Special Event Tent Rental Blog Posts

Utilizing a wedding tent rental for your big day has many advantages. Here’s everything you should know about renting a wedding tent.

Fall is a beautiful time of year for an outdoor wedding. After all, a magical day requires a magical setting. And, with the bright hues of oranges, reds, and yellows, you may just find the perfect setting. Not to mention that the fall weather is usually always cooperative, and the fall foliage can create a one-of-a-kind backdrop for your vows, photo shoot, and celebration.

What more could you ask for on your big day?

It is important to note, however, that you cannot just throw some tables out in the backyard and call it a wedding. The outdoors – though seemingly perfect – require a bit of preparation and proactive care. One of those steps is investing in a wedding tent rental.

Because we know you are busy and have a lot on your wedding to-do list, we’ve got you covered – literally – with a wedding tent rental checklist.

Checkpoint 1: Find your Location and Inquire about Permits

The very first step you will need to take for your tent rental is to determine your location.

Where will you have your wedding and reception? Will you choose a backyard? A local park? A nearby piece of vacant land or farm?

The location is important for a number of reasons. For example, it can help you determine the size of the wedding tent you will be able to have.

It does not matter how many guests you invite – if you don’t have the space to fit the tent, you won’t have room for your guests. Keep this in mind as you find your location with a large, unobstructed, and vacant area.

Once you discover the location, you will want to look into permits. This will vary greatly on your location, but you will want to speak to your local authorities and see if a permit is needed before constructing the tent and holding the wedding event.

Skipping this step could cause you a giant headache on your wedding day.

Checkpoint 2: Do you Really Need a Wedding Tent Rental?

Yes. Yes. And, yes.

Sure, you could try to forego the tent and take a risk on your wedding day. However, you never know what Mother Nature may do.

Fall weather can be absolutely breathtaking, but it can also be windy, cold, wet, and gloomy.

Unless you choose an indoor location or a park with a large pavilion-type shelter, you will want to rent a tent.

Checkpoint 3: What does Your Guest List Look Like?

Your guest list can give you great insight into your wedding tent rental. First, the number of guests that will be attending will help you determine the size of tent you will need.

Think about it – there is a great difference between 30 guests and 300 guests and having the same size tent for both just will not work.

Here are a few other things to consider about your guests:

If your guest list consists of a lot of children, you may want to account for extra space for children activities or assume that you will want easy entrance and exit areas for the kids to come and go.
If your guests love to party and dance, then you will want to be sure that your tent will allow extra space for moving and dancing.
In addition to guests, you will also likely have caterers, waitstaff, and others. Unless you want everything out in the open, you will likely want to have a behind-the-scenes space. Account for these individuals and space.

Checkpoint 4: Determine the Layout and Timeline of Events

Before you can finalize your tent rental, you will have to have – at the very least – a vague idea of how the entire wedding is going to go down.

Are you intending to hold the wedding ceremony and the reception in the same location? Is the tent going to strictly be for your reception? Are you hosting a plated, served meal or a buffet? Will you have a band and a dance floor – or just a DJ?

All of these details are important to know before you rent your wedding tent.

There are many accessories that can come with a tent rental and having an idea of your layout and events can help you decide which accessories – or type of tent – you need.

Accessories or tent details to consider:

Side walls or open walls
Formal entry and exit doors
Dancefloor
Flooring throughout
Pole tent or frame tent (Clearspan)
Extra room for buffet line or service crew
Clear tent panels

Tent rentals have a lot to offer, so be sure to have an idea of what you are looking for before you finalize your tent.

Checkpoint 5: What will be Used for Décor?

You know – your tent will be outdoors. And, if you choose to go with clear paneling, you can nearly skimp on your décor as the brightly colored trees outside can serve as a picture-perfect backdrop.

If you do choose to go all out on your wedding décor, do so wisely. Choosing colors and decorations that will clash with the fall display outside may have an adverse effect. And, it may lead to some greatly distasteful photos.

Use the nature to your advantage or close off the outdoors with a white, fabric wedding tent rental.

Checkpoint 6: Discover the Accessories to Rent with Your Wedding Tent Rental

Last, but certainly not least, you will want to make a list of everything you need to go in the tent. Tents are not the only item you can rent for your wedding, so be sure to get everything squared away.

Choosing to rent everything from your tent rental company – or from their approved vendors – can ease the burden of scheduling and a smooth setup.

Accessories to consider are lighting, tables, chairs, cutlery and table settings, glassware and barware, linens, and more.

Your wedding day is a day you will remember for the rest of your life. Don’t risk being unprepared – especially for an outdoor wedding.

Follow this checklist and have your tent rental ready to go in no time.

Showing employees appreciation is essential for morale and productivity. Now you can show them just how much they mean to you by planning a company picnic!

