Outfitting a Tented Reception 101
For those choosing to build out their reception space, all the choices can feel exciting but daunting, and most couples get a bit of analysis paralysis. When working with a Fancy Farm Fling planner, we will walk you through every step of this process, help you curate your individual vision, and connect you to our list of trusted vendors directly.
Planning a wedding in a tent offers endless opportunities to create a personalized and magical atmosphere for your special day. But with so many decisions to make, it can be overwhelming! From selecting the right tent to designing the perfect layout, here's a comprehensive step-by-step guide to help you outfit your wedding tent with style and practicality. All photos sourced from Pinterest.
1. START WITH YOUR GUEST COUNT | FOOD, DRINK, RENTALS
The first step in planning your wedding tent setup is determining the number of guests. This will influence the size of the tent, the number of bars, and the space needed for the dance floor, dining, and other activities. A general guideline of per head pricing can be found below.
This is NOT including budget for Venue, Tent itself, Planner/Coordinator, Florist, Dance Floor, Lighting, Photo, Video, or Content. All of these figures are averages, not firm pricing. Bar and Catering pricing varies by menu- Stationary vs Passed Hors D'oevres, Open Bar vs Beer and Wine only, 1 Bar vs 2 Bars staff, Buffet vs Plated Dinner. Rentals vary based on client need and vision- Chair and table design, linen needs, linen pricing.
50 GUEST WEDDING
Food: $3,000 - $6,000 ($60-$120 per head)
Bar: $2,500-$5,000 ($50-$100 per head)
Rentals (Chairs, Tables, Linens): $500 - $1,200
Note: Rentals often include delivery and laborfees, which can add $200 - $500.
Total: $6,200 - $12,700
100 GUEST WEDDING
Food: $6,000 - $12,000 ($60-$120 per head)
Bar: $5,000-$10,000 ($50-$100 per head)
Rentals (Chairs, Tables, Linens): $1,000 - $2,500
Note: Delivery and labor fees for rentals can be $300 - $600, depending on the location.
Total: $12,300 - $25,100
150 GUEST WEDDING
Food: $9,000 - $18,000 ($60-$120 per head)
Bar: $7,500-$15,000 ($50-$100 per head)
Rentals (Chairs, Tables, Linens): $1,500 - $3,500
Note: Rental and labor delivery fees can range from $400 - $800.
Total: $18,400 - $37,300
200+ GUEST WEDDING
Food: $12,000 - $24,000 ($60-$120 per head)
Bar: Minimum $14,000 ($70 per head)
Rentals (Chairs, Tables, Linens): $2,000 - $5,000
Note: Delivery and labor fees for rentals will likely cost $600 - $1,000+
Total: $22,000 - $50,000
Additional Notes:
Rental delivery fees vary based on location and amount of equipment needed.
These estimates don’t include venue fees (which can average to be an additional $2,000 to $10,000 in the DMV area) or your other vendors (Planner, Florals, Photo, Video, Content, etc)
Seasonal demand can drive up costs, especially for popular venues or caterers.
A solid guest count will help you narrow down your budget, tent size options and ensure the venue and space is just right for your celebration. Reach out to us for a consultation to help you break down average costs and get connected with vendors in your area within your budget range.
2. DETERMINE YOUR VISION, VIBE AND COLOR SCHEME
When choosing a tent for your wedding, consider the style and atmosphere you want to create. Below are some of the common themes and vibes requested by our clients.
Classic Elegant Reception
For a timeless and sophisticated outdoor tented wedding, opt for a classic, formal reception. Think chandeliers draped with soft fabric, fine china, and elegant floral arrangements in colors like blush, ivory, and gold. The vibe is romantic and refined, with delicate touches that create a luxurious yet cozy atmosphere. This style works well for evening receptions or more traditional settings, offering a chic and memorable celebration under the stars.
Modern Chic Reception
A modern outdoor tented reception embraces clean lines, minimalist décor, and bold accents. Go for sleek furniture, transparent seating, and metallic or deep jewel-toned color schemes like navy, emerald, or gold. The vibe is contemporary and stylish, perfect for couples who love modern design and want a reception that feels fresh and cutting-edge. This is a great option for daytime or evening celebrations where you want to create a sleek, sophisticated outdoor setting.
