Tag Archives: Sail Cloth Tents

The Outdoor Wedding Planning Guide

z219208_10151185667203216_1229685222_oBy Anja Winikka

 

There’s something special about an outdoor wedding: the unparalleled beauty of a rocky ocean shore, a romantic botanical garden, the warm familiarity of your own backyard. But as gorgeous as these sites are, there’s also a significant amount of legwork and orchestration that goes into planning an alfresco celebration. From the lighting to the loo, here’s how to pull off a flawless tented reception.

Set up camp

Tents can be pitched just about anywhere. Stake one in your favorite park or even outside a gorgeous mansion. Continue reading

5 THINGS YOU DIDN’T KNOW ABOUT TENTS FOR YOUR WEDDING

DSCN0349Tent technology has taken off. They used to be simple affairs, with a central pole and framework over which canvas was draped, but now they’re so much more.

Today, creative tent designers (yes, there are such pros) can construct not only tented ballrooms, but also additional structures such as walkways, entrances, anterooms and rotundas to house various components of your reception.

Here are five other things you might not have known about tents, a structure that can allow you to host a wedding just about anywhere:

  1. A TENT IS NOT A CANOPY.

A tent, with a framework and a center pole, is different from a canopy, which has side poles but no center pole. The advantage of working with a tent is that the ceiling is much higher.

  1. TENTS ALLOW YOU TO ADD A VIRTUALLY UNLIMITED NUMBER OF CHAMBERS.

You might create an anteroom to showcase your wedding cake at the entrance to your main tent. You could add a tented open-air cigar lounge, filled with sofas and chairs, to your reception. A smaller tent may also be used to house portable toilets to make them more attractive. Continue reading

How Do You Rent A Wedding Tent? Prices, Sizes, and Types of Tents

You can’t pick your weather, but you can prepare for it

by Meg Hotchkiss, LVR Events

I‘m going to let you in on a little secret that I learned early on in my career as an event planner—you can control a great number of things, but the weather will never be one of them. I know, I know. This isn’t want you want to hear. No one wants to rent a wedding tent. They can be expensive, and daunting to think about, and the sky is just so lovely this time of year. But if you have to rent a wedding tent (and don’t kid yourself: outdoor venue, no back up plan, high chance of rain? You may have to), then you’re going to want to make sure you price that in your “affordable and easy” outdoor venue cost early on, and then keep reading. Because there is actually (surprisingly) kind of a lot you need to know:

 

WHEN TO RENT A WEDDING TENT

It’s important to factor in whether you will need to rent a wedding tent early on in the planning process. When you’re looking at venues, you’ll want to factor the pricing of the tent into any venue that doesn’t have indoor options. Essentially, if you’re considering outdoor venues and there is more than a remote chance of inclement weather on your wedding date (I think pretty much the entire Eastern Seaboard?), renting a tent should be lumped into the “book your venue” task on your to-do list. Tents can sometimes be expensive (depending on a number of factors we’ll talk about below), so you’ll want to factor it into the budget before you fall in love with your dream venue.

Okay, so now what?

FIGURE OUT ROUGHLY WHAT SIZE WEDDING TENT YOU’LL NEED

If you’re early in your planning process, you may not have exact numbers yet, and you may not have determined what style of party you plan on hosting (sit-down, buffet, cocktail, punch and pie, etc.). However, you’ll want a rough estimate at this point to get a price quote. This spreadsheet will give you a basic rundown of how much square footage is needed for various types of events.

 

DOWNLOAD THE APW TENT SIZE GUIDELINE SPREADSHEET

As a general rule, you’ll want to choose the squarest tent your site will allow. A squarer tent will have a taller ceiling, which in addition to looking better will also keep the tent cooler. Also, it’s much easier to make sure that all of your guests feel included when you’re seated in a squarer shaped tent.

Hooray. Step one is done!

DETERMINE WHAT TYPE OF TENT YOU WANT.

There are several styles of tents available for rent—but the most popular are frame tents and pole tents. There are three main considerations to take into account when it comes to which type of tent you rent—space logistics, aesthetics, and (of course) budget.

