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Key Takeaways:
Nothing prepares you for the laundry list of tasks to check off when you’re planning an outdoor event. If you’ve got the venue and decor all taken care of, you probably ended up with not enough food. Or maybe there’s plenty of hors d'oeuvres to go around, yet not enough chairs or tables to sit and eat at.
Our advice? Renting over buying.
But more importantly, stop trying to carry it all on your shoulders and hire a party equipment rental service to deliver and set up the essentials. Here’s a guide to everything you might need, from seating charts and entertainment to temperature control and lighting.
1. Rental Tents
Pick your tent before you book anything else. It shapes everything downstream, from where the dance floor ends up to how many tables actually fit inside. Choosing the right tent size is easy if you lead with the head count and the event flow.
Most event organizers pick between two types of tent rentals:
Another tip is to ask about sidewalls if you’re hosting in late fall or early spring. Clear or solid panels turn a tent into a windbreak almost instantly, and guests won’t have to deal with windswept hair, dresses, and table linens.
2. Decor
If you’re wondering how to plan decor for an outdoor event or wedding, our advice is to work with the season rather than against it, especially when deciding on color schemes.
Greenery and lighter linens read well in summer and spring. Deep jewel tones, string lights, and something soft like faux fur on the chairs work better once the weather turns.
Working with a professional rental company means everything, from tent and linens to centerpiece stands, is included in a single order, so you’re not juggling three vendors to achieve the same look.
3. Seating Plan
When planning a seating chart for an outdoor event, you’re usually prioritizing one of three things: space utilization, visibility, or mingling.
Round tables encourage people to talk and socialize, while rectangular tables fit more guests in less square footage. Neither is objectively better, so it comes down to your headcount and how much floor space you’ve actually got to work with.
There are plenty of options for chairs too, each with their own benefits:
4. Entertainment
Backyards, fields, rooftops – none of them come with a flat, even surface built in. That’s why a rental dance floor becomes important. Rented flooring panels lock together over grass or gravel, providing guests with a safe, predictable surface to dance on.
If your event has a live band, a DJ, or cables of any sort running through the entertainment area, everything needs to stay out of the main walkway. That’s where a raised platform or staging area helps contain the tech.
Sound also doesn’t travel outdoors the way it would in a ballroom or a closed venue. So the few inches of added height will make a difference.
It’s as important to set up entertainment for the kids as it is for the adults. Bounce houses and inflatable rentals keep children occupied so parents can enjoy a meal or mingle with other guests.
If the venue is smaller, lawn games like cornhole or giant Jenga also cover a wider age range while taking up a fraction of the space.
A popcorn cart or a snow-cone stand adds festive energy to events where a formal buffet feels out of place. Concession rentals are also great for summer events or fundraisers where guests prefer to graze all afternoon rather than sit down for one big meal.
5. Temperature Control
Another key factor when planning an outdoor event is renting heaters and coolers to keep guests comfortable in extreme weather.
For summer, place misting fans or industrial standing fans around the tent’s edges. While a portable AC works fine for smaller, enclosed tents, cooling a full frame tent that way gets expensive really fast.
A winter outdoor party turns the problem entirely on its head. Patio heaters and fire pits are usually the difference between guests lingering past dessert or grabbing their coats right after dinner. Put the heaters where people are actually sitting, not scattered along walkways where the warmth just goes to waste.
As you start putting together your outdoor event, planning will go much more smoothly if you book party rentals ahead of time. Get all your necessities delivered and professionally set up just in time for your outdoor event.
It’s affordable, easy, and takes a major chunk off your to-do list. This way, you can focus on being the best host and mingle with your guests.
Plan on two to three square feet per guest who’ll actually be dancing, not your full headcount.
Stick to the classics to entertain adults, including games such as beer pong, bottle ring toss, and tug-of-war.
Light rentals will keep your outdoor venue well-lit into the evening, ensuring guests can get around safely and continue mingling.
Key Takeaways:
Nothing prepares you for the laundry list of tasks to check off when you’re planning an outdoor event. If you’ve got the venue and decor all taken care of, you probably ended up with not enough food. Or maybe there’s plenty of hors d'oeuvres to go around, yet not enough chairs or tables to sit and eat at.