Rustic Bohemian Reception
For a more laid-back, natural vibe, a rustic or bohemian outdoor tented reception is the way to go. Incorporate wooden tables, mismatched chairs, greenery, and string lights to create an earthy, whimsical atmosphere. Color schemes can include earthy tones like terracotta, sage green, and soft neutrals, bringing a relaxed, cozy feel to the celebration. This style works beautifully for daytime weddings or more casual, intimate celebrations, embracing nature and a free-spirited vibe.
3. CHOOSE YOUR DESIRED TENT TYPE
There are a few different types of tents, each with their own advantages. Here’s a quick breakdown:
Frame Tents: These tents have a metal frame that doesn’t require center poles, which means more flexible space for seating and dancing. Great for windy areas or spaces where you can’t anchor poles into the ground.
Pole Tents: Classic and elegant, pole tents have a central pole structure, which adds to the aesthetic but might limit certain layouts due to the poles in the middle. They create a dramatic, high ceiling look.
- Sailcloth Tents: Offering a more modern, natural feel, sailcloth tents are made from a translucent fabric that allows light to filter through, creating a beautiful ambiance at sunset or during the evening.
High Peak Tents: These tents have high, pointed peaks and offer a striking, stylish look. They’re great for creating a grand atmosphere and work especially well with evening weddings that focus on dramatic lighting.
Glass Tent Structure: features transparent walls and a roof, offering stunning views of the outdoors while keeping guests sheltered. It combines elegance and nature, with natural light flowing in during the day and a beautiful starlit sky at night. The interior can be decorated with soft lighting and floral arrangements, creating a magical, intimate atmosphere. It’s a perfect blend of luxury and outdoor charm.
Choose wisely based on your wedding's season and location to ensure comfort and style. This will influence the size of the tent, the number of bars, and the space needed for the dance floor, dining, and other activities. Coastal tents, often high peak or sailcloth tents, are ideal for beach or outdoor settings, offering a relaxed and airy vibe with their elegant peaks and billowing fabric. Modern tents, with sleek, minimalistic designs, feature clean lines and sometimes transparent or clear sides, adding a contemporary touch to your celebration. Clear-top tents are perfect for mild weather, offering an open-air feel with stunning views of the sky. However, they’re not ideal for hot summer days—on a sweltering day, clear tents can turn into a greenhouse, roasting your guests like ants!
BE PREPARED FOR INCLIMENT WEATHER, NO MATTER WHAT!
Inquire with your rental company about siding for the tent. Ask what their policies are and how soon before the wedding you must make a decision to include or negate them.
Flat cement slabs or backyard grass as the base for a tent structure do not always drain rainwater properly. Check with your venue to see if they have drainage systems in place. Ask for photos of the reception space on a rainy day/evening.
Always at least get a quote for heaters or fans- Remember, it is easier to heat a space on a chillier night than to cool it down on a hot and humid July one.
4. SELECT YOUR PROPER TENT SIZE
After determining your guest count, it's time to pick the size of your tent. A general rule of thumb is:
For a seated dinner, allow around 15 square feet per guest. For a cocktail-style reception, you can typically reduce this to about 6 square feet per guest, or a 10-20% reduction in formal seating
Recommended Tent Sizes Based on Guest Count:
Up to 50 guests: A 30x30-foot tent is perfect for an intimate setting.
50-100 guests: A 40x40-foot or 40x60-foot tent provides a little more space for dining, dancing, and mingling.
100-150 guests: A 40x100-foot tent is ideal for this size group. It allows space for tables, a dance floor, and a stage if necessary.
150-200 guests: A 60x100-foot tent will offer ample room for a full dinner setup, a large dance floor, and extra features like bars and lounges.
5. CREATE A TO-SCALE DESIGN OF YOUR FLOOR PLAN
Now that you know the size of the tent, you’ll want to plan the layout.
Dance Floor: The size of your dance floor depends on your guest count and how much dancing you expect. Here are recommended dance floor sizes based on headcount:
Up to 100 guests: A 16'x16' dance floor should suffice.
100-150 guests: A 20'x20' dance floor will allow more guests to join the fun.
150-200 guests: A 24'x24' or 30'x30' dance floor is ideal for larger crowds.
Band vs. DJ: The choice between a band or DJ will influence your layout. A live band requires more space for their setup and equipment and typically have a stage, so keep this in mind. You’ll also need to consider sound requirements and acoustics.
Seating Arrangement: Mix and match round tables (5' or 6' rounds seat 8-10 guests) and rectangular banquet or wooden farmhouse tables (6-8' long tables seating 6-8) to create visual interest and make the space more dynamic. Around 10-12 tables should be enough for a crowd of 100, but adjust based on your guest count.
