A practical guide to the items that make tented weddings actually work.
When you picture your wedding tent, you probably think about the canopy, the tables, the twinkling lights, maybe the bar where Uncle Larry will tell everyone he “used to be in a band.”
What most couples don’t think about are the functional items that keep guests comfortable, keep vendors working, and make the entire event flow smoothly.
These aren’t the glamorous things, but trust us — you’ll notice if they’re missing.
Here’s a list of the most forgotten rentals for outdoor weddings (based on 20+ years of watching people panic at the last minute).
Weather Comfort: Heat, Fans, & Sidewalls
Even in perfect weather, guests will get cold at night or sweat through the hors d’oeuvres earlier than expected.
✔ Tent heaters (plus extra propane)
✔ Fans or cooling units for summer
✔ Tent sidewalls — for wind, rain, or unexpected chill
✔ Air barriers at tent entrances for A/C or heat retention
Pro tip: Don’t assume your venue has heat or air — outdoor = nothing unless you rent it.
Power: Generators, Lighting & Where Does It All Plug In?
A tent doesn’t come with outlets (we wish). You’ll need power for:
✔ Catering equipment
✔ Heat or A/C units
✔ Lighting over tables, bars, & walkways
✔ Band/DJ equipment
✔ Restroom trailers
Don’t forget power distribution.
A generator alone isn’t enough — vendors need outlets where they are working.
Catering Realities: Prep Tents, Tables & Trash
Outdoor catering is amazing… as long as there’s space to cook, prep, and plate. What you need depends on your menu, but most weddings forget:
✔ A catering prep tent
✔ Work tables
✔ Ice bins + coolers
✔ Trash cans + liners (lots of them)
✔ Staging space for dirty dishes
Bonus tip: Trash doesn’t magically disappear — it needs bins, bags, and somewhere to go.
The Bar Area: More Than Just a Bar
Bars need back space for storage and service. Extra rentals might include:
✔ Back bar shelving
✔ Extra tables for mixers & glass racks
✔ Coolers & tubs for ice
✔ Bar mats & trash cans
If you want faster lines, consider either:
- two bars, or
- one bar with double bartenders
And space for guests to actually line up without blocking the entrance… it matters!
Tables No One Thinks About
You planned for guest tables. Great!
But what about:
✔ Cake table
✔ DJ table
✔ Escort card/display table
✔ Gifts
✔ Water/coffee station
✔ Late-night snack table
✔ Lounge furniture (and end tables!)
Rule: If an item needs to sit on something, it needs a table.
(And no, the DJ should not use a cocktail table… yes, people ask.)
For a complete guide on how much space you need for your tented event, read our full blog post here!
Restrooms & Their Accessories
If you’re renting restroom trailers, you may also need:
✔ Power source
✔ Lighting around the path
✔ Floor mats or walkway flooring
✔ Hand sanitizer stand outside
✔ Trash cans
Guests should feel like they’re being guided to the restroom, not trekking to the woods.
Entrances, Walkways & Safety
The most overlooked elements are the ones guests don’t notice when they’re done correctly:
✔ Walkway flooring if the ground is soft, sandy, wet, or uneven
✔ Stanchions, fencing or rope for directing guests or crowd control
✔ Lighting to illuminate the path to/out of the tent
✔ Exit signs required by some jurisdictions
If you don’t plan paths, guests will create their own. (And shoes will suffer.)
Final Thought: The Prettiest Weddings Are the Most Practical
Pinterest shows you what to put under a tent.
Experience teaches you what makes the tent work.
These rental items may not make the mood board, but they are the backbone of a seamless tented celebration.
Let’s plan the pretty and the practical together.
Ready to build your outdoor wedding plan?
Collective Event Group
302-739-0860
[email protected]
www.CollectiveEventGroup.com
We’ll walk your site, build your square footage, and make sure the mood board vision actually works in real life (with heat, power, trash cans and all).