Pole Tent Pros and Cons

  • PRO:Pole tents tend to be the more aesthetically pleasing option; they’re the ones with the swooping roof
  • PRO:Pole tents are less expensive
  • CON: Pole tents will have center poles/obstructions
  • PRO:No frame to cover up—does not need liner
  • PRO:Pole tents require shorter setup time
  • CON:Must be staked into the ground
  • CON:A pole tent requires clearance on all sides for stakes and anchor ropes (on average five to eight feet on each side)

Frame Tent Pros and Cons

  • PRO:Can be erected on any surface (such as asphalt, rooftops, etc.)
  • PRO: Can be attached together—you have more options when it comes to shape/configuration and you could have multiple spaces connected, such as a walkway from ceremony to party
  • PRO:Does not have any center poles or obstructions
  • CON:Almost always pricier than pole tents
  • CON:Frame is visible from the inside—many people don’t like the look of the frame, and the solution is an expensive liner to cover it up
  • CON: Requires longer setup time
  • PRO(ISH):Can be left up for a long time (you know, in case you want to live at your wedding for awhile)

 

THINK ABOUT WEDDING TENT EXTRAS…

If you have a pretty good idea of the size and type of tent that you want, before getting a price quote it’s important to think about all of the extras that you might need or want. These extras can cause your price quote to vary greatly.

Clear top tents are a very popular alternative to white tents and generally don’t cost much more. However, keep in mind that if any portion of your event is taking place during the daytime, the sun can turn your clear top tent into a giant, sweaty greenhouse.

  • Liner—All that gathered, silky looking fabric that you see inside tents in the movies or magazines… it’s a liner. It’s expensive and not at all necessary, especially if you opt for a pole tent. If you really have to have a liner, be forewarned, they can cost up to three times the cost of the tent! And if you want a colored liner, well, you’ll be paying even more. (Hint, you can do the same with lighting for a lot less.)
  • Walls—The main types of walls are solid, clear, cathedral (with windows), and fabric. Whether you need walls depends on the average temperature. If you’re getting married in a warmer climate, skip the walls. If it’s a cooler climate, walls are probably a good idea. If downpours are common, walls will help keep everything dry. (Fabric walls will not help you in cold or rain—they are really just for looks.)
  • Flooring—The options when it comes to flooring are plain old ground with or without a dance floor, or a full floor under the tent. Obviously the ground is the least expensive option, but there are a few drawbacks. If there’s rain in the days leading up to your wedding, the ground can get soggy. Also, plain ground can be difficult for guests to walk/dance on in heels (which is why it’s super important to inform your guests that they would be best served by outdoor-appropriate footwear). If you’re putting the tent on land that’s sloped or otherwise uneven, you may want to consider flooring in order to level things out. Flooring can run anywhere from $1-4 per square foot, which doesn’t sound like much until you do the math! If you can’t afford full flooring, consider just adding a dance floor (which will be far, far less expensive).
  • Lighting—If your wedding is at night, unless you want to give your guests the sensory experience of dining and dancing in the dark, you’ll need some lighting inside the tent. There are tons of lighting options available—everything from bistro lights strung across the ceiling to lanterns to twinkle lights to can lights mounted on the ceiling or theatrical style stage lights with gels. You can also get lighting placed on a dimmer to allow for more mood lighting during dancing. Sometimes couples choose to DIY their lighting—just be advised that the tent company won’t hang them up for you and will require you to remove them before the tent is scheduled to be broken down. Another important thing to consider when you’re mulling over your lighting options is power—if your site does not provide power, you’ll need to rent a generator.
  • Heating and cooling—If the weather is going to be warm, you’ll want to invest in some cooling equipment. Fans tend to be the best option, as tents are notoriously expensive to air condition. Since tents are neither sealed nor insulated, they require a huge amount of power to keep cool with AC—like industrial generator huge. Fans work great to circulate the air and large ones are generally economical to rent. If you’re getting married at a cooler time of year, you can rent a tent furnace with a thermostat to warm up the tent. I’ve had couples inquire about renting patio heaters to place inside the tent, but that makes me super nervous as they can be fire hazards, plus they take up space, whereas a furnace is usually placed outside the tent where no drunk people can knock it over.

 

GET QUOTES!

Now that you have a pretty decent idea of what you’re looking for, you can reach out to rental companies for quotes, but where do you find them? Ask around—your caterer and venue should be able to provide you with some reputable options. Otherwise, a google search for “event rentals + your location” should yield a ton of results—just check out online reviews for an idea of who provides quality service.

When you reach out to companies for quotes, you’ll want to make sure the following items are covered in the proposal:

  • Delivery Fees
  • Labor/Setup of the tent PLUS the accessories
  • Fire/Zoning permits (if required)
  • Breakdown

Also, make sure that you’re okay with the change/cancellation policy. There are so many variables that can change between booking and the wedding, you’ll want the option to change the size of the tent or possibly cancel it if the weather looks like it’s going to be totally amazing. Make sure that those points are covered in writing before handing over any money!

When getting a quote ask how long the setup time will take. On average a 40 x 80 foot pole tent takes approximately four and a half hours to set up. If it’s a possibility at your venue, you may want to have the tent onsite and ready to go a few days prior to the wedding—this way you’ll have time to decorate and play around with the floor plan.

