Whether it’s your backyard, an open field or a designated event site there are some considerations to keep in mind if you’re planning to set up a party tent. Here are five tips to help you determine if your desired reception site will work.
1. Go High and Dry
The idea spot for a tent is on high, level ground. But that’s not always available. You should, however, plan for the possibility of rain, especially in New Hampshire. Therefore, you should pick a location where rain will not collect. Check the site location after a rainstorm to see if any puddles remain. Most tent rental companies can set up your tent a few days in advance of your event, which will help to keep the area dry if you get a few rain showers before the big day. But if your location is in a low area that collects run off water, no tent can keep the ground from getting soggy.
2. Keep it Level
While looking for a dry spot, you also want to stay away from a steeply sloped site. I can be awkward, if not dangerous to have tables and chairs set up on a steep slow. If you’re forced to “work with what you have” your rental company can erect a full stage underneath the tent to eliminate the slope and keep guests safe. A gradual slope is fine and your tent provider can use 10′ side poles, versus the standard 7′, to raise the height of the tent and ensure all guests can see the view. For uneven ground or surfaces (perhaps you’d like to erect a tent atop an old tennis court) you can have a full, wood floor installed.
3. Keep the Lines Clear
Depending on the type of tent you select you’ll need anywhere from 15′ to 25′ of “air space” to accommodate the tent. Your site location will need to be free of electric, cable and phone lines. Low hanging trees could also pose a problem.
4. Give Your Guests Some Relief
While your site may be “perfect” for a tent, you should ensure there are adequate facilities and sufficient nearby parking for all guests. If you need to rent portable restrooms ensure that a truck can get to the spot you’d like.
5. Give Your Guests Some Room to Move
You might love you backyard, but if it can’t accommodate the appropriate tent size you may need to rethink your plan. Tent size depends not only on the number of guests but also on its purpose. For example, a 30′ x 30′ tent that holds 140 guests for cocktails can comfortably seat only half that number for dinner (and leaves scant room for buffet stations and dancing).
A general formula to follow: Allow a minimum of 12 square feet per person seated at round tables, ten square feet at rectangular tables, and six square feet for cocktails or for ceremony seating. Then figure in the square footage of any extras like the cake table, buffet tables, bar, space of a DJ or band and dance floor.
Final Tip: Work With Your Tent Rental Provider
Working with a tent rental provider or event planner makes planning your event much easier. He or she will meet with you at the location you’re considering, review all the factors discussed above, take measurements, ask you lots of questions about the event, and then create a floor plan that puts it all together, on paper.