We love an outdoor event just as much as you do, but when it comes to logistics, celebrating outdoors welcomes a new set of challenges. Don’t worry, this blog is going to cover EVERYTHING you need to know about preparing and utilizing a tent for your outdoor event!
1. ) Before Booking the Tent :
- Have a site visit – Read about the importance of a site visit! You’ll want to ask the rental company (and your planner) to join so you can explore the ground type (dirt, pavement, grass, sand, concrete). They’ll perform a grade/slope check to see if the ground is level while checking for underground utilities. This is VERY IMPORTANT for staking the tent. You’ll also want to check for lighting and photography placement to make sure it’s in the best location.
- If it’s not on private property, you’ll need to check for city/county permits. We also suggest inquiring about noise ordinances, curfews, and access for trucks and setup crews.
- How many guests are you expecting? Will there be a formal seated meal, cocktail tables, or a mixture?
2. ) Tent Selection
Choose based on style, space, weather, and guest count. It’s always a good idea to ask about wind rating, and it never hurts to size up.
Common Types: Frame tent – has no center poles, flexible layout I Pole tent – elegant peaks, needs staking I Clear-top tent – trendy, make sure to think through the lighting plan I Sailcloth tent – luxury look, more expensive but wooden poles are gorgeous
Size Planning : Cocktail-style: ~10–12 sq ft per guest I Seated dinner: ~15–20 sq ft per guest
Don’t forget to include space for: the Dance floor (recommended for heels, rain, uneven ground), Stage, DJ, Band, Bar, Cocktail Tables, Catering Prep, Lounge Seating, and Wheelchair Accessibility.
3.) Lighting
Outdoor tents need lighting, especially when the sun starts to go down. Lighting creates the ambiance, and don’t forget extra extension cords.
Lighting Options We Love : Bistro/string lights, Chandeliers, Uplighting (on tent poles or walls), Edison bulbs, Spotlights (cake table), Fairy Lights, or Battery Operated Candles
4.) Power & Electrical
Ask ALL vendors if they need separate circuits and how much power they need. You want to make sure there are plenty of plugins. Don’t forget to bring weather rated extension cords and cable covers. You will most likely want to rent a generator, and as always, have a back up power plan.
5.) Weather Preparation (This step is CRITICAL)
Make sure to plan for all scenarios. Mother Nature can change at the drop of a hat. We encourage watching radars, checking the local weather forecast, and even looking at past weather patterns.
If you’re expecting rain. Think about these items: Sidewalls on a tent, flooring (like the dance floor mentioned above), and having extra towels and mats on hand
If you’re expecting very warm temperatures, Think about having these items for guests: Tent fans, portable AC units, place items near the shade, and provide water stations.
If the weather is going to be very cold, you should add: heaters to your layout.
6.) Restrooms
When planning an outdoor event, it’s pertinent to think about restrooms for guest experience. Our favorite option is adding luxury restroom trailers as they provide everything you need – toilets, hand washing stations, and lighting (very needed at night).
Also, don’t forget to think about the placement of restrooms for pictures. You don’t want them in the background of every photo.
7.) Catering + Bar Setup
It’s important to have a separate or enclosed catering tent to prepare food away from guests. Their team will also need access to water for sinks, trash and recycling stations (pro tip: always bring extra trash bags), beverage coolers, ice storage (you can never have too much ice, especially in the heat).
8.) Wind
We’ve learned this from experience, the wind is not your friend. Decor can go flying very quickly so take steps to weigh centerpieces down, properly secure signage, floor length tablecloths, and don’t forget about the florals. They’ll need extra water in the summer months.
9. ) Setup + Breakdown Timeline
We always recommend installing the tent a couple of days before the event. This allows everyone to set up without being rushed and allows for weather and traffic.
Breakdown happens much faster, but you still need a day or two to allow all vendors to return without being on top of one another.
10.) Guest Safety + Comfort
Having an outdoor event is truly spectacular. There’s nothing more beautiful than being surrounded by nature. However, this list of helpful items will make your event the most successful. We recommend having a first aid kit, fire extinguisher, sunscreen, bug spray, citronella candles,
Make sure to test all power and lighting, especially at night. It’s also great idea to light up walkways that guests will be frequenting.
