Planning A Big Tent Wedding: Accommodating 150 Guests And More

Planning a wedding can be an overwhelming experience. From finding the perfect venue to selecting vendors and choosing the right décor, it's easy to get bogged down in the details. One of the most critical decisions you'll make is selecting the right-sized tent to ensure your guests are comfortable and the area looks beautiful.

For a wedding with 150 guests, the tent size will depend on several factors, including seating arrangements, food and beverage stations, and entertainment areas like a dance floor. If you're planning a seated dinner, you'll need a larger tent than a cocktail-style event. A good rule of thumb is to allocate 6-10 square feet of space per person to ensure comfort.

To accommodate 150 guests comfortably, you'll likely need a tent that is at least 30' x 60', with additional space for catering tables, a dance floor, and other entertainment. Pole tents and frame tents are popular options, with pole tents offering a classic draped look and frame tents providing more versatility in terms of placement.

When selecting a tent, it's crucial to consider the venue size and any obstacles that might impact the setup. Finalising your guest list beforehand will also help determine the exact number of people you need to accommodate.

By choosing the right-sized tent, you'll create a comfortable and elegant space for your special day.

Tent size: 20' x 50' for ceremony style, 30' x 60' if seated at tables

When planning a wedding, there are many factors to consider when it comes to finding the right tent size. The number of guests, seating arrangements, food and beverage tables, dance floors, and entertainment areas will all impact the amount of space needed.

For a wedding with 150 guests, a 20' x 50' tent will be suitable for a ceremony-style event. This size tent provides 1000 square feet of space, which can accommodate guests standing and seated in rows. The 20' x 50' tent is a versatile option, able to be set up with a ballasting system if it cannot be staked into the ground. It is made with fire-resistant, 16 oz vinyl and has weather-resistant zinc-coated buckles, making it ideal for outdoor events.

If you plan to have seated dining at tables for your 150 guests, a larger tent will be required. A 30' x 60' tent will provide ample space for tables and guests to move around comfortably. This size tent is simple to set up and transport, and its unobstructed space is well-suited for weddings and other events. The 30' x 60' tent is made with high-quality materials, including powder-coated steel fittings and 100% waterproof high-gloss vinyl, ensuring your event remains dry and protected from the elements.

When selecting a tent size, it is important to consider not only the number of guests but also the desired seating arrangement and type of event. By taking into account these factors, you can ensure you choose the perfect tent for your special day.

Space needed for tables, bar, buffet, dance floor, DJ, etc

When planning a wedding for 150 people, there are several factors to consider when determining the amount of space you'll need. Here are some guidelines and recommendations to help you plan the space required for tables, bar, buffet, dance floor, and DJ at your wedding:

Tables:

The type of tables you choose will impact the amount of space needed. Round tables are a popular choice as they allow guests to interact easily and maximise space efficiency. A standard 60-inch round table can comfortably seat 8 guests, while a 72-inch table can accommodate 10. Rectangular tables are another option, with a 60-inch (5-foot) table seating 6, a 72-inch (6-foot) table seating 6-8, and a 96-inch (8-foot) table seating 8-10.

Bar:

As a rule of thumb, it's recommended to have one bar with two bartenders for every 100 guests. For 150 guests, you should plan for two bars to avoid congestion. Consider the amount of space needed behind the bar for staff to move around and serve drinks efficiently.

Buffet:

The amount of space required for the buffet depends on the number of guests. A good estimate is to allow for one 8-foot-long table per 50 guests. This ensures enough space for food displays and guest access.

Dance Floor:

To determine the size of the dance floor, take the number of guests and divide it by two, as this is typically the number of people on the dance floor at any given time. Multiply this number by 4.5 to get the square footage required. For example, for 150 guests, you'd need between 150 and 225 square feet for the dance floor.

DJ:

The DJ will need adequate space for their equipment, typically around 200 square feet. Ensure you communicate with your DJ beforehand to understand their specific space requirements and power needs.

When planning the layout, consider the flow of the event and guest mobility. Allow for unobstructed pathways to essential areas such as bathrooms, exits, bars, and the buffet. Symmetrical arrangements and central placement of key elements like the dance floor and head table can enhance the intimacy of the event. Don't forget to account for additional features like photo booths, cake tables, and specialty items that require dedicated space.

Tent type: frame or pole

There are two main types of tents: frame tents and pole tents. Frame tents have metal frames that hold the tent up, while pole tents use centre poles and guy ropes. Here are some things to consider when deciding between a frame or pole tent for your wedding:

Versatility

Frame tents are more versatile as they do not need to be staked into the ground and can be placed on various surfaces. This makes them a good option if you want to set up your tent on a hard surface such as concrete or asphalt. Pole tents, on the other hand, are secured with stakes and are typically used on grass or other soft surfaces.

Aesthetics

Pole tents drape like a canopy and are often considered more aesthetically pleasing. The centre poles can also be decorated to enhance the overall look of the tent. Frame tents, on the other hand, have a more modern and sleek appearance, with straight lines and a squared-off shape.

Setup

Pole tents are generally easier and quicker to set up than frame tents, which often require more time and effort due to their metal frames. If you are working with a tight schedule or have limited time for setup, a pole tent may be a better option.

