top tips for tented receptions
Who doesn’t love the beauty of a tented celebration, but do you know all that goes into creating these one-of-a-kind structures? There are so many logistical pieces that go into building your tented wedding from the ground up - literally - and being aware of the complexities allows you to easefully move through the process.
Here are some of the most foundational tips to ensure a smooth tent build:
survey the ground.
You’ve decided a tented reception is best for your style celebration and you’ve found the perfect spot. Our first tip is to survey the WHOLE ground where the tent will be laid along with any spots where guests may be moving through. Make sure the ground is not only level but also check for any major holes that a guest could trip and hurt themselves on. Don’t forget to look up as well for tree branches or wires that might get hit once the structure is lifted - the last thing you need is a tree branch through the top of the tent. Lastly, know where there may be any water or gas lines that need to be avoided. Most tents are secured by staking them into the ground and we always want to avoid these lines from getting hit.
Secondary tip as you are surveying the land is to double check with your city or town to see if there are any ordinances for building temporary structures where you want to put your tent. There may be a requirement to purchase a permit to put up any tent.
Pick the style and size of your tent.
There are primarily two styles for tents - frame or pole. Frame tents give you large open space to allow the maximum floorplan flexibility and the tops can be clear or solid vinyl depending on your preference. Pole tents are supported by the center poles, sometimes two depending on the size and a canvas or sailcloth cover the top.
The size you need will be determined by not only your guest count, but all the additional pieces will need inside. Questions to ask yourself are, what type of meal will you be serving - a plated dinner will need less space than a buffet or station dinner that will have additional tables. Also, how much space does your entertainment require - will you have a 10-piece band that needs a large stage, or will you have a DJ that will take up much less space.
Check venue and vendor requirements.
Before you can get into all the pretty elements, your groundwork must be set. This is SO important and if you skip this step, you may run into some costly issues down the line.
Be sure to understand what other requirements you may have before you build your tent space. Some venues and catering teams may require additional tent space for their team to work, not limited to a second tent all together to keep it private from your guests view. Since you are truly building a full venue, you will also need a power source for lights and entertainment - that may incur additional fees for generators and power boxes if there is not ample available where you are looking to place your tent. Will you have access to restrooms close by or do you need a restroom trailer brought in for the comfort of your guests? Although these aren’t the pretty questions, we really need these to be tackled in the beginning to ensure an easeful tent reception.
Time to fill your tent.
Once you've laid your groundwork, now you can start dreaming up and selecting all the pretty pieces to go inside your tented reception space. Lighting, drape and maybe flooring can be selected to create the experience you want for your guests. Decide where your entry point will be and from there create a layout that uses your entertainment and bar spaces as your anchor points and ensures enough space for your dining tables and any extras you may want to include like lounge furniture or photo booth. There are so many options when you are building your space from scratch, and this is the fun part to really make you tented wedding uniquely yours.
Weather backup, just in case.
As with any outdoor celebration, we always recommend having a weather backup plan that you are completely happy with. Although it may be a small cost savings area, never skip the precautionary tent walls. We are of the mind that it is best to have them, then to not when you need them. Know the season you are hosting within; will you want warm or cool air pumped in? Know the costs associated with this along with when you may have to make this decision by. You never want to compromise the guest experience, because even if the space is beautiful, they won’t enjoy their time fully if they are uncomfortable in any way.
Lastly, you should always have an indoor option or evacuation plan in case the weather turns very sour, and it is unsafe to be in the tent altogether. Hopefully this is never the case, but it is important to have the plan, just in case!
At Allison Event Design, we love the blank slate that a tented celebration can bring. It allows you to truly customize the space to make it your own. We know how much logistical work it takes to build your dream space and although these aren't the pretty parts of our job, we really do consider it one of the most important. Setting your foundation and making sure you understand all the factors at play for your tented wedding is paramount. For some tented reception inspiration, click here for a sneak peek into Lisle and Michael’s springtime sailcloth wedding.