You were just put in charge of organizing and planning the company picnic. Except, it isn’t just any ordinary picnic. It is the best company picnic. And it is for all the employees and their families, too.

While you are excited about the challenge, the idea of putting the picnic together seems daunting.

You want to do things right and be sure not to disappoint. And you need to make a lasting impression for all involved. But, where do you even start?

How do you create a successful company picnic for such a large crowd?

It’s simpler than you think – as long as you follow these tips.

Plan for the weather

Any time you hold an outdoor event, you have to take the weather into consideration. Of all the things you do have control over, the weather will never be one of them. So, you’ll just have to stay one step ahead.

When it comes to planning a picnic, holding it indoors is an illogical solution. Instead, you will hold your picnic outdoors, but you will bring the protection of the indoor with you.

How do you do this? With a tent rental.

Tents are strong enough to remain standing in inclement weather. They are also able to accommodate any crowd. So, to save your picnic from any chance of Mother Nature’s fury, rent a tent and incorporate it with your outdoor event.

Besides, everyone loves a cool, shaded place to relax outdoors. Your employees are sure to be thankful.

Timing is everything for your invites

If you are planning a picnic for your employees, then you surely want people to attend. Otherwise, what would be the point? When determining what day – and time – you will schedule it, take things into consideration such as:

Work hours
Scheduled vacations
Holidays

And, while you are at it, you better determine whether you are hosting the event just for employees. Or, if you are inviting employees and their family members, as well as kids. Or if you prefer no kids, etc.

These are important details to consider and can ultimately impact when you have your picnic.

The venue can make or break your company picnic

Company picnics are usually put together as a way of showing appreciation. That means the venue you choose should be fun and vibrant – and in an easily accessible area. Don’t make your employees go out of their way to make it there.

The best part of choosing an outdoor venue with a tent rental is the fact that tents can be erected anywhere. They don’t have to be on the soft ground, either. So, whether you choose a local park, a nearby vacant lot, a spot along the water, or an empty parking lot, your tent can go up and your picnic can kickoff.

Don’t limit your options by choosing any other way.

Go for a themed-event

You could just host a regular ol’ company picnic. Or, you could host the company picnic. It’s the big one. The one that will be talked about for years to come. And why? Because it had a theme to make it fun and memorable.

Some ideas of themes are:

Fiesta
Around the world
Carnival
Tailgate
Circus
Luau
Casino
A day at the beach
Safari or zoo
Wild, wild west

Choose what fits your group. And make sure your picnic décor and, if possible, the entertainment matches the theme, too. This will help keep it uniform.

Themes also help to let your employees let loose. I mean, they work day in and day out for your company, they deserve a little fun and relaxation!

Imagine overhearing employees- years from now – saying, “Oh, do you remember that picnic when Fred in Accounting dressed up like Elvis?” or “We had a picnic one year and we all dressed up like pieces of pizza. Marla from Marketing was our one and only breadstick.”

Now, you’re thinking.

Must haves: food and fun

You always want to have food and fun at your picnic. After all, that is generally why most people attend them.

When it comes to food selection, you can stick to the plain old picnic food of hot dogs, hamburgers, chips, and various lukewarm salads. Or, you can opt for food from your theme.

For instance, have a fiesta theme and create a taco bar. Another idea would be to have a carnival theme and contact local food trucks to come.

Use your imagination and keep the event uniform.

As for fun, picnics are going to be full of outdoor activities. You could choose to play the common games, such as horseshoes, cornhole, or flag football. Or, you could opt for scavenger hunts, obstacle courses, and various teambuilding fun.

Don’t forget about the kids

Last, but not least, whatever you do – do not forget about the kids.

If you’ve told your employees that they can bring their children, then you better be prepared for them to do so. And, those kids are going to want something to do.

Most of the time at family events, without something set aside for the kids, you will find them attached to the parents. The idea behind the picnic is for everyone to mingle. And, while everyone loves their children, it is difficult to carry on a conversation with bored little ones all around.

Kids don’t require elaborate entertainment. So here are a few things you could so the kids can enjoy themselves, too.

Choose to hold your event in a location with a playground.
Rent a bounce house.
Put together easy relay races for parents and kids alike.
Offer a kids’ game, hangout, or entertainment area. Create a space that is just for kids. Provide outdoor messy things such as silly string, a homemade slime station, a finger-painting area, and so on.

Remember, though, that a company picnic for the family is as much for the kids as it is for the rest of the family. So, don’t try to exclude the children too much.

Conclusion

Planning a company picnic is beyond worth it to show your employees your appreciation, let them mingle and relax outside of work, and treat them to a special day.

Now, you have the blueprints for the best picnic in your company’s history. Plan for the weather, keep everyone full and entertained, and you will be planning next years picnic.

Enjoy!