You dream of getting married in a symbolic place for you and your family. This place does not host events and is not made for that: it is a field, the park of a beautiful house, a forest, the edge of a lake. You therefore need to create a unique and ephemeral place for the needs of the event.
Organizing your wedding in such a location is possible. Here are, according to my experience as a wedding planner, the 7 essential points when you want to set up a temporary venue:
Access and slope
This is the first important point. All providers (many will use trucks for deliveries) and your guests must be able to access this location. You should also think about this access in the event of rain and if possible provide a second access just in case. Some providers will have to leave in the middle of the night (caterer, DJ for example) without disturbing the party.
Also note that if the slope of the terrain is an important factor. If it is too high : installation will not be possible. And the only way to compensate for a little slope is to install a wooden floor.
The Reception Tent
This is the second important point. Everything is going to happen here. It should therefore not be neglected
Type of tent
First of all, select the type of tent according to the style of your wedding, the location, the season: silhouette, stretch, bamboo, crystal..etc… Each type has its advantages and disadvantages: protection against rain, heat, noise, color….etc… There is no ideal solution, there is your solution: the one that corresponds to your specifications and your wedding. Do not hesitate to follow the advice of professionals: tent rental company, wedding planner, etc.
Area
You have selected the type of tent you want: good! Now adapt the surface area to your event. Here are the minimum elements to take into account:
- the table layout plan: round tables, banquets, etc.
- space for buffets
- the dancefloor
- space for the DJ and live music group
To have an idea of the space : it is at least 2m² per person
Catering Office
This is the third important point.
It is in this space (an annex tent) that the caterer will prepare and send the cocktail pieces, dishes, cheese and dessert. Do not hesitate to ask your vendors what they need: depending on the equipment needed, the space requirement will not be the same: oven, fridge, freezer, etc.
Also think about the connection with the reception tent. In the case of rain, this allows for dry service and dishes that arrive hot and intact to the guests.
Also think about lighting, power outlets and water supply
Floor
This is the fourth important point.
There are several types of floor: wooden floor, seagrass for example.
Parquet is the only type of floor that can compensate for a slight slope. It also allows you to dance and have dry feet in case of rain.
The ideal is to install it over the entire area of the reception tent and in the catering office (your service provider will thank you)
Electricity
This is the fifth important point. This energy is essential for the progress of the event.
The caterer, the DJ (sound and lights) need it to function.
It can be provided either by a generator (there are now less noisy ones) or by connection to the electrical network (using a box as for a construction site).
In all cases, you need a professional: electricity cannot be improvised and the electrical power must be adapted to your needs (oven, catering truck, heating or air conditioning, etc.)
The water
This is the sixth important point. The caterer needs it to work: rinse some utensils or dishes, wash their hands, clean…
Toilets
This is the seventh and final important point.
For everyone’s comfort: they are essential!
As with tents, you have the choice : classic or dry, luxury or very simple. Water and electricity are often necessary. The size must adapt to the number of guests and the duration of the event.
Final advice : if the cocktail is planned outdoor: book a back up tent from the start of the project.
Setting up a temporary reception venue cannot be improvised. It’s a real project. Anticipation, organization and rigor are essential. Follow-up is also important.
As a wedding planner, I am present from the start of the installation and ensure the follow up of the assembly and coordination of all the vendors so that your wedding is a success!
Being able to get married in a symbolic place is very important for you! I can help you make this dream come true!