Strategies for taking your tented events from functional to fabulous
By Connie Jeske Crane
Not that long ago with outdoor events, tents tended to be an event planner’s lackluster plan B—something to fall back on if black clouds and a solid drenching threatened your garden party.
Today, though—with new engineering, advanced tech including HVAC systems and electricity, not to mention stylish new formats—tenting systems are serving as full-fledged temporary event venues. Whether you opt for a sleek black conservatory style or a flower-strewn white pole tent, at their best tent installations add both a “wow” factor and functionality.
And tents have one more potential value-add. Because of their travel-ready nomadic side, they also play nicely into modern partygoers’ desire for personalization and uniqueness. Consider Eventbrite’s 2024 event trends survey, which found that eventgoers “want to try new things, explore new places,” and enjoy events that “allow them to connect with or immerse themselves in nature.” Compared to a standard hotel ballroom or restaurant format, it’s easy to see why many clients today are lured by the romance of a tent set amidst a dreamy locale.
Elizabeth Vigotty, event member service manager for the American Rental Association (ARA), confirms a robust demand. “I definitely see tents being increasingly popular for different types of events,” she says. While weddings are still the prime application, Vigotty says tents are increasingly popular at corporate and sporting events, festivals, community gatherings and charity events: “It’s just so wild to see how well-used tents are right now.”
Following are six tips from event pros on how to take your tenting from functional to full-on fabulous.
Choose a Breathtaking Location
For Chris Sanchez, managing partner with LUX Catering & Events in Salt Lake City, Utah, choosing a stunning location is a sure way to elevate a tented event. While some builds can take time and a healthy budget to boot, Sanchez says the creative possibilities are near limitless, and tenting can be especially helpful if “a client can’t find that unique venue that matches their personality.”
Examples from LUX include dining enclosures overlooking snowcapped mountains and forests, and tented destination weddings in the southern Utah desert. “You may find this beautiful mountain meadow where you just ‘have to have’ your wedding,” says Sanchez. “And so, it allows us to bring in that structure in a timely way that lets you have your wedding in the location of your dreams.”
Tents expand the square footage at smaller postcard-pretty venues, points out Sanchez—if there’s a beautiful beach house that can’t accommodate the desired number of guests, for example. Thanks to modern HVAC technology, they also expand the seasonality of venues. “There are so many opportunities to make a very comfortable setting for your guests that could be typically not as comfortable,” he adds.
Select a Dramatic Tent Concept
New tent options offer exciting design possibilities. “Clear top tents are popular as they allow the blue sky to maintain a presence,” says Genève McNally, founding planner with DreamGroup Weddings + Events in Vancouver, British Columbia. “Some of the more modern ones even have black trim instead of the typical white for a super edgy and modern look.” Classic white tents are still very common choices as well, McNally adds: “It comes down to the aesthetic of the design and what best suits it.”
When it comes to layout, one event concept Sanchez says often works well is a multi-tent installation. “You don’t have to just do one big rectangular tent—you can add on different tents,” he says. “If it’s nice weather outside, we sometimes do multiple tents in a grouping so that there are different experiences in different tents, and you can kind of travel between those things.”
To wade through choices, Sanchez recommends consultation. “There are so many new and unique tent structures—clear span tents, canvas tents with the traditional high point peaks,” he notes. “So, I think as you work together with your partners, really find out what is possible.”
Think Layering with Lighting and Décor
Décor choices are another powerful way to transform a ho-hum tent scenario. Flooring, which experts we consulted say is installed for most special occasion tents, is a great place to start. Practically, Vigotty says, for “women in heels you don’t want them poking through the ground.” Design-wise, options run the gamut, so you can choose flooring to complement and elevate overall event décor. As Vigotty says, “It definitely increases that kind of indoor fusion, making you feel like you’re walking into a building rather than being outside, but you’re still getting that beautiful feeling of the outdoors.”
A good lighting plan is also critical to both design and function. “I’m always a firm believer in layering, with events and design,” says Sanchez. “So, I think it’s really important to have beautiful uplighting as well as downlighting. You can do chandeliers in the tent if that’s the aesthetic with some uplighting, but then I also love breakup patterns and gobos; projecting them onto the ceiling, it really draws your attention up to the full height of the structure.” Illuminating tent exteriors, he adds, is important for nighttime safety but also inviting, drawing guests into the structure.
Other elements you can layer into décor, says McNally, include luxury floral installations, lanterns and string lighting, and colorful pole drapes and drapery tent liners.
Go Bold with Color
Color is another powerful way to elevate your setup. After several years of organic white-and-green palettes, 2024 is seeing a shift toward bolder color—often involving one carefully selected hue repeated throughout.
At a recent LUX event, for example, the design involved on-trend apricot tones repeated in lush florals, candles, place cards and table coverings. Recently, the company has also used an ombre motif and, at a spring event, hits of mossy green throughout—in table linens, floral designs and even the food.
At one of McNally’s DreamGroup events, the dramatic black framing of the event’s tent structure was echoed in contemporary black table linens, tent drapery panels, and a black-and-white checkerboard dance floor, but also nicely contrasted with elegant gold chandeliers and cross-back chairs.
Create Purposeful Spaces
A great way to add delight to tented events is by carving out unexpected yet purposeful spaces for guests to enjoy—think lounge areas, bar setup, dance floor, buffet.
In its installations, LUX often delivers wonderful lounge spaces that charm the eye. Areas are delineated with hedge walls, shelving, or intricate screens, and then generously decorated with cozy rugs, low-slung coffee tables, art, florals, and overstuffed poufs that reference the overall décor vibe.
Collaborate
One final key to memorable setups, says Sanchez, involves “collaborating with your partners; I think that’s what leads to really great results. And I’m a firm believer in pushing the limits. I think that’s the way we innovate and find new opportunities.” Push the envelope when it comes to creativity, advises Sanchez: “I would even dare to say if I find a vendor who says ‘No’ to keep searching, keep asking. Because sometimes that’s where the greatest things and the newest trends have come from.”
Making It Work: Practical aspects of tent installations
Tips from Elizabeth Vigotty, American Rental Association:
• Put safety first. This includes following proper tent installation practices; compliance with municipal codes as well as electrical, public health and fire safety regulations; and having emergency evacuation plans. The ARA offers a broad range of safety training and certifications.
• Set proper timelines. Book items such as tents well in advance, especially for peak season, and allow adequate time in your schedule for tent setup and breakdown.
• Conduct site visits. Go in person to your event site to ensure you’re happy with your plans.
According to Chris Sanchez of LUX Catering & Events, tent installations should include:
• A water diversion plan: Having gutter systems on tents ensures water can divert away from tenting if it rains.
• A proper catering tent: A well-laid-out and screened-off back-of-house complements the front-of-house design and helps create a seamless service experience.
• Rigging points: Work with your tent or rental company to ensure you have appropriate rigging for lighting, fans and other ceiling decor.
• HVAC, electrical and water systems, and washrooms: Provide for the comfort of your guests and staff in your overall planning.
• Flow: Ensure compliance with regulations around access points in your tent installation. Keep in mind the event flow and consider how to avoid bottlenecks and maximize sightlines in your design.
