Tent Size

The first step in having an outdoor wedding is figuring out the right tent size for your reception and/or ceremony. You will be able to figure this out by having at least an estimated guest count, dining style arrangement (such as seated or buffet), whether you need a dance floor and/or a stage for a live band, and if you have any additional space requirements (buffet tables, lounge area, DJ booth, etc.). One large reception tent to hold dinner and dancing is a classic arrangement; however, some couples choose to take things up a notch and have several different tents and arrangements for creating different atmospheres and destinations. We are always happy to help with providing professional advice and a floor plan layout. See our tents and contact us today!

Lighting

The way you arrange lighting will play a large factor in the overall ambiance of your wedding and of course the visibility under the tent at night. See our lighting. For higher-budget weddings, it’s not uncommon for a couple to bring in a specialized lighting or décor company to create a truly customized scheme in our tents. Many couples will have different chandelier styles installed as well as uplighting and stage lighting in alternating colors to really set the tone for the dance floor.

Flooring

Having a dance floor under your tent plays a key role in the success of entertaining guests for the evening…and possibly early hours of the following day. We believe that a minimum of 4.5 sqft of dance space is necessary in figuring out an accurate size dance floor. General practice when choosing a dance floor size is to also assume that 33%-50% of your guests will be groovin’ at any given time. However, some wedding crowds may be more involved in lounging and having lively conversation with family and friends over dancing. Always be sure to consider the consistency and grading of the surface where you plan to place a dance floor. More common than not, you will need some sort of sub-flooring to level the dance floor and reduce the chances of tripping hazards. See our dance floors. For higher-budget weddings, there is always the option of hiring a specialized flooring company to provide a fully floored tent. It’s the ultimate in luxury for an outdoor wedding and ensures comfort under foot for everyone in attendance.

Cost

The main advantage of a tent wedding is the personalization factor because you have a lot more freedom with the aesthetics. With that creative freedom to make a venue from scratch also comes the consideration for budget because as you continue to add features the budget will need to match. Our team is here to help you so whatever the budget is, we will make sure your wedding is efficient and elegantly arranged. Please keep in mind that although there may be more affordable providers out there, we ensure that any wedding tent we install along with additional equipment is of the highest standard. Contact us today!

Depositing

The early bird gets the worm! Same goes for couples who reach out early to reserve their wedding equipment. Planning in advance for popular wedding months is a must so you will want to keep this in mind when planning for that special day and the equipment that will be needed. Many rental companies will find themselves completely booked for weeks if not months out for their wedding seasons based on geographic region. This is why it is important to secure your tent and other equipment with a deposit toward your desired estimate sooner than later. See our FAQ page regarding commonly asked questions about deposits and payment methods.

Rain

We always hope for clear skies, rainbows, and butterflies on your special day, but mother nature isn’t always as understanding so contingency plans are always highly recommended in case of a gloomy forecast. Yes, our tents will ensure your guests stay dry and comfortable in case of poor weather, but our tents will also keep your guests more comfortable in a shaded tent than completely exposed to direct sunlight as well. These are important considerations to have when determining the location to host an outdoor wedding and its exposure to natural elements. See our tents and our tent accessories page for sidewalls.

Comfort

Depending on the time of year and where you are located you will want to consider what the weather will be like and your surroundings. For warm weather, you will want to have some sort of cooling system and at a minimum circulation of airflow from rental fans. In colder weather, you will want a heating system and sidewalls to trap the heat so that all guests stay comfortable. There are different types of sidewalls you will want to consider having based on your surroundings. Sides are not originally part of any tent and are instead an added feature that can be setup for an additional cost. For privacy, you will want solid sidewalls and for enclosing a tent, while still allowing outdoor visibility you will want clear or windowed Sidewalls. See our climate control and sidewall options.

Catering

The best practice for having successful catering during your wedding is to consult your caterer and serving staff on all tent plans so that they are in the know. Most times they will be very familiar with tented events and can even help provide suggestions as to ideal arrangements for catering areas and bartending. If an indoor catering setting isn’t possible, then you will need a dedicated catering tent near the main reception tent. Joining the two tents with a covered walkway is always a safe idea. For the Chicagoland area, we highly recommend going with Bonheur White Glove Serving Staff for all bartending and food server needs.

Logistics

Once you’ve chosen your tents, lighting, and flooring, you’ll need to decide on styles and quantities for tables, chairs, linens, décor, etc. based on arrangement. When your wedding date approaches, you will want to carefully plan out the setup/breakdown schedules of your various vendors. We highly recommend that your tent be setup with ample time before other vendor’s arrival times/dates. We also highly recommend that all vendors are scheduled to remove all equipment and décor prior to your tent provider arriving to breakdown the tent. Depending on your venue, you will also need to work with potential venue staff on timing windows for setup/breakdown depending on how many events they’re hosting on the previous and following weekend/weekdays. If you have any questions regarding the logistics of party rentals, please feel free to contact us.

Town Codes

Every municipality in the Chicagoland area has different practices regarding U.S. fire codes for temporary structures and required equipment (permits, exit signs, mounted fire extinguishers, cement block ballasting, specific heating sources, etc). Depending on the venue, the staff is usually very familiar with rules and permits and will handle that for you. If you are hosting an outdoor wedding on private property, then you will need to consider the towns U.S. fire code practices and fill out the appropriate permit applications. We can handle the required permitting and U.S. Fire Marshal required equipment for an additional cost. See our FAQ page for further details regarding town codes.

Event Planners

Hiring an event planner can seem like an unnecessary expense that a couple could otherwise handle on their own. This may be true, but depending on the wedding budget, logistics, and available time allocated to planning this special day it may not be a bad idea to let a professional take the reins. Having an experienced planner can alleviate a lot of headaches with wedding planning. Some benefits that come with event planners are their vendor connections/recommendations, negotiating abilities in the industry, scheduling abilities, contingency measures from past nightmares, all logistical preparations, and much more. For the Chicagoland area, we highly recommend going with Estera Events for all wedding planning and styling needs.

Power

Almost every vendor who makes an outdoor event happen requires power. The tent lights, climate controlled equipment, catering equipment, portable bathrooms, and the band or DJ are the principal power users, and keep in mind that a couple extension cords and the available outlets in your garage might not suffice. Be prepared for each vendor’s power usage and ask how many dedicated circuits they require. As a general rule, for a private residence, it’s smart to have an electrician install a special panel for the wedding’s power use (it can be removed afterwards). Or, if the tents are placed in a field or lawn away from a power source, a generator will be required. You will want to separate the generator far enough from event to reduce noise so consider additional extension cords to accommodate. Please contact us with any questions you may have.

Creativity

Arranging a variety of tents on one property for different uses is a creative way to entertain guests through the stages of a wedding day. Inventive tent uses include: a cigar-rolling and whiskey tasting station; lounge area with comfy furniture, high-top tables, and moody lighting; dessert station with espresso bar; and a kids’ tents with snacks, crafts, and games. For some inspiration, see our galleries page for a few recent jobs we’ve worked on.

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