll see you this weekend at a wedding or something. We always see each other and to our listeners out there, thank you so much for tuning in today. Remember, we are here every Tuesday.

Speaker 1 25:27

So tell your Engage BFFs about the podcast. Tell them. Or, if you're the actual couple, so tell your engaged BFFs about the podcast. Tell them. Or, if you're the actual couple, make sure you let us know. If there is a vendor that you want me to have and I haven't had them yet, send me a DM, send you know. Visit our website or just you know. Reach out to me and be like Marco. I hired so-and-so for my wedding. Can you please have them in the podcast? Just let me know, we can make it happen. Thank you, lori. Thank you, bye, guys. Thanks for listening to the Tipsy Guest Podcast. If you know someone who could benefit from these tips, spread the love and share it with them. Don't forget to subscribe and leave a review. Next round's on us. Same time, same place. Cheers. This podcast is brought to you by MVP Photo Booth, the number one photo booth rental company in San Antonio, austin and Central Texas.