The tent is one of the most crucial components in planning an outdoor event, which can have a lot of moving parts. It shields visitors from the weather and provides a place for eating, holding meetings, entertaining visitors, or delivering presentations.
However, selecting one based on size or appearance alone can end up causing practical issues at the event. Guest size, layout, location, weather, set-up, and activities under the covers should be taken into account. You can know these things beforehand and pick a tent that can serve the event and be comfortable for everybody to use.
Find the Right Amount of Space for Your Event
The first step is to determine the use of the tent. Different events can call for completely different layouts for a seated meal, trade show, wedding reception, and corporate gathering. List all the spaces required, such as tables, chairs, stages, catering stations, bar, registration areas, and equipment.
Don’t determine capacity by the number of guests. Make a basic floor plan before picking out a tent. This can assist in determining the amount of usable space that you have and where you will be adding and removing, as well as navigating through the event.
Choose the Right Size Tent
The right size isn’t just about having everyone fit under the roof. People should have room to maneuver around and not block pathways or other areas.
Consider table and seating placement. For a banquet-type reception, you’ll need more space than a standing-type reception due to the space needed for chairs and dining tables.
It’s also a good idea to have some room to maneuver. Having space allows for more guests or extra equipment if needed, and can eliminate last-minute changing of layouts.
Be Prepared for Weather
Always consider the weather when planning. The tent may be affected by sun, wind, rain, and temperature changes, as can the comfort of the guests.
When looking at the commercial event tents, inquire about sidewalls, anchoring, ventilation, and weather restrictions. Additional wind or rain protection may be required for specific events or locations.
Always prepare a plan B for when severe weather occurs. A tent will shelter you, but it will not remove all weather-related hazards. If conditions become unsuitable, follow the provider’s safety advice.
Consider the Location of the Event
Depending on the installation site, one or the other tent might be feasible. Consider the space available, ground surface, access, drainage, nearby buildings, trees, and overhead items before deciding.
Think about the ways delivery and installation crews will access the site. The condition of the ground is also important. Ensure that you have discussed with the tent provider which anchored points and site requirements you will need before committing to your choice.
Think About Guest Comfort
A good tent should be comfortable for the whole event. Guest experience can be affected by temperature control, airflow, lighting, flooring, and seating.
When it comes to warm events, think ventilation and airflow, not just closing or opening sidewalls. If it’s a chilly event, there might be a need for suitable heating options.
Lighting is another important consideration. At the end of the day, all entrances, walkways, dining areas, stages, and service points should be visible after dark while avoiding any distracting glare.
