Why Wedding Tents Are Essential: A Behind-the-Scenes Look at the Planning Process
At Michelle Leo Events we understand the allure of an outdoor wedding—nature’s beauty as your backdrop, the open sky as your ceiling, and the fresh air setting the perfect tone for your celebration. However, with the unpredictability of weather (in the Utah Rockies especially), ensuring your event goes off without a hitch involves meticulous planning, especially when it comes to wedding tents.
Clear Wedding Tent with Drape at St. Regis Deer Valley
The Importance of Wedding Tents
As wedding planners, our top priority is to create a seamless and memorable experience for you and your guests. Outdoor venues, while stunning, are subject to the whims of weather, which can range from unexpected rain showers to high winds or even intense heat. This is why having a wedding tent is not just a luxury but often a necessity. Tents provide the assurance that no matter what the weather brings, your wedding day will proceed as planned. Beyond merely providing shelter, tents offer an opportunity to enhance your wedding’s ambiance. With the right design, a tent can be transformed into a beautiful, intimate space that reflects your vision.
Clear Top Timbertrac Tent at St. Regis Deer Valley
Determining the Right Tent for Your Event
Choosing the right tent involves several critical steps, all of which we handle to ensure that every detail is perfect. Here’s a glimpse into what goes on behind the scenes:
Site Evaluation: The first step is assessing your chosen venue. We carefully inspect the site to determine the size and type of tent that will work best with the landscape, guest count, and overall wedding design. We consider factors such as ground type (grass, sand, concrete), the slope of the land, and accessibility for setup.
Tent Type Selection: Based on our evaluation and your vision, we recommend the tent type that will best suit your needs. Whether it’s a classic pole tent for a garden wedding, a clear-top tent to showcase the night sky, or a sailcloth tent for a classic affair, we guide you through the options to find the perfect fit.
Size Calculation: Determining the correct tent size is crucial. We calculate the space needed for dining, dancing, and other activities, ensuring there’s ample room for your guests to move comfortably. We also consider additional elements like a dance floor, bar area, and stage for entertainment.
Design and Layout: Once the size and type of tent are determined, we work on the layout, factoring in everything from table arrangements to lighting and décor. Our goal is to create a cohesive design that maximizes the tent’s potential while aligning with your overall wedding theme.
Tidewater Tent at Private Residence
Understanding the Permitting Process
While we handle many aspects of the wedding planning process, obtaining permits for the tent is a responsibility that typically falls to the tent vendor. However, it’s important to understand this step, as it is essential to ensuring your event runs smoothly:
Regulations and Requirements: Tent vendors are well-versed in local regulations and will ensure that the tent setup complies with all necessary codes. This can include requirements for fire safety, accessibility, and structural integrity.
Site Inspections: In some cases, local authorities such as a fire marshal may require a site inspection before a permit is issued. The tent vendor coordinates these inspections, addressing any concerns related to safety or compliance.
Permit Application: The tent vendor will handle the application process and the submitting of all required documentation to local authorities. This includes detailed plans for the tent’s size, location, projected head count, and any additional structures, such as lighting or climate control systems.
The permitting process is started 2-3months prior to the event date. Trying to rush the permitting process can subject the client to “rush fees” and after hour charges. The fire marshal may even decline a permit request if submitted 30-45 days prior to the event date. While your Michelle Leo Events planner will keep the tent vendor up to date on layout and timeline changes, the tent vendor is responsible for keeping the fire marshal up to date to ensure there are no surprises on the day of inspection.Approval and Final Checks: Once the application is submitted, the approval process can take some time. The tent vendor manages this timeline and ensures that all necessary permits are secured well before your wedding day. On event day, a final inspection by the fire marshal is required after the tent is set up to confirm everything meets safety standards.
Timbertrac tent at St. Regis Deer Valley with Privacy Drape
what the experts say
We spoke with tenting expert Miranda Boss at All Out Tent and Event to get her professional opinion on how far in advance a tent should be booked. In addition, we asked her to explain why it’s not as simple as waiting until the weather forecast is available to make a final decision. Here’s what she had to say:
“Most tent rentals are secured at least 8-12 months in advance of the event date, especially for larger events. Tent suppliers recommend booking a tent no less than 6-8 months out to ensure availability. While most clients prefer to wait on booking a tent, especially when considering the desire to have an open-air feel and look, waiting until closer to the event date increases the odds of a tent not being available, especially for events booked in May-October. Furthermore, staffing can be another issue. Tent suppliers carry a full schedule throughout the summer and usually do not have last-minute availability to set up the tent (which takes multiple hours). Even if the physical tent is available for rent, staffing to deliver, install, and strike the tent is typically scheduled out well in advance to ensure each tent install is adequately staffed.” -Miranda Boss, All Out Tent & Event
Clear Glass Tent at St. Regis Deer Valley
The Risks of Not Having a Tent
While an outdoor wedding without a tent might seem tempting, especially in ideal weather conditions, the risks of not having a tent as a backup plan can be significant:
Weather Woes: Even the most reliable weather forecasts can be wrong. A sudden rainstorm, high winds, or unseasonably hot or cold temperatures can quickly turn a beautiful outdoor setting into a challenging environment for you and your guests. Without a tent, you risk discomfort, disrupted timelines, and potential damage to décor and equipment.
Logistical Challenges: If bad weather strikes without a tent in place, it can be difficult to find an alternative solution on short notice. This could lead to delays, additional costs, and a general sense of stress that could overshadow your special day.
Guest Comfort: Your guests’ comfort is paramount, and a tent provides not only shelter from the elements but also a defined space for dining, dancing, and celebrating. Without a tent, guests may feel exposed, and the flow of the event could be negatively impacted.
Vendor Protection: Many of your wedding vendors, such as the band or DJ, caterer, and florist, rely on a stable environment to perform their services effectively. A tent protects their equipment and setups, ensuring they can deliver the best possible experience for you and your guests.
Clear Tent on Grand Lawn at Montage Deer Valley
Why This Process Takes Time—and Why It’s Worth It
As your wedding planner, we understand that the permit process and tent setup can be detailed and time-consuming. While the tent vendor is responsible for obtaining the necessary permits, we work closely with them to ensure everything is on track and that all requirements are met. This attention to detail is crucial in ensuring that your wedding day is flawless. The security of knowing your event is protected from unforeseen weather, coupled with the opportunity to create a stunning, personalized space, makes the investment of time and effort worthwhile.
At Michelle Leo Events we take pride in managing these logistics so that you can focus on enjoying your special day. Our expertise in handling the complexities of wedding tents means that you can have peace of mind, knowing that every aspect is taken care of with precision and care.
Clear Wedding Tent on the Grand Lawn of Montage Deer Valley
Conclusion
Wedding tents are more than just a backup plan—they are an integral part of creating a beautiful, functional space for your outdoor celebration. While we manage many aspects of your wedding, including coordinating with your tent vendor, understanding the permitting process and the risks of not having a tent are key to a successful event. With our guidance and the expertise of our trusted vendors, your wedding day will be everything you’ve dreamed of, no matter the weather.
Click here to learn more about the different styles of wedding tents to choose from, including the pros and cons associated with each.
Clear Top at Talisker Club, Tuhaye
