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.