Wedding Tent Park Placement: What You Need To Know

Planning an outdoor wedding? You might be considering a wedding tent to protect you and your guests from the elements. Wedding tents can be a great way to ensure your special day goes off without a hitch, rain or shine. But before you decide to put up a tent in your local park, there are a few things you should know.

First, check with your desired park to see if they allow tents at all, and if so, where they can be placed. Some parks have restrictions on where tents can be located due to underground utilities. You'll also want to inquire about any permits or licenses that may be required, as well as the cost of renting the space.

Another important consideration is the type of tent you'll need. Pole tents, frame tents, marquee tents, sailcloth tents, and clear tents are just a few of the options available, each with its own advantages and disadvantages. For example, pole tents require softer ground to stake into, while frame tents can be weighted down if staking is not possible.

Don't forget to plan for any desired upgrades or decorations, as these can add to the overall cost. Flooring, lighting, draping, and chandeliers are just a few ways to enhance the look and functionality of your tent.

Finally, keep in mind that setting up a tent can take a significant amount of time, so be sure to coordinate with your venue and rental company well in advance.

Tent type: Choose from pole tents, frame tents, marquee tents, sailcloth tents, and clear tents.

There are several types of tents to choose from for your wedding, each with its own unique features and benefits. Here's a breakdown of each style to help you make the best choice for your big day:

• Pole tents – These tents have center poles that hold up the roof and create a tall, elegant ceiling. They require stakes and tie-downs for stability, so they need to be set up on softer ground like grass. Pole tents offer a quick and easy setup and are usually more affordable than frame tents. However, they have center poles that can obstruct the view and may not be suitable for certain events.
• Frame tents – Frame tents have a metal frame that supports the roof, creating an open space beneath the canopy. They are self-supporting and can be weighted down if staking is not possible. Frame tents offer maximum interior space without obstructions and can be customized with sidewalls. However, they tend to be more expensive and may require interior draping to conceal the framework, increasing the cost.
• Marquee tents – Marquee tents combine the features of pole tents and frame tents. They have a freestanding metal frame that creates height for a tall roof, and there are no poles in the middle to work around. Marquee tents offer an elegant, open-air setting and are easy to assemble and disassemble, making them ideal for short-term events.
• Sailcloth tents – Sailcloth tents utilize poles to create a structural base paired with beautiful sailcloth material. They need to be staked into the ground and typically have wooden poles, adding a touch of sophistication. The poles and fabric are often left as is due to their natural beauty. Sailcloth tents are ideal for outdoor events where style, comfort, and protection from the elements are important.
• Clear tents – Clear tents provide a modern and whimsical option, allowing plenty of natural light during the day and a glowing ambiance at night. They are versatile and can be set up on grass or concrete. However, they can have a greenhouse effect in hot weather and may not be suitable for long-term use or freezing temperatures.

When choosing a tent type, consider factors such as your budget, the size of your event, the desired level of customisation, and the setup requirements. Additionally, think about how the tent will complement your wedding's aesthetic and whether it will enhance your chosen venue.

Tent size: Customise your tent size based on the number of guests and activities, ensuring sufficient space for tables, a dance floor, and other amenities.

When it comes to your wedding tent, size is the most important factor. You'll want a tent that's big enough to fit all your guests and activities comfortably, but not so big that it looks empty. Here are some tips to help you customise your tent size:

Finalise your guest list

Before renting a tent, finalise your guest list to get an accurate count of how many people you need to accommodate. This will help you determine the size of the tent you'll need. As a rule of thumb, allow for 6-10 square feet of space per person if your guests will be standing, and 18-25 square feet per person if you plan on having seated guests with a dance floor. For a seated dinner without a dance floor, you'll need around 18-22 square feet per person.

Choose the right type of tent

The type of tent you choose will also impact the size you need. Frame tents, which have metal frames, are more versatile and can be placed on various surfaces. Pole tents, on the other hand, use centre poles and guy ropes to stay erect and need to be staked into the ground. They drape like a canopy and provide decoration options, but they require more space. Marquee tents combine the features of frame and pole tents, offering height without the need for centre poles.

Account for tables, dance floor, and other amenities

When calculating the size of your tent, be sure to account for the space that tables, a dance floor, and other amenities will take up. Sketching a layout of your tent can help you visualise where everything will go. Allow for 10' x 10' of space per 8-foot table and a similar amount of space for each 8-foot buffet table. If you plan on having a stage or dance floor, give it at least a 16' x 16' area to ensure guests have enough space.

Consider the weather

Don't forget to take the weather into account when picking a tent size. If you're expecting extreme heat, opt for a bigger tent with more air circulation. In areas with strong winds, consider staking the tent down for stability.

Add a buffer

Once you've calculated the total square footage you need, it's recommended to get a tent that's at least 10% bigger. This will give you more flexibility in setting up the inside of your tent and ensure your guests have enough room to move around comfortably.

Choose a reputable rental company

When choosing a tent rental company, look for one that is responsive, provides written quotes, and has experience with weddings and events. Be sure to ask about their cancellation and order change policies, as well as their ability to provide other services like tables, chairs, and lighting.

Tent location: Select a spot with level ground and consider the proximity to bathrooms, views, and other venue spaces for a functional and aesthetically pleasing setup.

