Designing a layout for your tented event is going to be as unique as the event itself. Just as you have a vision in your mind for your invitations, decorations, and entertainment, you will also need to have a design for your layout.
The perfect layout of a tented event is usually comprised of fitting everyone into the event space comfortably, having an easy flow throughout the space, and keeping your guests’ eyes where you want them.
Make sure you have the right size space
You can have the most perfect layout in the world, but if your space is not the right size, then your layout really doesn’t matter. Consider this: You rent a tent that turns out to be too small for your event. Your guests are crowded, the layout is misplaced due to an overflow of guests. Everyone is moving in awkward, harsh movements because there is not enough room for the design to flow as you had planned.
On the flip side, if you rent a tent that is much too large, your layout will just look too sparse for the event. In other words, there will be too much open space and not enough “stuff” or people to fill it. If you are trying to impress others with your turnout (as with a corporate event) you will look like you failed.
First, know how many guests are attending. Second, create a drawing of the layout you intend to use the day of the tented event. Lastly, talk it over with a professional to confirm that the tent you rented is the exact tent size to meet your needs.
Your layout will vary with each tented event
Layouts are going to vary based on the event you are holding. For example, a trade show is going to be setup much differently than a wedding would. A kid’s birthday party will differ a great deal from an equestrian show layout.
When deciding how you are going to design your layout, do not try to mimic those of other events. Do your research and dig into your creative side. Design a space that is unique to your event – not what someone else did.
Decide what is most important
Almost every event is going to have a focal point. There is going to be something that you want to stand out to your guests as they arrive. A corporate event may want the company logo or statistics to be front and center as guests enter the space. A couple getting married may want their cake or their place of vows to stand out above all else. A sporting event may want the trophy table to be in the spotlight.
Once you decide what is important for your particular event, then it is time to work the layout around it. What you want your guests to see upon their entrance, you will want it within sight-range from the door – so you know where to position it. When it is in place, then you can begin working on the rest of your layout.
Break your tented event into sections
Your tent will not have any walls and, most likely, will not have any poles or other barriers throughout. In fact, this is one of the reasons that make tent rentals the perfect space for holding events – its wide-open space just waiting for you to work your design magic.
Again, the sections will vary for each event, but, to give you an idea, some of the most common are:
- Dining area: If you are serving food, this area will be the area where your guests will enjoy their meal. You will need to choose whether you want round tables, long rectangular tables, cocktail tables, etc.
- Food services/prep area: Will you have food prepared onsite? Will it be catered? Will you serve food buffet style? However you plan to handle the food at your event, you are going to need a section for it.
- Entertainment area: The entertainment could be a speaker, a performer, or maybe just a video screen. Maybe you are not having any entertainment at all! Ff you are – make sure to add it into your plan. This area can also include a dance floor and/or stage.
- Storage area: If you need an area for last minute essentials or just-in-case items, then you will want to make sure you have a place to stash them – out of sight. After all, you cannot have a beautiful event and then see a pile of miscellaneous items falling over in the corner.
Walkways
Walkways can make or break an event. This is especially important when it comes to trade shows, art shows, etc. They keep the flow of guests moving forward throughout your event, just in the way you want them to go.
Here are a few tips:
- When dealing with vendor booths, it is important to not put too many popular items next to one another, as this blocks up traffic and affects the flow. Put the most anticipated booth deep within the venue. This means your guests will have to follow your walkways throughout the entire event to reach what they came to see.
- Keep walkways completely clear so that all guests are able to maneuver freely, without obstruction.
- Create easy access from all areas of the temporary structure.
Walkways are your tools for keeping the movement and flow throughout your entire event. Use them!
Electrical wiring and lighting
If you intend to host an event with a lot of people and you require electricity, you will want to hire a professional to wire your event. Lighting is important for safety reasons, as well. It helps guests see where they are going and can even be used to draw attention to specific key spaces throughout the room. For both of these, you will need a layout to be presented so the wires and outlets are exactly where you’ll need them.
Your perfect layout is just a thought away. Combine these pointers with your imagination and watch your perfect design unfold.
