Event Planning Guide - Tenting and Canopies

If you are staging an outdoor event, a canopy or tent will likely be something you will want to include. Even if your event is not in danger of being rained out or succumbing to other types of inclement weather, having a canopy is often recommended to protect the food you are serving, as well as to designate an area for guests to dine, dance, or enjoy entertainment. Tents are also great for shielding guests from hot summertime sun.

Keep in mind that tenting may require air conditioning or heating, as well as flooring and carpeting or turf. You may also require lighting, which will then require a power source. If the site where you are hosting your event does not have a power source, renting generators will require a further cost.

The type and size of tent you select will depend upon your intended use and your available space, and your cost will reflect the size of the 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 or to your event planner so they can assist you in selecting the proper size. There are four main types of tents available for rental:

• Canopy Tents and Pop Up Canopy Tents: These are lightweight tents, and are designed mostly for shade or protection from light rain.  These tents are mainly staked around the perimeter, and side walls are generally not available.  This type of tent is good for grill or buffet set-ups, or for 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, high winds, or other winter weather.

• Frame Tents: These small, lightweight tents are made of a reinforced vinyl or vinyl coated canvas stretched over an aluminum frame. The inside area is unobstructed because they have no center poles. Because of their lightweight sturdy frames and the way they are constructed, minimal staking (if any) is required and they are perfect for installation in areas where staking is not practical, (patios, decks, driveways, etc.). Lawn installations can also be done with minimal damage.

• Marquee Tents: These tents are usually constructed of reinforced vinyl or vinyl coated canvas stretched over a sectional, tubular aluminum frame.  These are the types of tents usually used for information or 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 is a traditional style tent that is supported by perimeter poles and center support poles.  It requires staking around its perimeter. (Be sure you have an additional 8' to 10' of space, in addition to the tent size, for staking.)

Whichever type of tent or canopy your event requires, Event Solutions will assist you in exploring your options so that you can find the perfect solution to protecting your guests and staging the perfect outdoor event.

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