It’s no secret that tented weddings are stunning. However, when most couples approach me about planning one, they’re taken aback by the price tag. The reality of tented weddings is that there are many hidden costs involved. After all, you’re essentially building your own venue! This means shelling out on lights, power, rentals, and a team of professionals who can bring it all together. In addition, most tents require a little sprucing up, which usually entails bringing in additional lighting, drapes, chandeliers, and plenty of florals. And after all of that, you may need to put in custom flooring—which means you’re looking at a cost larger than that of the tent and rentals combined.
With all of that said, if a tented wedding is your vision, I don’t want to discourage you! I love planning them - after all, it’s a blank canvas. Rather, I think it’s important that couples receive all of the information they need to make an informed decision about whether or not a tented wedding is right for them. That’s why I’ve created this guide to tented weddings! It’s got all of the insider info you need so that you can assess your budget, make a game plan, and forge ahead with confidence. Let’s dive in!
Choosing a Tent
This decision may or may not be up to you. Certain venues do not allow staking, which means that certain kinds of tents will be off-limits, no matter how much you prefer their aesthetic. In turn, this can cause the budget for your decor to go up.
For example, I’m a huge fan of sailcloth tents for the summer. They have wooden legs to hold them up instead of steel poles, which brings a fresher, cleaner look to events. Lighting will always be necessary, but the sailcloth tent itself is so elegant that hardly any additional adornments besides maybe some lighting fixtures are required. However, sailcloth tents need to be staked down, which entails hammering two-foot nails into the ground. Depending on what’s underneath that ground (sprinkler system, septic tank, etc.), this may not be possible—and your venue may not allow it anyway.
If you discover that a sailcloth tent is not an option for you, then you’re looking at a pole tent. As the name says, these have metal poles and you have the option of a white or clear top. They aren’t the most inviting, so additional decor may be needed to get that “wedding day look” such as pipe and drape, fancy lighting, or floral installs.
Getting the Lay of the Land
Take a close look at the area where you plan to set up your tent. Is the ground flat or are you dealing with patches of unevenness? If it’s uneven, you may want to consider investing in a subfloor for your tent. Otherwise, you’ll have a hard time laying out tables, chairs, and a dance floor without creating tripping hazards for you and your guests.
A full subfloor for a large tent can be quite costly, sometimes upwards of $20K. So, if you don’t want to blow your budget in this area, consider getting one just for the dance floor. Also consider the weather in the week leading up to your wedding day. If it rains for days beforehand and the ground softens, you may have more trouble getting away with just a partial subfloor. Always have a plan B!
Facilities and Amenities
Not only do your guests deserve basic comforts at your event, but your vendors require certain facilities in order to do their jobs properly. First and foremost, assess the restroom situation. Is there a restroom with power and running water within a reasonable walking distance, or will you need to rent your own?
Similarly, is there a kitchen nearby with all of the necessary amenities for your caterer to use, or will you need to provide one? If the latter, you will likely need a separate small tent for your caterer with whatever rentals they require, lighting, power, and access to water. The area must be covered in the event of rain, and importantly, the water must be potable drinking water. If it is not, then you will need to run a hose into the kitchen/prep area so that your catering team has access to it (see how the little unexpected expenses can add up?). Also, consider the trash situation. Will your caterer cart the food waste out themselves? Will they require a dumpster?
In addition, your tent will require power. This means you’ll need at least one small generator to power your tent lighting and cater to the needs of your DJ and/or band. Some events, however, require multiple generators to power catering tents, ovens, and restrooms.
Seasonal Factors
The season of your wedding may have bearing on your tent needs. As mentioned earlier, if your wedding is in wintertime, then you’ll require heaters inside your tent. You’ll likely also want sidewalls to keep out the chill. Conversely, on a hot summer day, misters may be required to keep everyone comfortable. And, for a summer wedding, you’ll want to steer clear of a clear-top tent. This will have a greenhouse effect on the inside, and your guests will be sweating bullets!
Acquiring Permits
Before you can do anything else, certain municipalities will require you to apply for a tent permit. So, start by looking into the regulations of the county where your venue is located. If you find out that a permit will be necessary, then take time to sit down with your partner and your family and delegate responsibility. Determine who will file the permit and who will cover the cost of filing.
Depending on the season of your wedding, a tent permit may not be all that is required. For example, if you’re planning a wintertime event, then you will need to heat the tent. In that case, you may need a propane permit, which will be an additional cost.
At the end of the day, these are just the basic considerations when planning a tented wedding. Because a tent is a blank canvas, everything inside needs to be either purchased or rented, then transported to the tent site (tables, chairs, bar, buffet, etc.). When all is said and done, you can expect to spend at least $20K+ on the structure and rentals. Still, tented weddings are undeniably some of the loveliest affairs—and they aren’t going anywhere anytime soon. If you’ve come to the conclusion that the increased demands and expense are worth it for you and your partner, I would be honored to help bring the tented wedding of your dreams to life. Get in touch with me today!