6. SELECT THE BEST LIGHTING FOR YOUR VISION
Lighting plays a huge role in setting the ambiance of your wedding. The time of year and the time of day will determine what lighting solutions work best.
Daytime Wedding: If your ceremony or reception is during the day, take advantage of natural light. If you're using a sailcloth tent, the translucency of the fabric will allow a lovely glow. Otherwise, you can use soft overhead lights or fairy lights to add warmth.
Evening Wedding: If your wedding is at night, you’ll want to have more dramatic lighting. Consider chandeliers, string lights, uplights, or market lights for a romantic atmosphere. High peak tents look stunning with chandeliers. Always be sure your lighting is on a dimmer, confirm and reconfirm this with your rental vendor.
If you're hosting your wedding during cooler months, be sure to discuss heating options with your tent company to ensure guests stay comfortable. Fans or vented mesh tent sides may be necessary for hot summer months.
7. BARS: HOW MANY AND WHAT WILL THEY LOOK LIKE?
The number of bars needed will depend on your guest count and how much you want to keep the flow of drinks going. A good rule of thumb is one bar and two bartenders per 100 guests. If your guest list is larger than 150, you may want to consider additional smaller bars or a cocktail bar in a separate area to reduce wait times.
8. TABLES AND LINENS: GET CREATIVE!
When choosing your tables, keep things interesting by mixing both **round tables** and **rectangular banquet tables**. Round tables foster conversation and a more intimate setting, while rectangular tables are great for a more modern look and work well for large groups.
Round Tables: 5' rounds seat 8, 6' rounds seat 10 guests. Ideal for a classic, elegant setting.
Rectangular Tables: 6' rectangular tables seat 6 (3 on each side) or 8 if you put guests on the end caps. 8' rectangular tables seat 8 (4 on each side) or 10 if you put guests on the end caps. Rectangular tables are perfect for a more contemporary and structured feel. Break them up throughout the space and add modern details to avoid a Parent Trap mess hall look.
Serpentine Tables: Typically 6 to 8 feet long and 30 to 36 inches wide, have become a popular choice for wedding receptions due to their elegant curves and modern style. They offer dynamic seating arrangements and a sophisticated look but require custom linens to fit their unique shape. Tailored tablecloths ensure a seamless, polished appearance that complements the flowing design of the table.
When selecting linens, choose colors and textures that complement your wedding theme. Popular modern linen colors include ivory, black, pastel french toile prints. Don’t be afraid to experiment with metallics or bold hues or mismatching linens. Maybe you want to negate the linens due to having rented wooden tables and go with a runner instead. The Fancy Farm Fling is happy to help you with your design vision.
9. FINALIZE FLORAL INSTALLS AND TABLESCAPES
Floral arrangements will be one of the main focal points of your tent decor. Work with your florist to create centerpieces that tie into your color scheme and overall design. Consider adding floral installations (such as hanging flowers, greenery garlands or floral arches) above the guest tables or dance floor. For an extra wow factor, you could even add floral chandeliers to your tent. We always suggest a floral installation over tablescape florals if our client is conscious of their floral budget and remember, we can repurpose your ceremony florals into your reception space during cocktail hour.
10. FINER DETAILS, DECOR ITEMS AND SIGNAGE
Once the big design decisions are in place, focus on the details:
Signage: Consider adding custom signage for directions, menus, or a wedding schedule. Wooden or acrylic signs can match the style of your wedding.
Tablescape: Add decorative touches like taper or hurricane vase candles (check with your venue about open flame vs LED), votives, or even fruit on the tables. Ensure your place settings are stylish, with elegant dinnerware, glassware, and cutlery.
Decor: If your wedding theme is rustic, consider adding wooden accents and vintage furniture to the tent. For a more formal event, luxury touches like gold-rimmed chargers and glass/candle centric centerpieces may be perfect.
WRAP IT UP WITH A PRETTY BOW: FINAL THOUGHTS
Outfitting a wedding tent is all about balancing style and functionality. From selecting the right tent to planning the layout, lighting, and decor, every detail plays a part in creating the perfect environment for your big day. Don’t be afraid to mix styles, incorporate personal touches, and work closely with your vendors to ensure everything comes together seamlessly. With the right planning, your tented wedding will be nothing short of magical!
Happy Planning! Contact us today via our Contact Page, Instagram DM or email directly at fancyfarmfling@gmail.com | Now Bookings 2026
Comments