Tent rentals can often represent considerable savings when you are planning an event especially considering the cost of renting a large space. That being said, there are many factors to consider when organizing a tented event, and many of the details can translate to costs adding up quickly. So, in this next series of blogs, we’ll endeavour to help you plan your tent event regardless of your budget.
The Type of Tent
Believe it or not, the costs for renting different types of tents can vary significantly. Three common types of tents are frame tents, pole tents, and clear-span tents. Frame tents are small and feature an aluminum frame rather than center poles. They tend to be less expensive to rent but won’t accommodate a larger party. Pole tents on the other hand tend to be much larger with multiple centre poles as well as perimeter poles. These tents are great for smaller events and for those on a budget, but you’ll probably need to organizing catering and other services to be managed outside of the tent. Finally, clear-span tents are the most expensive but the best choice if budget isn’t a consideration. They feature an aluminum frame, but on a much larger scale than frame tents.
Under the Tent
Another factor to consider when you are planning an event on a tight budget is what is going under the tent. Chairs, tables, food service, and a dance floor are just a few of those items. If you’re trying to save money on tent rentals, you’ll want to be creative about how you use the tented space. You’re likely to need tables for guests, but you may be able to forego the chairs – especially if you’re organizing a cocktail reception or other less formal event. Careful planning can help you use your space more efficiently. Generally speaking, the larger the tent required, the more it will cost – so, try to move some services outside the tent if possible. If you’re on a budget, fewer amenities and decorations can help you cut costs.
Location
One of the most important factors to consider when planning your event is location – and trust us when we say, location can have a significant impact on costs. Factors such as climate and geography should not be overlooked. For example, if you’re choosing a location that sees a lot of wind, you may require advanced staking to secure the tent and protect your guests from the weather. Similarly, the surface of your tent site should be carefully considered – you’ll likely require some kind of flooring to make the surface more stable, but you’ll also want to be sure you can secure the tent with stakes. Even the time of year or day can impact costs. A daytime event on a spring day would reduce your lighting and heating costs.
Decoration
Finally, spend some time thinking about how you can be creative with decorations to save on your budget, especially if you have less flexibility with the type of tent. Can you create DIY decorations? Are the natural surroundings for your event decoration enough? Ultimately, simplicity with decorations can save you money but it doesn’t need to detract from the elegance of your event. Select your lighting carefully, and you can create very inexpensive but lovely ambiance for any event. Likewise, craft projects with friends, family, and even colleagues can help you create the perfect atmosphere without blowing your budget. Additionally, when choosing elements like linens, chairs, and tables – keep it simple. Solid coloured linens can save money, and folding chairs and tables tend to be less expensive. Spend a little time researching decorations and you won’t spend a lot on the event