Find out if the company will come out to survey the land prior to the event. Some companies charge a nominal fee to do so (which is usually counted towards your rental fee if you sign a contract), but you might find the peace of mind worth it!

Make sure that the vendor knows the tent is for a wedding (and that you’re expecting wedding quality as opposed to a county fair tent—unless that’s your thing).

And finally, if possible, rent from a company that does more than just tent rentals. Many rental companies are full service offering everything from the tent to the glassware. If you rent the majority of your items from one place there will be one delivery charge, one vendor to wrangle, and from a timing perspective, everything will arrive all at once. Here are a few actual quotes my

 

SAMPLE WEDDING TENTs

These are sample give us a call to price your actull wedding tent needs.

100 People, Buffet Dinner and Dance, Southeastern Pennsylvania: Pole Tent 40′ x 60′ Century Pole Tent

  • 15′ x 16′ Oak Parquet Dance Floor $420.00

175 People, Buffet Dinner and Dance, Upstate New York: Pole Tent 

  • 60′ x 70′ Century Pole Tent
  • 20′ x 20′ Century Pole Tent (caterer with three sides)
  • Perimeter Lighting
  • Lighting (caterer)
  • Window Side Wall
  • 20′ x 20′ Dance Floor

145 People, Buffet Dinner and Dance, Upstate New York: Pole Tent 

  • 60′ x 70′ Century Pole Tent
  • 20′ x 20′ Century Pole Tent (caterer with three sides)
  • Perimeter Lighting
  • Lighting (caterer)
  • Window Side Wall
  • 16′ x 20′ Dance Floor

75 People, Ceremony and Partial Cocktails, New York City Rooftop: Frame Tent 

  • 20′ x 40′ Frame White Tent Top
  • Tent Lighting Side Pole Mount Par 38
  • 6 Tent Side Wall Clear (20′ x 40′ and 8′ x 20′)
  • Dimmer Kit
  • Safety Kit (2 Fire/2 Exit)
  • 12 Sand Bags for Side Walls
  • 4 Tent Weights Stacks
  • Rooftop Installation

70 People, Welcome Dinner Buffet (no dance floor), Upstate New York: Pole tent 

  • 30′ x 30′ Century Tent
  • Event Deck Flooring 

100 People Ceremony and Cocktails, Upstate New York: Round Pole Tent

  • 46′ Round Sperry Tent
  • Sperry Side Wall, Clear
  • Perimeter String Lights, 46′ Round
  • 2 Single Dimmer Switches
  • 2 Pole Lights $160.00

100 People Ceremony and Cocktails, Upstate New York: Pole Tent 

  • 30′ x 60′ Pole Tent
  • Perimeter Lighting
  • Side Walls

 

REVIEW YOUR QUOTES AND BOOK A TENT COMPANY!

Keep in mind if you get a quote that seems “too good to be true” compared to the other quotes that you receive, odds are it is. Most rental companies will come in around the same price. Your decision should really boil down to who has the most aesthetically pleasing choices, and who was the easiest to deal with (because that will seriously come in handy later).

2016 WEDDING RECEPTION TRENDS

phoca_thumb_m_z058Written by Anyonita Green  

Let’s take a look at what is hot from “across the pond”. The use of electronics and social media has always been ahead of the US over in Europe and this article highlights so great ideas for the reception involving selfies, aerial photography and social media posting. Our beautiful tented outdoor weddings can be showcased using these ideas, so have at it and enjoy the information.

From the rise of selfie sticks, to aerial wedding photography, keep a look out for these 2016 wedding reception trends!

Aerial Wedding Photography & Videography

Reliving your big day from the point of view of your guests is one thing, but seeing it from a bird’s eye view is completely different! Ever since the popularity of drones (flying, remote controlled cameras), people have been coming up with new and ingenious ways to incorporate them into everyday life. Cue the wedding drone. Continue reading

27 Wedding Trends We Have to Look Forward to In 20

edit_004Story By Kim Fusaro December 17, 2015

If you’re getting married in 2016, your wedding planning is probably well under way. So many of the wedding trends that will pop up over the next 12 months are already in the works. Which means the vendors making them happen can tell us what to expect from 2016 weddings. Sometimes their trend prediction differ—Will weddings be bright? Or muted?—but we’re excited to see who’s right. Of course we would love to see these trends under our beautiful wedding tents.
Prediction: Boho Brides Off-the-shoulder wedding dresses
cream- and blush-color wedding dress. Continue reading