Cost

Frame tents tend to be more expensive than pole tents. The cost difference is mainly due to the more complex structure and longer setup time associated with frame tents. If you are working with a limited budget, a pole tent may be a more economical choice.

Interior Space

Frame tents offer uninterrupted interior space as they do not have centre poles. This can be advantageous if you need to fit large items inside the tent, such as a dance floor or a buffet table. Pole tents, on the other hand, have centre poles that can take up space and may limit your layout options.

When deciding between a frame or pole tent, consider factors such as the surface you will be setting up on, your budget, the desired aesthetics, and the amount of space you need inside the tent. Both types of tents have their advantages and can be suitable for a wedding, depending on your specific requirements and preferences.

Layout: sketch the layout to visualise where everything will go

Sketching the layout of your wedding tent is a great way to visualise where everything will go. Here are some tips to help you get started:

Choose a Tent Shape

First, decide on the shape of your tent. Square, rectangular, circular, and oval tents are all common options. If you need more than one tent, it's a good idea to order the same shape if they will be used for the same purpose, such as a dining area or dance space. If you need tents for different areas of the wedding venue, you can mix and match shapes to create separate areas for activities like dining, socialising, and dancing. Square tents are a good choice if you want to maximise ground space for guests both inside and outside the tent.

Measure the Space

Before setting up your tent, measure the size of your venue and account for any obstacles like trees or poles that might get in the way. You should also factor in space for entrance and exit areas. It's a good idea to work with the venue's event manager, as they will know the maximum tent size the space can accommodate.

Finalise Your Guest List

Before renting a tent, finalise your guest list to ensure you have an accurate count of how many people you need to accommodate. As a rule of thumb, an average person needs approximately 6-10 square feet of space to stand comfortably inside the tent.

Plan the Interior Layout

Consider how the inside of your tent will be laid out. Think about the space that tables and chairs will take up, especially if you plan to have a separate table for the wedding party. If you're including a dance floor, decide on its size and position within the tent. You'll also need to allocate space for a buffet table, bar area, gift table, and any other features you want to include.

Create a Seating Chart

A seating chart can help streamline day-of instructions and create a better experience for your guests. You can use online tools to upload your guest list, track RSVPs, and add detailed notes for each guest, such as dietary restrictions or mobility accommodations.

Choose the Right Lighting

Lighting plays a crucial role in creating the right atmosphere for your wedding. Consider using weatherproof, outdoor string bulb lights around the perimeter of the tent, or crisscrossing them inside the roof to give a soft glow. You can also add a statement pendant light or a disco ball if the tent has support beams.

Mark Tent Pole Locations

Note the number of poles and the space between them. Avoid placing chairs in front of the poles, as this will obstruct the path to and from seats. Designate specific poles as the exit and entrance areas, and create a floor plan that directs the flow of traffic.

Spacing and Capacity

When arranging your furniture, allow for sufficient spacing between different elements. For round or banquet tables, provide 60 to 80 inches of space between them. For chair backs facing each other or square/rectangular tables facing each other, allow at least 52 to 66 inches of space. If square tables have corners facing each other, aim for 24 or more inches of space.

Additional Considerations

Don't forget to include other essential items in your layout, such as a music stand, speakers, a waiter station, a wedding favour table, a cake stand, heaters/air conditioning, and trash cans. Also, remember to identify outlet locations and plan how cables will be run to avoid placing them in high-traffic areas.

Extras: lighting, walls, flooring, air con/heating

When planning a wedding tent for 150 guests, there are a few key extras to consider to ensure the comfort and enjoyment of your guests.

Lighting

The lighting of your wedding tent can transform the space and create the desired atmosphere. From basic perimeter lighting to more elaborate full-canopy lighting, the options are endless. You can choose from various lighting layouts, such as corner-to-peak, radial, zig-zag, or parallel, to achieve the desired effect. Additionally, the use of different types of lights, such as string lights, uplights, or spotlights, can enhance the ambiance and showcase specific areas.

Walls

Removable sidewalls provide versatility and customisation to your wedding tent. They offer protection from the elements, such as wind or rain, and can be adjusted to suit the desired level of privacy or openness. Sidewalls with windows or doors can also enhance the aesthetics and provide a pleasant view for your guests.

Flooring

Flooring is an important consideration for any event, especially a wedding. It can transform a basic outdoor space into an elegant and comfortable setting. There are various options for tent flooring, including:

• Carpeting or rugs: Adding a touch of elegance and softness to the space, creating a more intimate atmosphere.
• Wooden flooring: A classic and sturdy option that can be easily installed and provides a flat surface for guests to walk on.
• Dance floors: A designated dance floor area will encourage guests to get up and move. A smooth, flat surface is essential to ensure your guests' comfort and safety while dancing.

Air Conditioning/Heating

Maintaining a comfortable temperature inside the tent is crucial for the well-being of your guests. Companies like AirPac offer compact, portable air conditioning and heating units that blend seamlessly with your decor. These units can ensure your guests remain cool and comfortable, especially during the summer months, and can also prevent issues such as wilting flowers or melting makeup.

By carefully considering these extras—lighting, walls, flooring, and temperature control—you can create a memorable and enjoyable wedding experience for you and your guests.

Frequently asked questions