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Tent Party Perfection: 21 Tips to Hosting a Flawless Party in Your Event Tent

Party planning is a whole industry, so you can imagine that holding a fabulous one for yourself or for friends is a considerable challenge. Well, the Kingpin is here to sort you out on that if you plan to hold it in a party tent. Here are 21 event planning tips for your party tent you absolutely need to take to heart if you want to make your party pop!

1. Give yourself time

Do not commit to a party that you will have to pull off at the ‘last minute. It is bound to be a disaster, so don’t do it. Give yourself at least a month (but 8 weeks is better!) or forget about these party planning tips. The operative word here, after all, is “planning.”

2. Make a list

The first thing you need to do once you commit to planning a party is to take out pen and paper (or your smart phone) and list down everything you will conceivably need to take care of (more on that later). Do not “wing” it or make a mental note. WRITE IT DOWN. Once you have as comprehensive list as you can make, create a chart. Put it in a prominent place in your home and check on it every day.

3. Have a theme

A theme makes it easier for you to make a cohesive plan. A theme will help you choose the type of tent, food, and décor. You can check out some of the Kingpin's personal favorite theme's HERE.

4. SURVEY THE LAND


One of the basic things you need to establish
early on is where this party is going down.

a. If you plan to have it in your backyard, smart house party tips dictate that you choose a spot that is reasonably elevated and level, and the ground is not prone to turn to mush if it rains.

b. If it is not in your backyard, you need to check it after a rainstorm and take note which areas remain the driest. You can set up your tent a couple of days in advance to keep the area dry if it rains, or you can request the rental company to do this for you

c. If the ground you need to work with is on a slope, you can arrange for a stage to be set up to accommodate the party tent. Anything more than a 10-degree slope would not be safe for your guests, however.

d. Make sure that there are no low-lying cables and trees within 25 feet of air space.

5. Check the weather

You don’t want rain or high winds during your party, but you can’t dictate the weather. Make sure that you have a contingency plan.

6. Make sure your tent is big enough

There are two ways to do this. Actually, if you are aiming to use an existing tent, then that’s that. However, if you are going to rent or buy one, then you should get one big enough to accommodate all the guests. You can use this calculator to estimate how big a tent you will need.

OK this one may be a bit too big. Well, to each his own of course...

7. Aim for a simple setup

You can have a fancy tent, but first-time party planners should choose the simplest setup possible to minimize potential problems. Less is sometimes more, especially when you're inexperienced at throwing tent parties.

8. Choose a tent with sidewalls

Aside from providing you with excellent party privacy (the Kingpin hears this is super important for all of you "garden swingers" out there), this will better protect guests from wind, rain, and the elements. Here are some great party tents for sale, some with sidewalls for DAYS, baby.

9. Consider a tent with a clear top

If you are planning an evening party in fair weather, having a view of the night sky is a fabulous idea. Try to get one without a center pole to give the illusion of continuity

10. Know what everything costs

Make a point of canvassing several suppliers so you get an idea of what the prices are. You will be in a better position to bargain.

11. Do your research

Suppliers can smell a newbie a mile away, so find out as much technical details about what you will need. Belieive it or not, party tents can be quite technical. You will give the impression that you know precisely what you are doing. This will make it easier to negotiate down prices.

12. Make sure there is enough space

The tent is not the only thing you need to consider. You also have to give your guests space to move. These party hosting tips will be useless if you force your guests to sidle from table to table and squeeze into and out of the tent. A rule of thumb is to allow at least 6 square feet per person for cocktails and 12 square feet for round tables. One of the best tips for throwing a party is to make sure there is enough of everything, including food.

13. Make a seating plan and event layout

This way, you and your suppliers will avoid any miscommunications about how you want the party set up done

14. Think restrooms

It would be easy to forget about “bare necessities” in planning a tent party, but unless there are restrooms nearby, you will need to rent portable ones.

15. Plan for trash

Another thing that is easy to forget are to provide for the ensuring trash. Have enough to go around.

16. Get rid of pests

If there's one thing that always brings down the party vibe for your beloved Kingpin, it's a whole crap-load of ants in my wedding cake. Schedule a fumigation three weeks before the event for a pest free party. Your guests won't ever have to know!

17. Arrange for temperature control

If you are very lucky, you will have fair weather that’s neither too nor too cold. However, you can’t count on that, so arrange for portable heaters or air-conditioning.

18. And then there were lights…

No party is complete without the right lighting. Even if your even is held during the day, you have to provide illumination especially if the tent has closed sides. Besides, lights are a great way to make your party memorable, which is at the top of party promotion tips.

19. Pay attention to the outside of the tent as well

It is easy to get carried away with interior decorations, but you can make an immediate impact by decorating the approach and perimeter of the tent. Torches, arches, artificial grass…whatever it takes to tie in the outside with the inside would make really great photo ops. Speaking of which…

20. Take time to find a good photographer

An event that is worth planning is an event worth memorializing. Your photographer needs to be good and reliable because as party photography tips state, you can’t “do-over” an event, especially weddings! If you can, have two different photographers, just to be on the safe side.

21. Include a dance floor

Even if it isn’t a dance party, laying down a dance floor over bare ground will certainly help the ladies strut their stuff even in high heels. The Kingpin LOVES heels...

Conclusion

These party planning tips and tricks are the how event planners pull off fabulous parties at seemingly no effort. The secret is in making a plan well ahead of time, and anticipating all the problems that may crop up.

There is no magic involved in these tips for planning a party. Basically, party planning means a lot of hard work and preparation so that you will be stress-free on the day. The Kingpin hopes that now even you can make the most out of your next party tent event.

Party like it's Y2K all over again and do it in a tent, only with CanopyKingpin.com!

BONUS: Party Hosting Infographics

Who doesn't like a great infographic? Here are some that the Kingpin found for y'all on trusty ol' Google Images. If you like any of these party hosting image smorgasbords, don't hesitate to visit the links found in the images. These things aren't easy to make, you know...

Here's one for the little brats! Any parent knows that hosting one for your loved ones can be a challenging affair. Check these tips out:

party hosting tips

Of course, party tent events will usually come in the form of a wedding or two! Check out these tips for hosting your next event tent wedding:

​And here's one for those of you who may have found out later rather than sooner that you probably married a stupid brat in the first place! Divorce parties aren't your run-of-the-mill tent party fair but who cares?! It's your life now and no one can stop you:

Party in your party tent like a pro!

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