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Beyond ChiavariEvent Rentals · Chicago
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Free planning tool

Your rain plan, decided early

Set your event date and when you'll make the weather call. Then work through every backup decision, from sidewalls to the guest text.

A rain plan says what forecast triggers the backup, who makes the call, where guests go, and who needs to know. Reserve a tent or indoor space weeks ahead, keep sidewalls on hand, ask your rental company their cut-off for changes, and make the final call two to three days before.

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A heated winter tent is used to host an elegant evening wedding reception with dining guests, set across a scenic grassy field framed by trees and distant mountains
days

Ask your rental company how late they can add sidewalls or heaters.

days

If you might want a tent only in bad weather, ask the rental company for their cut-off.

Your key dates

Reserve the tent or backup space by
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Weather call
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Tell guests if the plan changes
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Decide the plan
Cover and shelter
Ground and comfort
Guests and vendors

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How it works

Using the rain plan checklist

  1. Step 1Set your datesEvent day and your weather-call day.
  2. Step 2Work the checklistCover, ground, power, guests.
  3. Step 3Use the linked toolsTent size, lighting and layout.
  4. Step 4Print and shareGive it to everyone who helps.
How the rain plan checklist works, step by step.

The method

How we work out the numbers

The key dates count back from your event date: the tent reservation date uses your rental company's cut-off, the weather call uses the days you choose, and guests hear a day after the call. Change both numbers to match your vendors.

The checklist covers the decisions that most often get missed: who calls it, the path from parking, power for heaters and the message to guests. Pair it with the tent size calculator and the timeline builder, which puts the weather call on your calendar.

Questions

Rain plan checklist: FAQ

What is a rain plan for an outdoor event?

A written backup that says what triggers it, who decides, where everything moves and who needs to know. A good one is decided weeks ahead, so on the day it's a single phone call instead of a scramble.

When should I make the weather call?

Close enough to trust the forecast, but early enough for the rental company to add sidewalls or heaters and for guests to hear about changes. Many hosts decide two to three days out, but ask your rental company for their cut-off and set the tool to match.

Should I book a tent just in case?

If there's no indoor backup, yes. Tents are reserved in advance and popular summer weekends can sell out. Some rental companies offer weather-dependent options, so ask about their terms.

Do I need sidewalls?

Sidewalls block wind-driven rain and keep heat in on cool nights. In Chicago's spring and fall, having them on site is cheap insurance against a surprise front.

Where are my ticks saved?

In this browser only. Nothing is sent to us. Print the page to share it with your planner or family.

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Guests toast during an elegant tented wedding reception featuring a Blush garden tablescape tablescape adorned with floral runners, glowing taper candles, and rose gold chairs for a celebratory dinner