Always Have a Plan B! – Reserve the Right Tent!

Inevitably, when we sit down to plan an early June outdoor event with a couple , we always advise our clients that in Northern California it can and probably will rain or there will be a threat of rain on the day or week of your event. So why risk your investment by taking an unnecessary chance? Why put yourselves through the heartache and stress? What this means is that it is imperative that a Plan B must be in place. This usually means that in order to preserve the essence of your outdoor event a wedding or special event tent must be placed on reserve from a local vendor specializing in tent rentals.

The first step in this process is to find the right vendor, check references and ask for recommendations. This is where a reputable wedding consultant can assist in the process or check with the local wedding trade organization in Northern California, AFWPI for a good recommendation. Be sure the location allows for tent erection and investigate permitting regulations. Once you have located the vendor of your choice be sure you and the vendor conduct a site inspection together. The tent consultant should review the location where the tent will be erected to determine the correct size needed based on your guest count and other capacity requirements needed to host your event like music and food needs. Be sure to address timing issues so all vendors on the day of installation are scheduled correctly to ensure there are no conflicts.

Many clients ask about which tent to choose. Basically there are three types or styles of tents available.

1. Frame Tents: Freestanding frame tents (as seen in this picture) have a cloth-covered aluminum skeleton and have no interior poles and tend to not be as tall as other types of tents. They have a metal network of pipes in the ceiling that you may want to cover with fabric. They can be anchored with minimum staking so it makes them easier to put into tight spaces or onto hard surfaces. They are however more labor intensive to install at times in comparison to the other types of tents.

2. Pole Tents: Tents with high, horizontal ceilings that slope downward at the sides and usually require more open areas. They have interior beams that take up room and can block views. This type of tent will also need about eight feet of clearance on all sides for ropes and stakes.

3. Tension Tents: Similar to a pole tent but it is sturdier and has fewer poles so it is less crowded inside and it usually has a more dramatic roof, much like a big-top at a circus. Again, side clearance is needed for staking.

The style you choose will depend on your location requirements, your needs, and your budget. Pricing for these tents can range $3,000.00 – $12,000 and up for a reception guest count of approximately 150.

Lastly, remember with any outdoor event, plan for the added touches like generators for lighting, outdoor restroom facilities if needed, portable heaters or coolers depending on weather, and transportation if your location does not have adequate parking or access. The point of all of this “Plan B” planning is to provide for the comfort of your guests as you don’t want them leaving your party early!