The Truth about Planning a Tented Wedding
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There are not many ways to make a wedding feel more personal than to literally build your own venue. That’s where tents come in. We adore weddings in tents because they are so versatile and allow us to create a memory for our couples that is special and exclusive. That being said there’s a lot to consider before deciding to move forward with a tented wedding.
What is a Tented Wedding?
A tented wedding is an event where the structure is built from the ground up. Think glamorous sail cloth structures exuding quiet luxury, and natural elegance or a chic clear top tent accentuating the starry night sky. We’re not talking about pitching a tent like when you go camping (as much fun as camping may be).
There are many reasons couples may choose to hold their event in a tent. Couples may want a world class backdrop that otherwise wouldn’t have a venue to hold their guests like a cliffside overlooking the ocean. They may also want to use their family estate or farm to make it truly personal. Or maybe they can’t find a venue that really speaks to their style. We also recommend tents to our couples as an insurance policy when inclement weather could possibly affect their outdoor wedding.
Misconceptions of Tented Weddings
The two misconceptions of planning a tented wedding I hear most often are that it will be cheaper and easier. The truth is a tented wedding will almost always be more expensive than choosing a traditional venue, and they also tend to be more logistically sophisticated.
Remember you will need to factor in more than just the tent. It’s a “raw” venue, meaning you’ll have to bring in everything including the flooring, power, lighting, bathrooms, all of the rentals, equipment, a catering tent and space for other vendors as well.
All of these necessary rentals increase the cost and create moving parts as you are building an entire venue for one event. That brings me to my first tip.
1. Start with a Budget
Always start with a budget. With all of the additional costs it’s important to plan ahead and make sure you account for all of the logistics so your wedding doesn’t become a money pit. Ask a lot of questions to make sure you incorporate all of the necessary elements. A wedding planner would be a great resource to make sure you think of everything and that all the bases are covered.
2. Scout the Right Location + Know the Rules
Tents can be constructed almost anywhere, making the world your oyster when it comes to venue selection. Really take the time to get inspired and consider what vibe you are going for because the venue will really make a statement. A tented wedding might be your opportunity to get a one-of-a-kind rooftop event overlooking the cityscape, or a stunning view of the snow capped mountains from a sprawling valley. Or it might be most “you” to erect the tent in the backyard of your family estate.
Before signing on the dotted line to secure the location though, make sure you really understand the rules. Seems obvious but confirm that they allow tents. Can you stake into the ground? Are there noise ordinances to consider? Can you set up the tent early? A wedding planner will be able to help you ask the right questions from the start.
3. Choose the Structure
When it comes to choosing the right tent structure it’s important to first really understand what look and feel you are trying to achieve. That will guide the style of tent you choose. In general terms, you have a choice between pole tents and frame tents. Some are made with sailcloths and others are made with transparent canopies.
Outside of style, the size of your event, available space and the duration it will need to be set up, may influence your decision.
Tents can be built to accommodate any size event, which is a great perk. Sizing appropriately is important though to make sure you have space for everything you want. For an event that is dinner only, not including a dance floor, I usually recommend calculating 20 square feet per person. When you add in the dance floor, bar, lounge space etc. the amount of space necessary would increase. An event planner will be able to help you determine how much space you need and what kind of tent to rent.
My number one tip regarding the structure is to rent it early.
4. Planning the Guest Experience
A tented wedding can be an event so spectacular that your guests will talk about it for years, but you don’t want them to be talking about it for the wrong reasons. That’s why it’s so important to think through the guest experience. You want to make sure they are warm, dry and stable. Remember you’re celebrating your marriage, not camping, so heaters, walls and flooring are a must to keep your guests comfortable.
5. Curate your Design Plan + Source Rentals
This is the sexy, fun part of the planning process for events, especially when they are tented. This is also where Eastman Events shines. We lead the creative direction starting with a comprehensive mood board that lays out the direction for the florals, tables, chairs, full table design including linens, china, and glassware. The mood board also includes direction for the stationery, lighting, installations, lounge spaces, and any other elements that you discuss with us. We attend and lead all of the meetings and discussions with the associated vendors and coordinate every detail to make sure every layer has a cohesive look and feel.
As part of your design you will need to have lighting installed. Lighting will set the mood and can be used as a transition point for various parts of your event. You can order par lights, chandeliers, edison lights, mini string lights, colored lights, lanterns, or some combination. Make sure you order the dimmer switch so your planner can adjust the lighting throughout the event.
6. Rent the Unsexy Elements Too
Tented weddings can be stunning events that can be customized to be truly unique, but it’s important to consider the things that are a little less sexy than the dramatic floral installations.
Keep in mind you might actually need more than one tent. Check with all of your vendors to see what they will need. Example: it’s very common for a caterer to require a catering tent and the band will need a certain amount of dedicated power and outlets..
The lighting, sounds and heaters need to be powered somehow, so you’ll likely need a generator. They can be big and even loud sometimes, so you’ll need to consider the best place to put it in relation to the event tent.
Tents will need to be staked into the ground and the power will lead to power cords, and those things lead to tripping hazards so remember to consider safety. Find a way to cover them so they are not only safe, but also not an eyesore.
Since you built this structure from scratch remember you will also need to have a place for your guests to use the bathroom and freshen up. There are some increasingly nice options these days, that definitely won’t feel like a port-a-potty.
You’ll also want to consider waste management. Who will be responsible for taking out the trash at the end of the day? Is there a place on site equipped to handle the amount of trash produced by events? A residential trash can won’t be enough and you wouldn’t want to have critters getting into it before a service can be there to pick it up, so you’ll want it to be taken care of immediately following the event. This is often an extra service you will need to add on with one of your vendors. Oftentimes we will add this onto the contract with the caterer to handle this at the end of the night.
Tips for Planning a Tented Wedding
Permits and a fire inspection are often required before your event to make sure the structure is safe for your guests. Check your local requirements and allow plenty of time to take care of these things.
Carefully think through the logistics. The best locations for a tented wedding often involve challenges like building a venue in a location with no electricity, platforms or plumbing.
Have a plan in case of inclement weather and book early.
Involve your wedding planner. For an event of this caliber, we highly recommend starting the process by finding a wedding planner with the knowledge and experience to make sure the experience is seamless.
Eastman Events loves giving our couples a memory that they will never forget, a wedding that will be so uniquely designed for them. As a planner, we truly love tented weddings and would love to help you plan yours. Connect with us to learn more about planning your tented wedding in New Jersey and throughout the Northeast.