EZ Tent Rentals Top-10 Tips for Outstanding Outdoor Events
Hosting an outdoor event is always a fun and unique way to celebrate a special occasion while connecting guests to the outside world and it works for all sorts of affairs. Birthday parties, bar mitzvahs, graduation parties, quinceañeras, corporate outings, reunions, retirement parties, baptisms, weddings and much more! Now, more than ever we are seeing more occasions being celebrated outdoors because of COVID restrictions and concerns so it is more imperative than ever to properly plan these events. Unfortunately, it takes more than just a phone call to pull off a successful outdoor event. Here, in the Chicagoland area, we at EZ Tent Rentals are always around to make things “EZ” for you so take a look below at our top-10 tips to reduce those party-time stressors and maximize your outdoor party’s excitement. Contact us today with any questions you may have!
Tip #1 — Mother Nature has a Mean Curveball
Inclement weather does not just mean rain. Problematic weather can also be the blazing hot sun, a powerful afternoon breeze, or a notorious Chicago cold front. So, you should always consider a tent for an outdoor event regardless of what the forecast shows. The worst thing that happens is it’s a perfect day out and all your guests are very comfortable under an elegantly shaded area. You should always consider adding climate controlled equipment (depending on season) to the estimate so that you’re not in a frantic last minute looking for tent fans or sidewalls and a tent heater.
Tip #2 — Devastation Comes with Procrastination
The demand for tents is higher than ever before thanks to our annoying friend COVID so you’ll want to plan weeks if not months ahead depending on the event and guest count. Knowing the right tent size is imperative so having a good idea on guest count is a must as well as any other special arrangements you are considering under the tent (dining, buffet, dance floor, DJ booth etc.) If you wait until the last minute on a busy weekend, then you’ll likely find yourself scrambling to find an available tent with premium pricing. See our FAQ page for help with figuring out tent sizing.
Tip #3 — Tent Placement Is Key
Once you’ve figured out tent sizing based on arrangements and approximate guest count you will want to find and confirm an exact placement for an ideal tent site. Level ground is very important for guests’ comfort, but also for table and chair functionality as well as any sort of flooring installation. We can help address potential issues, such as a tight fit, tenting over small shrubs or trees, power access, delivery access, and many other factors. See our FAQ page for help about ideal tent placement.
Tip #4 — Be a Cheap-o and Pay the Price-o
In this industry, the best deal often means the biggest price you pay for saving a few dollars. Customer service and equipment quality are everything in our line of work so be sure to look for that and read customer reviews of potential vendors before committing. See what our customers are saying about our services throughout the Chicagoland area.
Tip #5 — Lovely Logistics
Hosting a party in your own backyard has many perks, but there can also be some unforeseen issues. Outdoor restrooms are a practical way to avoid unwanted traffic in your home and pressure on plumbing. Parking considerations depending on guest count and availability on streets or parking lots. You will want to coordinate with your vendor/s in advance about power needs regarding things like music equipment, catering equipment, lighting, fans/heaters, etc. Sometimes you will find that a generator will be needed or even an electrical panel temporarily installed from an electrician. Contact us with questions you may have.
Tip #6 — Oh You Fancy Huh?
If it makes sense and you have the budget, we highly recommend hiring professionals to coordinate and manage your event. This means hiring an event planner who will take care of all logistics for you before and during the event. If you are comfortable managing the logistics before the event, you can always consider hiring a catering/bartending service during the event. Letting the professionals take over once the festivities have kicked off will allow you to relax and have a few drinks (if that’s your thing). Now you’ve taken your event to the next level of elegant and cool! For the Chicagoland area, we highly recommend going with Bonheur White Glove Serving Staff for all bartending and food server needs.
Tip #7 — Free your Creative
Pick a cohesive theme for your event, whether it be Hawaiian for an anniversary celebration or Peppa Pig for your 3-year old’s birthday party. Tie every aspect together, from the invitations to the linens to the wardrobe to the food and even add a custom #hashtag. Your guests will love and appreciate the creativity and it will make the ambiance of a party so much more fun and celebratory. See some of our recent work for inspiration.
Tip #8 — Party Favors-ish
With having an outdoor event you will want to consider your geographic location so if it’s a scorcher out then have some sunscreen bottles accessible along with cold water bottles. If there’s bugs/mosquitos, then consider having a mosquito service treat the area prior to a tent being installed or simply provide a few bottles of bug spray to keep your guest comfortable. Having a goodies bag is always a plus for guests when they depart as well. Taking the extra steps to do small gestures like this will keep everyone feeling comfortable and right at home.
Tip #9 — Be Extra
If the budget allows, hire a professional photographer. This is a great addition to a party and will alleviate your need to capture the special event taking place and it will take the quality of photos to the next level. No one wants to look back at their iPhone later that night only to be disappointed with blurred images and fingers blocking the lenses. Just imagine being at your own party and not having to worry about documenting every single moment. You put a lot of effort in to making the event happen so treat yourself to some high-resolution photography of your hard work.
Tip #10 — Be Outdoorsy-ish
Since your party is outside you should take full advantage of the real estate provided and have lounging areas outside of the tent as well as other entertainment. This could be some lawn furniture arranged in a circle, a children’s play area with toys, and a cornhole setup for some fun competition. The more guests interact with the natural setting, the more fun and memorable the day will be!
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