When selecting a spot for your wedding tent, it's important to consider both functionality and aesthetics. Here are some tips to help you choose the perfect location:

Select a Level Ground

It is essential to choose a flat surface for your tent to ensure stability and create a comfortable environment for your guests. Avoid setting up the tent on uneven or sloping ground, as it can be unsafe and make it difficult to arrange furniture and decorations.

Proximity to Bathrooms

Consider the distance between the tent and the bathrooms, especially if you're expecting a large number of guests. You want to ensure that your guests can easily access bathroom facilities without having to walk a long distance.

Views and Scenery

Take advantage of the surrounding scenery and select a spot that offers a beautiful view. Whether it's a picturesque garden, a lake, or a mountain range, choose a location that will enhance the ambiance and provide a stunning backdrop for your wedding photos.

Accessibility and Convenience

Choose a location that is easily accessible for your guests, especially if you have elderly or disabled attendees. Ensure that there is ample parking space nearby and that the path to the tent is well-lit and clear of any obstacles.

Proximity to Other Venue Spaces

If you're having both the ceremony and the reception at the same venue, consider setting up the tent close to other venue spaces to create a seamless flow for your guests. This will allow them to transition between different parts of the event without having to walk long distances.

Consider the Scale of the Tent

When selecting a spot for your tent, consider the size of the tent in relation to the surrounding area. You don't want the tent to swallow the entire plot of land, but you also want to ensure it's large enough to accommodate your guest count and other necessary elements, such as a dance floor, buffet tables, and a bar area.

Tent flooring: Opt for canvas, carpet, or wood flooring to enhance comfort and create an indoor-like atmosphere.

Flooring is an important aspect of creating a comfortable and stylish wedding tent. Here are some options to consider:

Canvas

A canvas floor, such as a free-floating floor, is a separate piece that you lay down before setting up your tent. It is easy to set up and secure, as the poles of the tent's frame hold it in place. This type of floor is also easy to clean, compact to carry, and can be used as a tarp. However, it may not offer as much protection from the elements as other options.

Carpet

Carpet flooring is perfect for creating a cozy and elegant space within your wedding tent. It is ideal for lounge areas, aisles, or even a VIP-worthy red carpet. Carpet adds a soft and welcoming touch to your event, making your guests feel right at home.

Wood

Wood flooring offers a range of aesthetic options to complement your wedding theme. From polished hardwood for a glamorous look to weathered planks for a rustic vibe, wood flooring can be customized to your taste. It provides a stable and comfortable surface for your guests, enhancing the overall comfort and safety of your event.

Other Options

In addition to canvas, carpet, and wood, there are other flooring options to consider:

• Heavy-duty plastic: PVC or HDPE tiles or blocks provide a modular, lightweight, and durable solution.
• Tile: Wood, laminate, or ceramic tiles can seamlessly match your wedding theme, adding a touch of luxury.
• Brick: Integrate with an existing patio or create a new space with a level surface to prevent tripping.
• Rubber: Premium rubber tiles offer a stable and padded floor, perfect for fitness areas or activities.
• Interlocking foam: Foam pads provide a cushioned surface for added protection and flexibility.
• Roll-out mats: Thick mats absorb water and keep the tent floor dry and safe.
• Checkered: A dynamic pattern adds a fun and memorable touch, perfect for themed events.
• Artificial turf: Preserve the look and feel of grass while offering a clean and bug-free surface.

When choosing flooring for your wedding tent, consider factors such as comfort, aesthetics, safety, and cleanliness. Flooring can enhance the overall guest experience and transform your outdoor event into a cozy and inviting space.

Permits and restrictions: Understand the rules regarding alcohol, open flames, and decorations to ensure your event complies with park regulations.

When planning an event in a park, it's important to understand and comply with the applicable rules and regulations. Here are some key considerations regarding permits and restrictions for your event:

Alcohol

The rules regarding alcohol can vary depending on your location. In some places, like Colorado Springs, alcoholic beverages may be prohibited in city parks. In other locations, such as New York, there are specific licenses and permits required to serve alcohol at events. It's important to research the regulations in your specific area to ensure you are complying with the law.

Open Flames

Open flames are often subject to strict regulations due to safety concerns. In some cases, they may be completely prohibited in parks. If allowed, there are usually safety precautions that must be followed, such as maintaining a safe distance from combustible materials and having fire extinguishers readily available. An open flame permit may also be required, depending on the location and type of event.

Decorations

Decorating a park for an event also comes with certain restrictions. Hanging decorations or posting signs on park buildings, structures, or vegetation is typically not allowed. Additionally, it is important to consider the impact of your decorations on the natural environment. For example, attaching ropes or wires to trees or plants is usually prohibited. It's essential to research and follow the specific guidelines provided by the park to avoid any fines or violations.

Other Restrictions

In addition to the rules regarding alcohol, open flames, and decorations, there are often other restrictions in place for events held in parks. For example, noise restrictions are common, and you may need to obtain a noise permit for amplified equipment. Parking restrictions may also apply, with designated parking areas being the only option for vehicles. It is important to respect the natural environment and leave the park as you found it, disposing of any trash and debris properly.

Planning and Permits

When planning an event in a park, it is crucial to start the process early. Many permits, such as those for alcohol and open flames, require applications to be submitted well in advance of the event date. Additionally, it is important to understand the rules and regulations of the specific park you will be using. Each park may have unique restrictions or requirements, so be sure to review their guidelines thoroughly. By planning ahead and obtaining the necessary permits, you can ensure your event complies with all applicable regulations.

Frequently asked questions