How to craft the perfect setting for your special day.
Planning an outdoor tent wedding is a journey filled with multiple options to make your day one to remember for a lifetime. From envisioning the reception tent to arranging a dance floor under the stars, every detail can contribute to a magical experience.
Here’s a comprehensive guide to help you navigate the essential elements of planning your outdoor tent wedding, and to inspire you to create a day that is truly yours.
Choosing the Ideal Venue and Reception Tent
The first step in planning your outdoor tent wedding is selecting the right venue. Whether it’s a sprawling backyard oasis, a picturesque desert park, or a grass field at your local church – ensure the venue aligns with your vision for a one of a kind romantic celebration. Remember that public venues, like parks, typically require permits and may incur late-night pickup fees. It’s often best to find a secure private property where you can set up the day before and take down the day after, allowing ample time to entertain your guests without the pressure of making sure the venue is acceptable to the property managers.
It’s good to note that many venues are more tent-friendly than others, and when selecting your reception tent, consider size, style, and weather protection. Always seek venues where tents can be staked into the ground for safety and ease of securing any necessary fire permits. Be aware of obstacles like low hanging trees and power lines that can complicate or make installation impossible. Consulting with a local tent rental vendor, like JMS Tents & Party Rentals, can provide insights into suitable options that enhance your venue and comfortably accommodate your guest list.
Creating a Comfortable and Elegant Atmosphere
Tables and chairs play a crucial role in both functionality and ambiance. Opt for tables and chairs that blend seamlessly with your chosen decor theme, whether rustic chic or classic elegance. Ensure there’s ample space for guests to dine comfortably and move around. Adding linens, such as napkins, table runners, and overlays, can elevate the overall look, add a splash of color and sophistication.
Regarding seating, most couples (over 95%) choose not to order double chairs. Instead, they typically move chairs from the ceremony area to the reception area. Many couples choose to expand the bar area by incorporating stand-up cocktail tables to encourage mingling while the wedding party takes their post ceremony photos while the chairs are being relocated.
Placing the Dance Floor
One of the highlights of any outdoor wedding reception is the ability to dance under the stars. Designate a spacious area within your reception tent for the dance floor, ensuring it’s centrally located and easily accessible from dining tables. Consider the sun’s position during your reception and orient the tent accordingly. Incorporating G40 string lighting can enhance the atmosphere after sunset, as they are a popular choice for modern weddings.
Decor and Lighting
Consider enhancing the natural beauty of your outdoor setting with thoughtfully chosen decor and lighting. For instance trendy bistro lights can create a magical ambiance as the sun sets and your guests settle down for a nice evening meal.
Work with your decor specialist or somebody you trust that knows colors well to incorporate floral arrangements, centerpieces, and other accents harmonizing with the surroundings.
Weather Contingency Plans
While planning an outdoor tent wedding offers unparalleled charm, it’s essential to have contingency plans in place for inclement weather. Consult with your party rental provider about options for sidewalls, heaters to keep your guests warm, or coolers and fans to keep them cool, depending on the season. Having these arrangements ready ensures your guests remain comfortable, regardless of weather conditions.
Also, consider adding rain gutters at the last minute under the connected tents to seal the edges, ensuring your guests a dry and comfortable experience if inclement weather appears imminent.
Catering and Bar Services
Coordinate with your chosen caterer to design a menu that complements the outdoor setting and reflects your tastes as a couple. Whether you opt for a buffet or plated meals, ensure the catering service has sufficient space and amenities within the wedding reception tent to serve your guests and clean up after the meal.
Guest Comfort and Logistics
Plan the logistics of your outdoor tent wedding to ensure a smooth experience for your guests. Provide ample signage to guide them from the parking area to the ceremony and reception spaces. Ensure your restroom facilities are easily accessible, and consider partnering with a company like LTDPR.com to provide restroom trailers for guest comfort.
Additionally, consider creating comfortable lounge areas where guests can relax and mingle throughout the celebration.
Photography and Videography
Capture every moment of your outdoor tent wedding with professional photography and videography services. Discuss the best locations for intimate portraits, candid shots, and sweeping landscape views with your chosen professionals. Communicate your vision for the wedding album and video to ensure they meet your expectations.
Final Touches and Personalization
Infuse your personalities into the finer details of your outdoor tent wedding. Consider personalized touches like custom signage, monogrammed napkins, or themed favors for guests.
These elements not only enhance the experience but also create lasting memories for you and your loved ones, making them an integral part of your special day.
Planning an outdoor tent wedding requires a meticulous approach and thoughtful coordination.
By working with the right vendor, like JMS Tents & Party Rentals, and focusing on essential aspects such as the reception tent, dance floor, tables, chairs, and decor, you can create a magical atmosphere where you and your guests will cherish every moment while dancing under the stars on your special day.