Irish Wedding Customs, Superstitions, and Lucky Traditions

DSCN0340

We have all heard the expression “the luck of the Irish”. When a bride begins planning a wedding based on Irish customs, it is very true that much of what she does will be based on trying to bring good luck to the marriage and to shun bad luck at the same time. Irish weddings are rich with traditions, some of which are very familiar to Americans, and others which may not be. From Claddagh rings to beautiful marriage vows to mischievous fairies, this is a look into the wedding customs, superstition, and lucky traditions of Ireland. Continue reading

HOW TO HAVE A FABULOUSLY FESTIVE CHRISTMAS WEDDING

phoca_thumb_m_z058By Isabel Hicks –

It’s the most wonderful time of the year – for a wedding! If everyone comes together at this time of year, so why not make the most of it and celebrate your nuptials, too? We love a Christmas wedding here at Wedding Ideas, so here are some of our favorite theme ideas to get you in the festive spirit… Follow the link for the complete story

How to Deal With the Elements of Winter Weddings

DSCN0340White wedding in the forecast? Sounds beautiful — just make sure you’re prepared for the winter weather.

By Anja Winikka

 

Dress Appropriately

You don’t have to forgo outdoor photos just because you’re getting married in the winter. Just make sure you’re prepared with warm attire to avoid shivering your way through your photo session.

  • Find a warm shawl or a winter coat to go with your gown. (This could even be your “something blue.”)
  • For shoes, go for a close-toed style. And if there’s a chance it’ll be icy, opt for a pair of white snow boots that you can change in and out of for traveling between venues.
  • Also, consider adding white gloves, extra-warm tights, and even fuzzy white winter ear muffs.
  • Don’t forget the groom! It would be a shame for him to have to cover up his slick, black tux. Instead, he can wear formal black coat to coordinate with his attire. For an added punch of color, have him pick out a cool scarf that goes along with your wedding colors and style.
  • Include your bridal party when you’re considering winter attire too. We know one Aspen, Colorado, bride who bought all her bridesmaids matching white down coats for the festivities. Give the groomsmen coordinating scarves and ask that they wear formal dark coats.

Arrange Transportation Continue reading

Winter Wedding Cakes 5 ways to give your wedding cake some winter shimmer.

 

1887GannonBy Anja Winikka

Wedding Cake Flavor

For your winter wedding, pick a cake that tastes like winter. What does winter taste like, exactly? Think rich flavors — and don’t be afraid to stray from the traditional white cake. Consider a caramel spice cake filled with caramel and a buttercream frosting, or an orange chocolate cake with dark chocolate filling and decorated with flecks of orange. For a lighter cake with a taste that still reflects the season, go for a white cake with cranberry buttercream frosting and filling.

Wedding Cake Color

Color counts for every wedding cake, and nothing says “winter” better than a palette of whites, icy blues, and deep reds or rustic greens mixed with brown. Add a hint of winter color with a simple chocolate ganache-covered cake trimmed in light blue, or an ivory buttercream cake trimmed in red. Or let the winter colors pop with an ivory cake covered in red sugarberries and green sugar holly leaves. See what real brides chose as their winter wedding colors.

Wedding Cake Flowers

Match your wedding cake to your bridal bouquet by asking your baker to create sugar versions of your flowers. For a modern wedding, ask your baker to make a few large graphic sugar calla lilies for your cake tiers. If you’re going for a more classic look, find out whether your baker can “paint” small stephanotis flowers along your cake using an edible dye. Find your winter wedding flowers.

Wedding Cake Shapes and Add-ons

When it comes to a winter wedding cake, snowflakes, pinecones, and other winter elements made out of chocolate, sugar, or gum paste are an obvious choice. But you don’t have to go overboard with these add-ons to get a wintery look. Instead, you can order a white cake with subtle white sugar snowflakes. The tone-on-tone look will up the elegant factor and still give you the same seasonal effect. See more winter wedding ideas.

Wedding Cake Sides

Whether you’re already set on a wedding cake design or you’ve decided to take your wedding cake in a not-so-seasonal direction, consider serving a winter-inspired side with your wedding cake. Serve cake a la mode with black walnut ice cream; add a handful of starlight mints to each plate; or indulge comfort-food lovers with warm chocolate pudding.

 

COZY WINTER WEDDING IDEAS

p_0024Are you convinced the only sort of color pallet you can have for a winter wedding is frosty blues and icy whites? Think again, we suggest you snuggle up with your honey and take a look at these cozy winter wedding ideas. With warm knit throws and a gourmet hot cocoa bar, we are positive you will be planning your own cold weather wedding when you are done!

This gorgeous shoot was designed by one of our favorites, Sealed With A Kiss Evetns. They did such a fab job, we highly recommend soaking up all of the details captured by Rahel Menig Photography in the full gallery here!