Our advice? Renting over buying.
But more importantly, stop trying to carry it all on your shoulders and hire a party equipment rental service to deliver and set up the essentials. Here’s a guide to everything you might need, from seating charts and entertainment to temperature control and lighting.
1. Rental Tents
Pick your tent before you book anything else. It shapes everything downstream, from where the dance floor ends up to how many tables actually fit inside. Choosing the right tent size is easy if you lead with the head count and the event flow.
Most event organizers pick between two types of tent rentals:
Another tip is to ask about sidewalls if you’re hosting in late fall or early spring. Clear or solid panels turn a tent into a windbreak almost instantly, and guests won’t have to deal with windswept hair, dresses, and table linens.
2. Decor
If you’re wondering how to plan decor for an outdoor event or wedding, our advice is to work with the season rather than against it, especially when deciding on color schemes.
Greenery and lighter linens read well in summer and spring. Deep jewel tones, string lights, and something soft like faux fur on the chairs work better once the weather turns.
Working with a professional rental company means everything, from tent and linens to centerpiece stands, is included in a single order, so you’re not juggling three vendors to achieve the same look.
3. Seating Plan
When planning a seating chart for an outdoor event, you’re usually prioritizing one of three things: space utilization, visibility, or mingling.
Round tables encourage people to talk and socialize, while rectangular tables fit more guests in less square footage. Neither is objectively better, so it comes down to your headcount and how much floor space you’ve actually got to work with.
There are plenty of options for chairs too, each with their own benefits:
4. Entertainment
Backyards, fields, rooftops – none of them come with a flat, even surface built in. That’s why a rental dance floor becomes important. Rented flooring panels lock together over grass or gravel, providing guests with a safe, predictable surface to dance on.
If your event has a live band, a DJ, or cables of any sort running through the entertainment area, everything needs to stay out of the main walkway. That’s where a raised platform or staging area helps contain the tech.
Sound also doesn’t travel outdoors the way it would in a ballroom or a closed venue. So the few inches of added height will make a difference.
It’s as important to set up entertainment for the kids as it is for the adults. Bounce houses and inflatable rentals keep children occupied so parents can enjoy a meal or mingle with other guests.
If the venue is smaller, lawn games like cornhole or giant Jenga also cover a wider age range while taking up a fraction of the space.
A popcorn cart or a snow-cone stand adds festive energy to events where a formal buffet feels out of place. Concession rentals are also great for summer events or fundraisers where guests prefer to graze all afternoon rather than sit down for one big meal.
5. Temperature Control
Another key factor when planning an outdoor event is renting heaters and coolers to keep guests comfortable in extreme weather.
For summer, place misting fans or industrial standing fans around the tent’s edges. While a portable AC works fine for smaller, enclosed tents, cooling a full frame tent that way gets expensive really fast.
A winter outdoor party turns the problem entirely on its head. Patio heaters and fire pits are usually the difference between guests lingering past dessert or grabbing their coats right after dinner. Put the heaters where people are actually sitting, not scattered along walkways where the warmth just goes to waste.
As you start putting together your outdoor event, planning will go much more smoothly if you book party rentals ahead of time. Get all your necessities delivered and professionally set up just in time for your outdoor event.
It’s affordable, easy, and takes a major chunk off your to-do list. This way, you can focus on being the best host and mingle with your guests.
Plan on two to three square feet per guest who’ll actually be dancing, not your full headcount.
Stick to the classics to entertain adults, including games such as beer pong, bottle ring toss, and tug-of-war.
Light rentals will keep your outdoor venue well-lit into the evening, ensuring guests can get around safely and continue mingling.
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Michelle has been in the event rentals business since 2008 when she started The Ultimate Party Store to provide affordable and high-quality party decorations for any event. After dabbling in providing table and chair rentals, Michelle opened Ultimate Party Tents and Events, fully committing to providing everything anyone would need for an event in the Nashville-Hendersonville area. As a local business owner, she gives back to her community by volunteering her time to local organizations and events.
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