By: Terry Kaye

Dreaming of a DIY backyard wedding? I don’t blame you. They come across as casual, effortless and less expensive than a reception in a marble ballroom. The truth is they’re a huge undertaking and the costs involved add up fast. Here are five things you should know before embarking on your own tented affair:

1) Tent weddings are not cheaper

I often have couples come to me and say, “That venue wanted $6,000.00 just to rent the space and I can get a tent for $3,000.00.” They are 100% correct. Tents are cheaper than most venues. The catch is that you need more than just a tent to host a wedding and every a la carte item adds up. Tented receptions require heaters, AC units, lighting (for your tent and parking area), generators, bathrooms, a dance floor, staging (for the ground especially if it’s not level), a kitchen tent, a back-up weather tent (for the ceremony), to name a few. This is just your rental list; there are many items beyond rentals that will also impact your budget. Tented receptions can provide the aesthetic you’re after, but if your main reason for wanting one is to save money, you might want to reconsider.

2) Hire a planner with tent experience

Tented weddings are a big task so I always suggest hiring a professional with prior tent experience before signing any rental agreements. Managing rentals is a full-time job and you may need to work with multiple rental vendors just to fill all your needs. If you choose not to utilize a planner, you alone will be responsible for managing your entire rental order. In addition, most planners receive rental discounts which, when doing a tent installation, can save a lot of money. And even if your planner doesn’t have an industry discount, the amount of time he or she saves you will be worth a small fortune.

3) Inclement Weather Plan

When organizing a tented affair, you have to plan for the worst possible weather-related scenario. This means you will need to add tent walls, marquees and possibly even additional tents to cover your ceremony and cocktail locations. Many rental companies will allow you to hold these tents on a separate order and will only charge you a percentage of their cost if you don’t end up using them.

4) Power, Potties and Parking

If you’re setting your event in a back field, power and water are a luxury but both are absolutely essential. You will need to rent a generator, distribution boxes and a water tank to ensure you meet your vendor’s requirements. Even if your property has a power source close to the tent, I still recommend renting a back-up generator for those just-in-case moments.

You will also need to make arrangements for porta-potties or (my personal preference) a luxury bathroom trailer. Bathroom trailers require power as well as a water source within 25-feet of their location. If you do not have access to a water source, you can pay to have them pre-filled. Consider where you are placing your potties prior to the event date and make sure someone is on-site to meet the delivery.

Parking is an important aspect of any event. Whether you have guests rushing in to make the ceremony or heading home after a fabulous time, easy parking can leave a lasting impression. Mapping out your parking area is key. I use wooden stakes and survey tape to mark the perimeter of the parking area. I also believe in hiring parking attendants to help line up cars and assist arriving and departing guests. Finally, if your event is taking place at night, don’t forget to add a light tower to your rental order so guests can find their cars and navigate the terrain.

5) Liability Insurance, Permits and Noise Ordinances

When planning events for my clients, especially when it’s on their private property, I always recommend additional liability coverage. Make sure you are fully covered so you can enjoy your event with peace of mind.

Private events and tents require certain permits that you will need to pay and apply for per county. Each state/county is different so I suggest doing your research first to ensure you apply for everything that’s required.

I also recommend researching your county’s noise ordinance policy (something you should take very seriously). Noisy events draw a lot of unwanted attention, including the police. The last thing you want is to have your event shut down early because you didn’t know your town’s noise ordinance. Figure that information into your timeline so you can arrange your day and end at the appropriate hour without worry.

These tips should help ensure your DIY tented event turns out to be just as wonderful as you’ve envisioned it would be. The less day-of details you have to worry, the more you will be able to relax and enjoy your day as much as your guests will. Happy planning!

By: Terry Kaye

Wedding planning can turn into a full time job especially now that weddings have progressed from traditional cookie-cutter events to over-the-top DIY affairs. Over the past 17 years, I truly have seen it all and I believe there is a lesson behind every single event. Here are some key points that I wish couples knew about event planning:

Events planners can save you money

This is something I share with potential clients on a daily basis. Hiring an event planner may feel like a big investment but, in the end, you truly get your money’s worth. I personally know that I (on average) save my clients 5-15% on vendor fees alone as most of my preferred vendors extend small courtesy discounts to my company. If a vendor is unable to offer a monetary discount, they typically go above and beyond in other ways which also add value to your big day.

Event planners save you valuable time

Time is precious! Hire a planner so that you can enjoy being engaged, manage your full-time job and relax in knowing that you don’t have to worry about every last detail alone. I often get calls from teary-eyed clients sharing that they had planned to do it all themselves but they have started feeling terribly overwhelmed by all the details. I am grateful they are finally reaching out for help but I always wish they had thought to call earlier. It is my job as a planner to keep you on track, to keep things organized and to ensure you don’t get overloaded by the details even if you want to maintain a do-it-yourself approach to planning. The little details will always build up and having a professional by your side will ensure there is a calm cadence to your planning.

Your budget is your budget

This is one of the most important, yet sensitive, topics I review with new clients. “Who is paying for what?” is a question that might not have an easy answer and lead to stressful conversations. Setting a realistic budget sets the parameter for every other planning decision you’ll make as you move forward. Once your budget is set, stick to it! I think part two may be more difficult than part one. Weddings are expensive and it is so easy to get caught up in the extras which will ultimately blow your budget. I always tell my clients, “Your budget is your budget.” I cannot stop someone from spending more than they need to but I can try to reel them in so they make a sound decision rather than an emotional one. Sticking to your budget will make your decisions a bit easier and your planning experience that much more enjoyable.

Something will go wrong; it always does

Hiring a planner does not guarantee that your day will go without flaw. In fact, every event has at least one or two bumps throughout the day. That is the nature of this industry but having a planner by your side managing those bumps is truly worth the investment.  Let your planner handle the missteps. There’s even a good chance that you won’t even know anything went awry until after your big day is over. That’s what your planner is for!