A tent makes it possible to have a wedding nearly anywhere. It also acts as a contingency plan when bad weather such as rain or excessive heat decides to make an appearance on the big day.

Even if a wedding couple only needs a tent as their backup plan, the wedding planner will need to determine size, layout, and logistics prior to the wedding week. It is important to have a well thought out contingency plan, as you wouldn’t want “plan B” to feel like second best. 

6 Things to Know About Planning Tent Weddings

1) Tent Size & Style

Tents for weddings come in a variety of sizes and styles. Frame tents are the most weather resistant and can be set up on almost any surface. Pole tents and tension tents have poles in the center area(s) and typically have restrictions on the type of surface they can be used on. The styles of tents available are endless. Check with your local event rental companies to see what is available in your area.

Determining the size of the tent depends on a variety of details such as guest count, type of seating, dance floor, staging, and more. This tent size calculator gives an estimate on the size of tent needed for your client’s wedding or event.

2) Permits

Depending on the tent size and where the tent will be installed, you may need a permit from the city or county. Many cities require tent permits and will verify that the tent installation follows fire code regulations. The tent rental company can give guidance on permits. Many tent rental companies will apply for the permit, which is the preferred situation since they do this all the time and are responsible for the setup of the tent.

3) Site Survey and Final Walk-Through

As the wedding planner, schedule time for a site survey at the tent location site to meet with a tent rental company, the venue or property manager where the tent will be installed, and your clients (if they wish to be involved).

Ideally, you will have the site survey at the beginning of the planning process to determine the basics such as the feasibility of using a tent, stability of the ground, and measurements of the location for a tent.

The site survey is a good time to ask about available power, clean water sources, guest parking areas, and electrical outlets. It is important to evaluate whether there are any potential hazards such as sprinkler systems, septic systems, or wells near the tent location.

You will have a final walk-through meeting for the wedding 1-2 months before the event to finalize the logistics and details so that a final diagram can be created that shows the tent layout. You will also finalize the tent set up and tear down dates and times and the timeline of events for the day of the wedding at this meeting.

4) Heat and Air Conditioning

Tent heaters and heat lamps can be rented to keep the guests comfortable if it is a chilly day. If you rent heaters for a tent, confirm whether they run on propane or electric, then confirm what is available from the venue or property.

If you want to keep guests cool during the summer months, tent air conditioning, misters, and tent fans can be rented. If you are renting heating or AC, rent sidewalls for the tent to keep the heat or cold inside.

Remember that tents are not permanent structures and can become a safety hazard in high winds. Do not have guests remain inside a tent during a windstorm, tornado, blizzard, or hurricane. 

5) Décor and Extras

As we all know, the décor options are unlimited for weddings, especially when you start with a blank slate such as a tent. Here are a few of the most popular “must-haves” and “extras” to consider when planning a tent wedding.

• Tables and Chairs – For most tent weddings, the wedding planner will manage the rental order for tables, chairs, linens, china, flatware, and glassware.

• Tent liners – These are long pieces of fabric draping that cover the ceiling and/or walls of the tent. 

• Flooring– There is a wide price range depending on the type of flooring desired. The most common types of tent flooring styles are wood floors, wood floors with carpet on top, and portable flooring. If the land slopes significantly where the tent will be located, the cost for flooring will go up significantly due to the amount of extra labor involved.

• Lighting – The lighting options for weddings are endless! Uplighting, chandeliers, bistro lights, lanterns, twinkle lights, stage lighting, and many more varieties of lighting are available.

• Dance floor – Most couples will want a dance floor if they have their wedding reception in a tent. To determine the size of the dance floor needed, consider the industry standard, which is to rent a dance floor large enough for 33% of the expected attendees.

• Stage – Depending on the musical entertainment for the wedding, many tent weddings will require renting a stage if there is a band. The entertainment company will be able to give their requirements for size and type of stage.

To make sure the day runs as smoothly as possible for a tent wedding, consider the other rental items such as portable restrooms, garbage cans, separate tents for the band and catering staff, dumpsters, and generators.

6) Wedding Insurance

With any wedding, you want your clients to be protected in case the inevitable happens. With wedding liability and cancellation insurance, you are setting your couples up for success by protecting them from losing their entire wedding investment should something unexpected happen during their wedding such as extreme weather, injury, property damage, a no-show vendor, stolen gifts, or a damaged gown. Imagine the shock at receiving a large bill for tent damage after a wedding. This is easily preventable with a low-cost event insurance policy.

Markel Event Insurance offers event liability insurance to hosts and honorees, protecting from incidents such as damage to a tent, property damage, or injury to a guest. Up to $2 million in event liability insurance can be purchased by your client from Markel Event Insurance any time at least 1 day before the event. Policies start as low as $75.  Event cancellation insurance is also available from Markel Event Insurance.

By requiring your clients to have event insurance, it will not only protect your clients, but it can also protect you, the wedding planner, by potentially decreasing your own business liability risk for accidents due to negligence of the event host or honoree. Markel Event Insurance is an easy and affordable solution for your clients – a free event insurance quote takes only a few minutes online or on the phone. 

Get more information now on the Markel Insurance website for event planners.