Whether you are celebrating a family reunion, your own wedding, or planning a major corporate party, events come in all shapes and sizes. Likewise, outdoor tent rentals offer all sorts of builds and sizes to best meet the needs of your festivities.
The customizability and flexibility of tent rental services allow for more tailored solutions to individual events. While that is fantastic, the sheer amount of choice sometimes overwhelms planners. At JH Party Rentals, we are always happy to lend our expertise to help you make the best selection and overcome decision paralysis.
For your convenience, enjoy our brief outline on sizing outdoor tent rentals for any event.
What to Consider for Sizing Tent Rentals?
There is a lot to factor in when determining what tent size you need. It is not only the number of people but also the activities, atmosphere, event type, and time of year that your event is occurring. This section explores a few of these considerations.
Number of Guests
The number of guests is a pretty clear-cut consideration to plan for. Plain and simple, the more people attending, the more space you require. For example, hosting a small gender reveal party at the park versus holding a large corporate retreat, you are looking at completely different needs in the size and use of your outdoor tent rentals.
Picking the right size based on the number of attendees is deceptively simple. Naturally, you do not want to run the risk of packing guests in like sardines. Too little space will, quite literally, cramp your party’s style.
While it seems obvious then that you want extra space, do not overdo it. Too much space and the event can feel barren. At events like conventions and festivals, this empty appearance can cause problems as it makes the event appear less appealing to visitors and vendors alike.
The goal is generally to create an intimate space, without guests feeling packed in.
A common error people make when estimating the number of people at their event is to only plan for guests. Is your event planning to have caterers, labourers, entertainment, or videographers/photographers? Ensure you plan for the space these extra bodies and activities require?
Budget
A great event often comes down to strong financial planning. Rather than planning everything you want and then trying to make it fit the budget can lead to disaster. Instead, pick the best options available and make smart decisions within the available budget.
You can plan a great event on a small budget. Putting the money into a few smart buys and rentals can still make for an elegant, successful event. However, trying to stretch a dollar to its limit can end up with a cheap-looking, chaotic event.
A limited budget doesn’t mean having to skip out on the things you need, but creative problem-solving may be required. For instance, instead of covering the whole space with tents, you may choose to cover just to dining areas and leave the event and activity space open.
To keep the budget down, it helps to rent as many of the things you need from the same source. This reduces the additional charges of going through multiple vendors and also streamlines setup with fewer deliveries. JH Party Rentals offers table and chair rentals along with tents and accessories for your convenience.
Activities
Simply setting up an outdoor tent and having people stand around is likely going to be a pretty lame event. No matter what sort of event you are planning, we are sure that your vision includes activities.
Since the dawn of civilization, just about every gathering has included meals as a core activity. Whether you have a full-service multiple-course meal or are bringing in food trucks you need to plan space accordingly. At its simplest sizing a tent for your dining area needs to include space for guests, tables, and chairs. Those needs easily expand with things like bars, food stations, catering setup, and wait staff.
Other types of activities, like dance floors, photo stations, and games are less restrictive than sitting at a table. As such, you need to leave people with a lot more room to move around to enjoy these activities.
If you are planning to have music (plan to have music) keep in mind that your entertainers will need a disproportionate amount of space, don’t just count them as one more body. Are there multiple instruments, do you need a stage setup, will there be a disco booth, and how many speakers do you need? All of these questions factor into how large your tent needs to be.
Ambiance
What kind of feel and decor do you want guests to experience at your outdoor event? Things like lighting and decorations take up extra space. Even something as simple as ceiling draping rentals takes square footage off of every wall. With each decoration, what you gain in appearance, you lose in space, so you may need to size up your outdoor tent rental to accommodate.
The time of year is also a big factor. In addition to affecting the types of decorations and ambiance you desire, you also must consider temperature control. Outdoor tent rentals, unlike permanent structures, aren’t built with climate control. As such, you may need extra space for renting tent accessories like heaters, fans, and rain gutters.
For more information on seasonal consideration read: Wedding Tent Rentals: The 4 Season Guide for GTA & Durham
What are the Most Common Tent Rental Sizes?
Ou most popular tents for outdoor events are frame tents. Frame tents come in 20-foot, 30-foot, and 40-foot widths. Tent lengths are custom, with options up to 230 feet, scaling in 15-foot increments.
There is no true most common size because every event is unique. Instead, look at how many people are attending and what needs to be accommodated inside the tent. Larger events, as you may expect, use larger tents. The 40-foot frame tents are popular for things like weddings, corporate events, festivals, and sporting events.
Our team is more than happy to assist you in selecting the ideal tent sizes and accessories for your specific event. Contact JH Party Rentals today for outdoor tent rental bookings.
