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Tents can be a great addition to an outdoor wedding for many reasons. Not only can they greatly enhance the appearance of your wedding, they can also greatly increase the comfort of the wedding ceremony or reception by sheltering you and your guests from the elements - and bugs.
Tents are available in a variety of sizes ranging from 10' x 10' to infinity in a variety of colors ranging from solid white to a number of gala colored stripe options.
TYPES OF TENTS
There are 4 main types of tents available;
Canopy Tents and Pop Up Canopy
Tents
These tents are very lightweight and are designed to provide only shade or
protection from light rain. Perimeter staking is usually required for standard
canopy tents and side walls are not usually available. This type of tent is good for
grill setups, covering a buffet area, or for seating shade for smaller groups. Pop
up canopy tents are similar to the design of a small frame tent using a collapsible
aluminum frame which does not require staking. Neither of these lightweight tents
are suitable for heavy rains or high winds and they usually do not have sidewalls.
Frame Tents
These small, lightweight tents are made of a reinforced vinyl or vinyl coated
canvas stretched over an aluminum frame. Since they have no center poles, the inside area
is unobstructed. Depending upon their construction, and due to their lightweight sturdy
frames, minimal staking (if any) is required and they are perfect for installation in
areas where staking is not practical, i.e. patios, decks, driveways, etc. (There is
minimal damage to lawn installations as well...)
Marquee Tents
These tents are usually constructed of reinforced vinyl or vinyl coated canvas
stretched over a sectional, tubular aluminum frame. They are normally used for sales
or information booths and vendor booths. They can also be placed end to end for use as a
covered walkway or to create a longer tented area. This type of tent usually
requires staking or weighting.
Pole Tents
This traditional style tent is supported by perimeter poles and center support
poles. This type of tent requires staking around the perimeter of the tent. (Be sure
you have an additional 8' to 10' of space in addition to the tent size for staking.)
TENT SELECTION
The type and size of tent you select will depend upon your intended use and your available
space. Your cost will depend mainly upon the size and type of tent selected. Be sure to
explain the factors that will affect your selection, i.e. number of guests, number of
tables, etc. to the tent rental company so they can assist you in selecting the proper
size.
TENT PLACEMENT
When considering the placement of the tent, try to select a level area and make sure that
you are not placing it in a low area where water will flow or accumulate if it should
rain. If staking is required, be careful of the unseen underground factors that may
affect the tent placement, i.e. sprinkler systems (checking the sprinkler timers is not a
bad idea either), gas and water lines, and telephone and electrical conduit or wires. In
most municipalities the local utility companies will be happy to visit the site and mark
the locations of their pipes, wires, etc. If electrical service is required to the
tent for lighting, etc. try to locate the tent in an area where power can be easily
accessed and run to the tent. Electrical generators are also available for areas
where electrical power is not readily available.
ACCESSORIES
Depending upon your intended tent use, following are some accessories you may
want to consider...
Sidewalls - Solid, windowed and mesh screen sidewalls are usually available for
most larger tents. Some windowed sidewalls are rather elaborate in design and offer a
very
upscale appearance.
Air Conditioning/Heating - Depending upon the expected ambient temperature, these options can greatly increase the level of comfort. (Tent sidewalls are needed when either of these options are used.)
Sub flooring - If you want to protect your lawn, a sub flooring can be used to protect high traffic areas or in areas where there is (or may be) excessive moisture.
Carpeting - Outdoor carpeting is available from most rental companies that can enhance the appearance and comfort when tents are placed on asphalt or concrete. It can also be used in high traffic areas to protect turf from traffic pattern wear.
Dance Floors - This optional item is highly recommended if dancing is planned.
Lighting - Lighting can be used for practical application (like to see what you are eating) or to create a desired effect or mood.
Draping - Material draping can add an elegant touch and can be combined with lighting effects to create a very romantic or dramatic effect.
SMART QUESTIONS
When it is time to rent a tent, following are a few examples of questions that
you will probably want to ask the tent rental company...
What are the costs and what exactly is included? Some companies include setup and tear down in their costs while others do not. Some charge an additional "drying" charge should it rain while the tent is up at your event. Some charge extra for weekend delivery.
Are the tents deodorized? The musty smell of mildew does little to enhance the appeal of a delicious meal.
How early will they set up? There have been instances when the tent was still going up while the guests were arriving which left no time for the caterer or band to set up the area prior to guest arrival. Not a good thing...
When will they tear down? Be sure to allow sufficient time for your guests and suppliers to leave before the tent comes down. Having a bunch of workers standing around waiting for your guests to leave is quite tacky.
Is the company insured? Hey, mistakes do happen. Be sure there is available compensation if the tent installation damages something (or someone) at your event.
Does the company have any recent references or letters of recommendation they can share with you?
THE CONTRACT
Be sure all included items and costs are clearly outlined along with deposit
refund policies, etc. Delivery, set-up and teardown times should also be firmly
established. You should expect the tent company to stick to those times - and
YOU should be prepared to stick to those times.
THE INSTALLATION
Prior to the delivery and set-up of the tent it is not a bad idea to measure the area and
create a diagram indicating the placement of the tent - including extra area for
staking and walkways. It is also wise to have
someone onsite when the tent arrives and during set-up to make sure the tent is set-up in
the proper place.
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