Wedding Tent Guide

October 17, 2021 (0) Comments

If you want an off-site wedding, listen up! Most venues or combinations of venues that are classified as “off-site” will require a tent. 

Thanks to social media, tented weddings have become increasingly popular in the last few years – it definitely gives a cozy feeling with lots of ambiances. I love weddings because of how much creativity you can really put in them. 

Building a tent isn’t as simple as pitching your camping tent. You’ll need to be attentive to the details and stay organized because there are a lot of moving parts. 

Contrary to common belief, a tented wedding is actually more expensive than an on-site wedding. I know, I thought it would be cheaper but it’s not! (*insert thumbs down*) Keep in mind, even if your wedding is small, you could still need an additional tent for catering purposes.

Weigh your options and see which style best fits your needs and wants. And before you start calling up vendors, familiarize yourself with the process of having a tented wedding. 

Tent Glossary 

Although there’s not a lot of variety when it comes to tents, there are three main types. Each tent gives a unique feel and has a different price range. It will be important to know the different styles before you start planning your wedding.

Frame Tent: 

Allowing an unobstructed view of the bride and groom, the center is free of poles and structured by the frame. The frame tent is definitely the most expensive type. If the venue is small, this tent is ideal because it can fit into tight spaces. Compared to others, this looks like less of a tent and more like a small building. If there is a chance of rain on your wedding day (knock on wood), the frame tent will definitely protect you and your guests from getting wet. 

Pole Tent:

This is one of the most common tents for weddings. Center poles support the tent inside and on the outside, there are poles to hold up the sides. Because of these outside poles, it requires more space. If you don’t like the look of the poles, talk to your florist to see if there’s anything they can do to disguise them. 

Side Note: if you’ve seen the tents that look like castles or something they’d use in medieval times, they are called century tents. 

Canopy: 

This simple canvas top is supported by four poles. You most likely have seen these at a large family reunion or a cookout. Generally speaking, they’re used to protect guests and food from mild weather. But if it’s going to rain, I’d highly suggest looking at other options or have a backup plan. And if needed, you can rent several canopies and put them together. 

Rental Cost

Okay, at this point, I hope you have an idea of what kind of wedding tent you’re interested in. And now you’re wondering, “how much is it to rent a wedding tent?” 

For a simple canopy, prices start at around $500. However, the frame tents can go up to $25,000. I told you – tents are not all that cheap in the grand scheme of things. When you get a proposal from a company, make sure the following are included: 

• Labor ( people X hour)
• Delivery fee 
• Permits
• Breakdown time 
• Tent accessories 

On top of the rental cost, you’ll have to think about decoration, lighting, bathroom set up, table set up, chairs, dance floor, and more. But don’t panic – ask your catering manager or on-site wedding planner to help you with this! Teamwork makes the dream work. 

Tent Size for Wedding

Now the famous question, “what size tent do I need for my wedding?” Math time! 

• Ceremony: # of guests X 9 sq ft 
• Cocktail Party: # of guests X 12 sq ft 
• Seated Dinner: # of guests X 18 sq ft
• Buffet Dinner: # of guests X 20 sq ft 

To give an example, for 100 seated guests, you’ll need a 30×60 tent. And for a 200 buffet dinner reception, your tent will need to be approximately 60×70. 

So for each person, estimate 15-20 square feet. But here’s the trick: you have to figure out the space for the band, wedding cake, dance floor, any special stations, etc. If you’re doing a buffet-style dinner, talk to the catering manager for extra information. 

Don’t Forget About the Others 

As you can tell, a tented wedding takes a lot of thorough planning. Because you’ll need a tent that fits everything and everyone, getting the RSVP as soon as you can is important! You’ll want a confirmed number so that you can figure out how big your tent has to be. 

Since your wedding will be outdoors, think about whether or not you want a firm ground. Meaning, do you want subfloors like plywood or vinyl constructed underneath the tent? Having a subfloor creates a smooth firm ground, which all the ladies in heels will appreciate. You can also cover the ground with carpeting or turf. 

On top of that, what kind of dance floor would you like? I’ve seen people use different types of flooring as their dance floor. The most expensive yet stunning dance floors are the illuminated floors. 

Also, is transportation needed? You and your partner might not need transportation but think about your out-of-town guests. If there are multiple people who are from out of town and staying at a hotel, it’s courteous to provide them with transportation to your venue. Maybe look into limo or shuttle services to transport everyone from the hotel to the venue. 

Next up, bathrooms… I know, it’s the least sexy thing to think about while planning for your wedding. But it’s important, especially if people are drinking. You know how tiny women’s bladders are. If the venue doesn’t have a bathroom, you will need to rent portable restrooms. These are available through many party rental companies so browse around locally. As for how many, figure one stall per every fifty guests. 

Last but not least, think about lighting and temperature. Since you are outside, you’ll need to think about how you want to lighten up your tent for pictures and if you’ll need heat or AC. Lights from the ceiling are usually the go tos for many brides but you’ll want to consult with a professional. Depending on what season your wedding takes place in, it’s a good idea to implement heat or AC.

As you can see, there are a million things to plan for your wedding! It’s a special day and I hope it goes perfectly. Tented weddings are so elegant, romantic and beautiful so don’t be frightened of them. Some of the best wedding pictures I’ve seen on social media are from tented weddings!