How to Plan an Outdoor Event?

This article is part of a series of posts with further explanation on each of our frequently asked questions.

So you're planning an event, and you're thinking of holding it outdoors. You just don't know where to start. Here's a place to start.

  1. Choose a date. If you'd like to see the average weather for a given date, look here.
  2. Create a guest list. This will help you estimate the number of guests who will attend. On average about 80% of the people you invite will attend. Will they all be there at one time or will it be a drop-in?
  3. Choose a location. It can be your backyard, a park, a bed and breakfast, the home of a friend or family member, or another venue.
  4. Research vendors for tents, other rentalscatering, event planning and entertainment.
  5. Expect the best weather, but plan for the worst. If you plan to have any portion of the event outside, have a backup plan to add another tent or move indoors in case of rain.
  6. Plan the details:
    1. Lighting
    2. Heating or cooling
    3. Tent layout
    4. Tables and chairs
    5. Linens
    6. Flooring
    7. Restrooms
    8. Power
  7. Enjoy your event.

We'd love to hear from you with your success stories, comments, suggestions or questions. Contact us to get a rental quote

Why Should I Rent From Tents For Rent?

Call us at 717.733.9700 or request a quote to discover the Tents For Rent difference.

This article is the first in a series of posts with further explanation on each of our frequently asked questions.

Why is Tents For Rent the company to choose for your once in a lifetime event, annual picnic or other outdoor event? There are many things that any reputable tent company will provide you with:

  • Tents that are clean, safe and regularly maintained

  • Heavy-duty tents that will protect you and give you peace of mind even in a storm

  • Choice of a wide range of tent sizes

  • A wide range of rental items in addition to tents

  • Experienced, trustworthy tent installers

In addition to these things, we offer "something more."

  • Peace of mind from start to finish

  • Free CAD drawings to help you visualize your event

  • The option to install a tent only in the case of inclement weather and cancel it if the weather forecast is favorable

  • Onsite consultation if necessary

  • Helpful staff who will make your planning process as smooth and stress-free as possible

  • Showroom where you can see our tents, tables, chairs and linens

  • Years of experience with large and small events

  • Relationships with local caterers, florists, decorators and event venues

  • Up to three days of rental at no additional cost

There are other rental companies who offer discount prices, but just remember that discount prices create discount quality, discount service, discount satisfaction and discount stress levels. 

I Only Need a Tent in Case of Rain

Call us at 717.733.9700 or request a quote to be prepared for any type of weather.

Many people planning an outdoor event or wedding really love the outdoors. So do we. If you're an outdoors loving person, maybe you prefer to have your event outdoors with no tent at all. Maybe you like the full expanse of blue sky overhead during your wedding ceremony. Maybe you have visions of soft moonlight during your reception. Maybe you want to look up at the green canopy of trees overhead.

We understand this and we have a plan in place for you. Most summer days are lovely, warm and beautiful, but you need to plan for hot days with glaring sun or the stormy days with driving rain. That's where we come in. We allow you to reserve your tent and all the other rental items to go with it. If the weather forecast is beautiful, you can cancel the tent. There are several things you should consider when you're thinking of having a tent as a backup plan:

  • Rain isn't the only type of inclement weather. Shade from the hot sun can help keep your guests more comfortable too.

  • Even if you have your wedding ceremony outdoors, it's a great idea to rent a tent for the reception to cover the food, sound system and etc.

  • If you're planning to light the tent, plan for how you want to light the space if you don't rent a tent. Not all types of lighting work as well outside a tent.

  • You may want to rearrange your seating layout if you don't rent a tent.

  • If in doubt, rent a tent. It's much better to rent a tent and not need it than cancel the tent and wish you had it.

So, how does it all work? When you reserve, we require a 25% deposit. This guarantees that your tent will be available in case of inclement weather. However, you may cancel the tent if the weather forecast looks beautiful. You may make this decision up until 9:00 AM of the business day before delivery and save yourself the remaining 75%. If you cancel after 9:00 AM, you save 50% of the tent rental cost. There are two exceptions to this: linens need to be cancelled one day earlier than tents in order to get a 75% refund and permits are not refundable at all. This gives you peace of mind knowing that your guests will have shade from the hot sun or cover from the rain. Yet, you have the option to enjoy the beautiful outdoors. So, reserve today to plan an event that will be beautiful no matter what the weather.