Tented Wedding Rentals: What You Need Under the Tent

A tent turns any lawn, parking lot or garden into a ballroom. It also turns you into the general contractor of that ballroom: you need a floor, a ceiling, power, climate control and a way to get people in and out. This guide lists what to rent and in what order, with a sample layout.

Size the tent

Tent sizes use the footprint of the tent, such as 30 x 60 feet, and the layout inside depends on the table type. A simple rule: seated dinner with a dance floor needs about 12 to 15 square feet per guest, and a seated dinner without dancing needs about 10 to 12. Add space for the bar, buffet, DJ and cake. See our tent size guide.

The rental list for a tented wedding

Tent and structure. Frame tent, pole tent or clearspan, with the anchoring method that suits the ground. Stakes work on grass, and ballast or weights work on pavement. See frame vs pole tents and clearspan structures.

Flooring. Grass can be uneven or soft. A subfloor makes tables level and heels safe. See tent flooring and subfloors.

Sidewalls. Clear or solid sidewalls handle wind and rain. They also keep out bugs.

Lighting. String lights, chandeliers, uplights and path lights. See tent lighting ideas and string light layouts.

Power. Many lawns have no event-grade power. A generator, correct cords and covers for walkways. Add up wattage for the band, caterer and lights.

Climate. Heaters for fall and spring, fans or coolers for summer. See heating a tent in fall and cooling a tent in summer.

Furniture. Tables, chairs, linens, dinnerware, glassware and support tables. Count chairs at one per guest plus spares; wood chairs like the cross-back and clear ghost chairs both work well under a tent.

Everything else. Dance floor, restrooms, catering prep tent, coat racks, trash stations.

Permits and safety

Larger tents in Chicago and many suburbs require a permit and sometimes a fire inspection. The City of Chicago has its own rules; see our Chicago tent permit guide. Suburbs vary, so call the village building or fire department. Heaters, generators and candles under a tent have separate rules for placement and fuel; ask the tent company and the local fire department. Do not assume a rented tent is pre-approved.

Weather and the Chicago seasons

Wind off the lake or open fields can pull stakes. Ask about wind ratings for the tent and what happens when winds exceed them. Summer humidity needs air movement, and fall nights need heat. A tent is not a substitute for a weather plan: plan a call time for the "go" decision, and tell guests what to wear. See tent wind ratings.

Where the caterer goes

A tented wedding often has no kitchen. The caterer needs a prep area outside the guest tent: a smaller tent or covered space with tables, power for warmers and refrigeration, water if possible, and a clear route to the guests. Keep the prep area close enough that food stays hot but far enough that guests don't see the back of house. Ask your caterer what equipment they bring and what you need to rent; see working with a caterer and rental company. Put the prep area downwind of the dining area so cooking smells and noise stay out of the dinner.

Guest experience details

Think about the walk from the parking area to the tent. Mark a path with lights, keep the surface level and have a rain cover at the door. Place coat racks and a guest book table inside the entrance but out of the main traffic. If the tent has a hard-to-find entry, put a sign at the curb. Provide a place for guests to sit and wait before the doors open, especially in hot or cold weather. These details cost little, and the guest's first impression of the tent starts well before dinner.

Setup timeline

Plan your tent

Book a free 15-minute seating call and we will help list everything under your tent, or request a quote with your site and guest count.