5 Tips for Planning a Tented Wedding
So, your client wants a tented wedding? That's fantastic! But you might be wondering, how can I make sure I'm fully prepared to pull this off? Don't worry—I've got you covered. Let's dive into my top 5 tips for planning a tented wedding that's sure to leave a lasting impression.
1. Understand the client’s budget for the tented wedding.
As a wedding planner, I’ve heard it before: "We want to save money so we're going to host the wedding in our backyard." No venue fee, no minimums, just the couple, their loved ones, and the great outdoors. But as any wedding planner who has planned a tented wedding will tell you, it's not quite that cut-and-dry.
Unless you're planning an ultra-intimate ceremony with 20 guests or fewer, the costs of a backyard wedding can quickly stack up. I'm not talking about a handful of extra candles or a few extra bouquets of flowers—I'm talking about the real, unavoidable costs that come with hosting a large event at home.
Sure, you're saving on venue costs. But now, you're looking at a whole host of other expenses that you may not have considered:
The tent
The accessories - tables, chairs, glassware, flatware, china
The logistics - flooring, lighting, power, and restrooms
The usual suspects - linens, floral arrangements, decor
In short, while the idea of a backyard wedding might seem like a fairy tale, the reality is often much more complex. It's crucial to keep these costs in mind when assisting your clients with their budget. As always, it's better to be over-prepared and under-budget than the other way around.
2. Determine if the location is feasible for a tent.
After you’ve had the budget discussion with your clients and have decided it is feasible to continue, you will want to do a site visit to understand the area, what is included on the grounds, and start mapping out where everything will go. Below are some questions to ask when doing your site visit so that you can work with your vendors to properly put together a quote for your clients.
Is the surface level?
Whether you are building on dirt, grass, or concrete, you want to make sure you find a level surface. Experienced tent companies can construct a tent on uneven ground, however, keep in mind it will add to your expenses.
If you are not planning on providing tent flooring, you will want to plan to bring extra shims to level out your tables. In addition, if you decide not to move forward with flooring, make sure you communicate this with your rental company so they can come prepared to level out larger rentals such as the dance floor or stage.
What is below the surface?
Work with property management or call your local 811 to figure out what is below the ground and to flag any and all electrical or water lines, pipes, irrigation systems, etc. so your tent team knows if they can stake into the ground or if they need water barrels to secure the tent in place.
Is the area near the parking and/or shuttle drop off area?
When figuring out the placement of the tent and entrance direction of the tent, it’s important to factor in where the guests will be arriving. Consider creating a distinct path or using decor to define the entrance.
Also, keep in mind things like distance from the designated parking area to the tent and the type of terrain guests will be walking on to get there. If guests will be expected to walk a long distance or on uneven ground, consider renting golf carts to help transport guests or setting up a valet area for guests to use.
3. Make a plan for the tent size and accessories.
Make sure to work closely with your tent company to figure out the appropriate size and type for your tent. Have them come do a site visit so they assess the area as well.
You will want to discuss: How many guests are you anticipating? Are your clients wanting a sit-down meal, stationed, or cocktail-style/heavy hors d'oeuvres reception? Band or DJ?
Don’t forget that the type of tent and the overall vibe of the space will affect the layout, too. Have your clients decide if they want things like sidewalls, draping, flooring, and heating/air.
4. Consider the logistics of a tented wedding.
With a tented wedding come a few crucial logistics pieces. Don’t forget to take these into account during the planning process.
Power and Water
Other areas some couples don’t think about when wanting to plan a tented wedding are power and water. If your location hosts a lot of outdoor events or has an adjacent building on the property, then you likely have all the power and water you need.
Check with the property and have them send you a breakdown of where the power sources are located and how much each one is. Think about all the power needed by your vendors (DJ/band, lighting, catering, tent (heating/air), restroom trailers, etc.) and where they will be placed in the tent. If all your power sources are located on one side of the tent, you will want to consider distributing that power to all sides so you are not running cords. This may require renting a generator in order to get the amount of power and dedicated outlets distributed throughout the tent and to each vendor.
Pro tip: Some commercial generators can be loud, so if possible ask for a Whisperwatt Special Event Generator!
If your event is not being held on a property that is adjacent to a building or an area equipped for events, you may also need to consider bringing in water tanks. Your caterer and any rented restrooms will need access to water, so be sure to communicate those needs with your vendors.
Restrooms
Assess if your property has ample restrooms for guests or if you need to bring in portable restroom trailers. The number of restrooms you will need also depends on your event length. For an average four to five hour reception with alcohol and food, you will likely want one stall for every 50 guests. Make sure you also have an ADA restroom for any guest who may need one.
5. Build in ample time for setup and tear down.
Remember, Rome wasn’t built in a day. Ask your vendor team how long they will need to install and breakdown. Depending on how big and detailed your tent layout and setup are, your install time may take up to a week. Or, it may only take a few hours, so make sure to work with your venue/property manager and rental company to figure out realistically how long it will take.
Put together a thorough timeline and send it out to your vendor team. Think through the order of how everything needs to come together. For example, first the tent will need to be installed, followed by lighting so they can maneuver around the tent, then rentals, then flowers and other day-of details.
Tented weddings are one-of-a-kind events that require a great deal of forethought and planning. When done right, your couple and their guests will be truly amazed. I hope these tips for planning a tented wedding help as you begin the journey!
This blog post is based on an article within The Planner’s Vault, my online education membership for wedding planners looking for the next level of success. It’s a proven fast-track for both new and established wedding planning businesses. Get on the waitlist to get access to the courses, templates, and amazing pro community.
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