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Planning a wedding can be stressful, especially when it comes to deciding on a venue. Outdoor weddings are a popular choice for many couples, but they often come with their own set of challenges and considerations. One of the main questions that arise is whether it is necessary to rent the outdoor space for the wedding. While some couples may have access to a backyard or private property, others may need to look into renting a space in a park or a garden. Additionally, there are various rentals to consider, such as tents, tables, chairs, dance floors, and restrooms, to ensure the comfort and enjoyment of the wedding guests.
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What You'll Learn
Tents
Renting a tent for an outdoor wedding can be a great way to ensure your guests are comfortable and protected from unpredictable weather conditions. Here are some things to consider when planning for a tent at your outdoor wedding:
Weather Protection
Size and Functionality
The size of the tent you choose will depend on its purpose. A larger tent can accommodate the wedding reception and can also function as a backup location for the ceremony itself if the weather takes a turn. Smaller tents can be used for specific purposes, such as providing shade for a bar or food service area.
Electricity and Lighting
If your tent has heating, fans, or lighting, you'll need to ensure access to electricity. Consider a generator if your venue doesn't have sufficient electrical supply. The translucent fabric of a sailcloth tent, for example, allows natural light during the day and glows beautifully with event lighting in the evening.
Design and Decor
Rental Options
Rental companies can provide a variety of tent options, as well as other wedding essentials such as tables and chairs. When renting a tent, be sure to discuss delivery, setup, and tear-down services with the rental company to ensure a stress-free experience.
By considering these factors, you can ensure that your tent enhances your outdoor wedding experience and provides a comfortable and stylish space for you and your guests.
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Tables and chairs
When it comes to planning a wedding, one of the most important considerations is the comfort of your guests. This means that tables and chairs are essential. The good news is that many wedding venues include tables and chairs in their packages, but this is not always the case. If your venue doesn't provide these items, or if you don't like what they offer, you will need to rent them.
The cost of renting tables and chairs can vary depending on the style and number of items you require. For example, the average cost of renting a table ranges from $6 to $14, while chair rentals can range from $1.50 to $6 each. The style of chair you choose will impact the price, with standard folding chairs being the most affordable option, and elegant Chiavari chairs or rustic cross-back chairs costing more. If you're looking for a more luxurious option, gold chairs can be rented for around $2 per chair, adding a touch of sophistication to your event. It's also worth noting that some rental companies may charge extra for setup and delivery, so it's important to get a clear quote before making a decision.
When renting tables and chairs for your wedding, it's important to consider the theme and style you want to achieve. Round tables are the most common choice, but square and rectangular tables can also be rented to create a unique look. If you're having an outdoor wedding, you may want to consider renting a dance floor to add a special touch to your reception. Additionally, don't forget to provide an accurate guest count to your rental company to ensure you have enough chairs for everyone.
Renting tables and chairs for your wedding is a convenient and cost-effective option, especially when compared to purchasing them. It saves you the hassle of storing these items after the event and allows you to create the perfect atmosphere for your special day.
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Restrooms
If you're planning an outdoor wedding, you'll need to consider whether there are convenient bathrooms for your guests to use. If not, you'll need to rent restrooms.
Restroom trailers are a popular option for outdoor weddings, as they offer more comfort and privacy than standard portable toilets. Trailers can include features such as running water, flushing toilets, mirrors, air conditioning, and music, providing a luxurious experience for your guests.
When renting restrooms for your outdoor wedding, it's important to consider the number of guests you'll have to ensure you have adequate facilities. Companies like United Rentals offer a porta-potty calculator to help you determine the right number of rentals needed.
Additionally, you'll want to consider the cost of renting restroom trailers, which can vary depending on the features and number of stalls included. Prices can range from $850 to $3000, with an average of around $1500. Delivery and pickup fees may also apply.
