A Tent Rental Checklist

A Tent Rental Checklist

Outdoor weddings and parties can be a great deal of fun, but they’re also a lot of work to put together. In addition to renting a tent, you’ll also want to rent tent accessories. Here’s a checklist to help you keep track of everything.


The most important foundational piece is the tent itself. Find an event rental company that can give you some choices in size, material, and shape so that you can choose exactly what works for you. Will you be doing dinner? Will you need a dance floor? Make sure you know everything you want to happen at your event so you can discuss your dream wedding with the event rentals and get exactly what you need.

Tent Sizes

Your event rental company can give you more information, but in general you should plan for 15 square feet per guest in order to have the ideal amount of room. You should never go smaller than 13 square feet per guest, and you’ll also want to figure whether you’ll need a special spot for the band.

Main Tent Accessories

In addition to the main tent, here are some big items you have to consider as you rent tent accessories:

  • Band stage
  • Portable toilets
  • Dance floor
  • Food prep area


The lighting has to be perfect, so when you rent tent accessories be sure to think about what types of lights and how many you’ll need.

  • LED
  • Lamps
  • Gobos
  • Chandeliers
  • String lights
  • Torches
  • Spotlights
  • Track lights

Lounge Area

Depending on how long the wedding goes and what your goals are, you might want to rent tent accessories that will allow you to have a special lounge area for VIP guests. This is especially thoughtful if you know you’ll have a lot of older guests or expectant mothers. Here’s what to consider getting:

  • Coffee tables
  • Footrests
  • Chairs
  • Couches
  • Side Tables
  • Rugs
  • Heaters

Don’t Forget to Dine

Will you and your guests be eating dinner together? Then don’t forget to rent tent accessories that will make it an epic meal. Here’s what to consider getting:

  • Dining Tables
    1. Long
    2. Banquet
    3. Square
    4. Round
  • Cake table
  • Bar
  • Serving Tables
  • Chairs
    1. Chair covers
    2. Chair decorations
  • Glassware
    1. Water glasses
    2. Red wine glasses
    3. White Wine glasses
    4. Champagne flutes
    5. Children’s cups
  • Silverware
    1. Place settings
    2. Serving pieces
    3. Dessert forks
    4. Dessert spoons
  • Linens
    1. Overlays
    2. Napkins
    3. Buffet table linen
    4. Individual covers

Other Rentals

There are a few other items you may want to consider making sure get on the list. These can include a ceremony tent, air conditioners or heaters, fans, a sound system, carpeting, a coat rack and hangers, or a covered walkway. To make sure you rent tent accessories in time and in the right amounts, always talk to an event coordinator and rental company well in advance of your event.

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