Laying Out Your Tent

laying out the tent

 

Most of our clients have never planned an event under a tent, wedding or otherwise, and it can be hard to envision the final product.  Luckily we fully understand, we are equipped to help, and most importantly we really enjoy doing so.

Here are the steps we go through together in order to size your tent, lay out your event, and turn your vision into reality.

1.  Determine how many people you expect, what type of seating you prefer, and any extras you want under the tent (dance floor, stage, buffet lines, cocktail area, etc.).  You do not need to know concrete answers for all of these decisions right now but a general “wish list” helps us recommend tent size, which is the first piece of the puzzle.  For banquet tables, we typically recommend about 10 square feet per seated guest, and then for round tables we suggest 12-14 square feet per seated guest.

2.  Using our lay out software we create a rough draft mock up of one or two possible options based on your initial “wish list.”  All layouts are sized to scale so that all extras are represented exactly how they would fit in the given tent space.

Two examples of this are below.

40x80-layout-rounds-and-banquets

40x100-wedding-setup

 

3.   We work through all the changes with you to fine tune the lay out.  We can meet in person or pass emails back and forth depending on your schedule and what works best for you.

4.  Once we feel we are close to the final product we use our advanced layout software to create a 3D image of the space.  This software give us the opportunity to do a 3D walk through of the tent giving you the best possible idea of how you and your guests feel in the space.

A  screen shot of the overhead view of this advanced layout software is below.

Screen_Shot_2015-01-13_at_3.00.36_PM

5.  At this point we make any last changes needed, edit the layout, and finalize the plans.  This would also be a great point to bring in any other event planners, decorators, or florists (if they haven’t looked at the layout already) to get everyone on the same page.

6.  Turn all of our hard work and planning into reality.

uplighting

 

 

One thing to always keep in mind is that we are here to help.  Everyone’s vision and event is different and the great part about tents is that they work as a blank canvas for you to make your own.  We love trying new layouts and are not afraid of something different or out of the box.

Frame Tent vs Pole Tent?

Type of Tent Heading

When planning your outdoor event needing a tent is a given, but what type of tent is the best option for your vision to match the end product?  Do not have a clear vision in mind yet?  Let’s start with some general questions to help get to that point.

  1.  What type of event are you planning?  If it’s a wedding, is it for the ceremony, reception, or both?
  2. What type of ground will the tent being going on?  (Grass, sand, asphalt, blacktop, etc.)
  3. Other than guests, what would you like under the tent?  This would be anything from tables and chairs to a stage with a band.  Remember to be specific and list out everything you envision.  This list doesn’t have to be concrete but everything under the tent requires space and planning for these items is important to making sure the size and style is the right fit.

Next let’s discuss the basic differences between our two styles of tents.

Untitled Frame Tent
Classic tent look and feel No Center poles
Center Poles located in the middle providing the structured tent peak(s) Aluminum Framework in the ceiling of the tent provides structure and support
No Tent liner needed Flexibility to go on any type of ground
Lower rental costs Can be weighted down instead of staked
Shorter set up and take down time Easier for planning the tent layout and flow
Most popular for use on grass or other areas where we can stake

Both type of tents must be anchored to be safely installed – however if staking isn’t an option, you would want to select a frame tent.

There isn’t always are a right or wrong tent option, sometimes basic personal preference is the biggest deciding factor and we are here to help with that.  The best thing you can do is ask questions and do not be afraid to be specific with your event vision.  A tent, whether Pole or Frame, is really a blank canvas to make your own and our experience can turn your vision into something your guest will not forget.

© Copyright Elite Rentals
     Google Plus   Wedding Wire   Pinterest   YouTube