The Ultimate Guide to Planning Your Tented Celebrations with Total Events
Hosting a tented event is a creative way to bring people together in a space that’s uniquely yours, surrounded by the beauty of the outdoors. Whether it’s a wedding, milestone celebration, or corporate gathering, a tented setup offers the flexibility to design an environment that matches your vision. From layout to lighting, each choice shapes the atmosphere and experience for you and your guests. Total Events is here to walk you through every step of the planning process, ensuring your event is flawless and unforgettable.
Here’s a look at some of the essentials to consider for your tented event and how Total Events can help you make it happen!
Photo: Collins Nai
Budget
Setting a budget that includes every aspect of your wedding day is key to making your vision a reality. Here are some pointers to keep in mind:
Set a Realistic Budget: Include all potential costs- such as tent rental, flooring, lighting, heating or cooling, tables, chairs, and linens. While tented events are stunning and offer unmatched customization, it's important to note that they can sometimes be a more expensive alternative to traditional venues. When hosting a tented event, you're essentially building a venue from the ground up, giving you complete creative freedom but requiring thoughtful allocation of resources.
Account for Hidden Costs: Don’t forget extra charges for delivery, setup, teardown, permits, and insurance.
Contingency Fund: Allocate 10-15% of the budget for unforeseen expenses or last-minute additions. At Total Events, we help you through each choice, but having a cushion for last-minute add-ons is always wise.
Still trying to figure out where to start? Check out our wish list to see pricing options here.
Tent Type & Size
Choosing the right tent size and type ensures your event is both comfortable and stylish.
Select the Tent Style: Options include frame tents (free-standing), pole tents (with center poles), or clear-top tents (showcasing the sky and surroundings).
Ensure the Right Size: The tent size depends on guest count and event activities, such as space for a ceremony, dinner, or dancing and additional areas for catering and entertainment.
Consider Tent Features: Ventilation, sidewalls, flooring, lighting, and heating are all customizable options to match your needs.
Not sure what tent size you need? Explore our tent size guide here.
Venue Restrictions
Photo: Elario Photography
Before settling on a venue, consider any restrictions that may impact your plans:
Permits: Many outdoor venues require permits for tents, structures, or large gatherings, so address this well in advance.
Venue Limitations: Some locations have specific restrictions on noise, alcohol, or end times.
Utilities: Confirm access to electricity, water, and restrooms, or plan to rent necessary amenities like generators and portable restrooms.
Space and Accessibility: Ensure enough space to accommodate your tent setup and guest needs without sacrificing accessibility.
Need help navigating venue restrictions? Schedule a site inspection with us here.
Weather Plan
Photo: Hitlin Photography
Weather can be unpredictable, but a well-thought-out backup plan will give you peace of mind:
Prepare for Rain or Temperature Changes: While tents provide coverage, having sidewalls or additional heaters and fans on standby ensures comfort regardless of the forecast.
Consider the Season: If your wedding is during a particularly hot, cold, or rainy season, plan for appropriate heating, cooling, or ventilation.
Rain Protection: Sidewalls and proper drainage options can help manage rainwater and ensure no unwanted puddles.
Wind Preparation: High winds may require extra anchors to secure the tent for added safety.
For more information on tent accessories for your weather needs, browse our options here.
Floor Plan
Photo: Eric Jon Photography
Thoughtful layout planning will enhance both functionality and comfort for guests:
Create a Layout: Early on, map out the arrangement of tables, chairs, dance floors, and other special features.
Guest Comfort: Plan for enough space for guests to move freely, with dedicated areas for the bridal party, entertainment, and vendors.
Accessibility: Ensure there’s room for wheelchair access and special needs accommodations.
Lighting and Electrical Needs: Strategically place lighting and sound systems to optimize ambiance and function without blocking walkways.
Hiring the Right Team
Photo: Kindred Photography
An experienced team can make all the difference for a smooth, enjoyable event:
Work with Seasoned Professionals: Choose vendors specializing in outdoor and tented weddings, from caterers to event planners and equipment suppliers.
Event Planner Coordination: An experienced event planner can help streamline logistics and manage the details so that you can focus on enjoying your big day.
Vendor Collaboration: Ensure your vendors understand the outdoor setting and work together for a seamless setup.
Looking for the perfect vendor team? Check out some of our local favorites here.
Photo: Kindred Photography