Planning a tent wedding is an exciting way to combine the natural beauty of the outdoors with the elegance of a custom celebration. But let’s face it—it’s not as simple as popping up a tent and calling it a day. With so many details to think about, from the style and size of the tent to backup rain plans and the amenities your guests will need, the process can feel overwhelming. That’s where we come in! As experienced Wisconsin wedding planners, we’re here to guide you through every detail and connect you with the best local vendors, so you can enjoy a seamless, stress-free planning experience.
Tent Options & Sizes
Let’s start with the tent itself. The type of tent you choose sets the tone for your wedding and determines how much space you’ll have for dining, dancing, and mingling. Here are the most popular options:
- Pole Tents: These are a classic choice with high peaks and swooping lines supported by central poles. If you love a romantic, timeless look, this is a great option.
- Frame Tents: Need flexibility? Frame tents are supported by an aluminum structure, which means no center poles to work around. They’re perfect for creating a clean, open layout.
- Sailcloth Tents: If you’re dreaming of something ethereal, sailcloth tents are made from semi-transparent fabric that looks stunning during both day and night.
When determining size, think about your guest count and the activities you’re planning. As a general rule:
- For a cocktail-style reception, allow about 10 square feet per guest.
- For a seated dinner, 15 square feet per guest is ideal.
- For a full dinner and dance floor setup, plan for 20 square feet per guest to ensure enough room for dining tables, a dance floor, and any additional features like a band or lounge area.
Working with an experienced rental company can make all the difference. We highly recommend working with Event Essentials as they offer on-site consultations to ensure your tent fits perfectly within your venue’s space.
Rain Plan
Let’s talk about every outdoor couple’s biggest worry: the weather. Even if the forecast looks sunny, having a rain plan in place is non-negotiable. Here’s how to stay prepared:
- Flooring: Rain can quickly turn your venue into a muddy mess. Invest in flooring like interlocking tiles, hardwood, or even carpet to keep things clean and dry.
- Sidewalls: These protect against wind and rain while maintaining the look of your tent. Clear or windowed sidewalls are a popular choice because they keep the space light and airy.
- Covered Walkways: Don’t forget about transitions between spaces, like moving from the ceremony to the reception area. Covered walkways ensure your guests stay dry no matter the weather. At the very least, providing umbrellas is a great way to keep your guests dry and comfortable.
- Backup Ceremony Space: If your ceremony is planned in an uncovered setting, make sure to have a contigency plan in case of inclement weather. It’s so important to be proactive and have a plan B in place.
Having these measures in place not only protects your event but also gives you peace of mind so you can focus on enjoying your big day.
Logistics
Managing the logistics of a tent wedding can feel like a juggling act, but with some advance planning, you’ll have it all under control. Here’s what to consider:
- Site Access: The tent’s size and setup require enough space and accessibility for installation. Talk to your venue and tent vendor about any restrictions or obstacles.
- Permits: Depending on your location, you may need permits for the tent itself or any additional elements like heating.
- Power Supply: A generator is essential for lighting, sound, catering equipment, and climate control. Companies like United Rentals and Sunbelt Rentals can provide generator rentals tailored to your needs. Similarly, your tent provider may also provide generators for rent.
- Setup and Teardown Timeline: Make sure your venue allows ample time for both setup and breakdown. This might mean booking the site for an extra day or two.
Amenities
Keep your guests comfortable and happy with these must-have amenities:
- Restrooms: For remote or backyard weddings, luxury restroom trailers are a game-changer. Vendors like LRS offer stylish options complete with sinks, mirrors, and climate control.
- Climate Control: Whether it’s a chilly fall evening or a hot summer day, portable heaters and fans ensure a pleasant atmosphere.
- Lighting: The right lighting transforms your tent from functional to magical. Think chandeliers, string lights, and uplighting. David Charles Productions has an incredible selection of lighting rentals.
- Decor: Use the tent’s structure as a canvas for your vision. Hanging installations, draped fabrics, or statement floral pieces can elevate the space. We can help you come up with a custom design plan!
Budget
It’s no secret that tent weddings can be more expensive than traditional venues, but the flexibility and personalization are well worth it. Here are a few considerations to help you plan your budget:
- Tent Rental: Tent rental costs are influenced by several factors, including the tent’s size and style. Larger tents require more materials and labor, while intricate styles like sailcloth or custom designs often come with a higher price tag due to their unique aesthetic. Working with a professional rental company ensures you get a tent that fits your needs and aligns with your vision. Our favorites include Event Essentials, Canopies, and Blue Peak Tents.
- Add-Ons: Flooring, sidewalls, lighting, and climate control are additional costs that can quickly add up. Prioritize the features that matter most to you.
- Logistics and Labor: Don’t forget to account for expenses like permits, generator rentals, and crew labor for setup and teardown.
- Decor and Extras: This is where you can really make your tent feel special. Whether it’s upgraded chairs and luxury linens or floral installations and specialty furniture, allocate a portion of your budget for those finishing touches.
Working with a wedding planner can help you allocate your budget wisely while ensuring no detail is overlooked.
Planning a tent wedding might seem like a lot to take on, but it’s an opportunity to create something truly unique. With the right vendors, a thoughtful rain plan, and an eye for detail, your outdoor tent wedding will be an evening to remember. Looking for support? Reach out and let us help you bring your vision to life!