Some companies that offer restroom trailer rentals for weddings include Blue Moon Rental and United Rentals. Blue Moon Rental provides upscale portable bathrooms with home comforts and has received positive reviews for its cleanliness, aesthetics, and customer service. United Rentals offers a comprehensive selection of luxury restroom trailers, hand-washing stations, and temporary fencing to ensure a comfortable and sanitary experience for your guests.
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Dance floors
If you're planning an outdoor wedding, you may need to rent a variety of items to ensure your guests are comfortable and entertained. The weather can be unpredictable, so it's important to have a backup plan in case of rain or extreme temperatures. Renting a tent can help protect your guests from the elements and provide a designated space for the reception. In addition to a tent, you may also need to rent tables, chairs, and portable restrooms if your outdoor location lacks these amenities.
Now, let's talk about dance floors:
When choosing a dance floor, consider the number of guests you expect to be dancing at once. A good rule of thumb is to assume that around half of your guests will be dancing at any given time. From there, you can calculate the necessary dance floor size by allowing for four and a half feet per guest. For example, a 20 x 20 ft dance floor can accommodate approximately 20 guests dancing at once.
Portable dance floors are designed for durability and ease of use. They are often water-resistant and warping-resistant, making them suitable for outdoor use. Additionally, their lightweight construction makes them easy to transport and install, with some options taking less than 60 minutes to assemble. After the event, disassembly is just as straightforward, and the tiles can be easily stacked and stored.
When budgeting for a portable dance floor, prices can vary depending on the vendor, style, and size. On average, prices can range from $2,500 to $18,000, with some vendors offering additional accessories like edge kits to ensure the pristine condition of the dance floor during your special day.
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Catering
When it comes to catering for an outdoor wedding, there are a few key considerations to keep in mind. Firstly, you'll need to ensure that your caterers have access to electricity and water. This is crucial for preparing and cooking food, as well as keeping dishes and drinks cold. If your venue doesn't have a kitchen or indoor facilities, you'll need to rent a generator to power their equipment.
Another important factor is the proximity of the catering tent to the dining area. It's best to keep the caterers as close to the dinner service as possible to ensure hot food and efficient service. A spacious, covered area for food preparation is also necessary, whether it's an indoor kitchen or an enclosed tent.
When selecting a catering company, it's advantageous to choose one with experience in outdoor events. They will be better equipped to handle the unique challenges of outdoor catering, such as pest control and temperature regulation. Ask prospective caterers if they are comfortable working in a catering tent and if they can make recommendations for rental needs like kitchen equipment, plateware, glassware, and cutlery.
If you're looking for a more relaxed and inventive menu, outdoor weddings offer the perfect opportunity. Consider a wood-fired pizza oven, a pig roast, or passed appetizers during cocktail hour.
Don't forget to inquire about their liquor license and alcohol management capabilities if you plan on serving alcoholic beverages. You may also want to provide fans or paper hand fans for guests to keep cool, especially if there is dancing.
Lastly, be mindful of the clean-up process. Some rental companies offer set-up and tear-down services for decor and catering equipment, which can alleviate stress for you and your family. Ensure you understand the return policy for rented items, as some companies require items like votives and glassware to be cleaned and boxed before being returned.
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Frequently asked questions
Yes, it is recommended to rent a tent for an outdoor wedding to protect your guests from unpredictable weather.
You may need to rent tables, chairs, a dance floor, lighting, generators, and restrooms. You may also want to rent decorations, such as flowers, textured curtains, and cushions.
Research vendors with experience in outdoor events. Partner with a reputable rental company that can provide generator power and other necessary items. All-inclusive rental companies can supply everything from tents to tables to lighting.
Ensure access to electricity and water for caterers. Prepare for bugs and extreme temperatures. Include information about the outdoor setting on your invitations or wedding website. Plan for parking and transportation for guests.
Yes, you can consider hosting the wedding in your backyard, at a community centre, a state park, or even an Airbnb property. Keep in mind that these options may come with additional logistics and rentals.
