Winterthur Wedding Tent

Pro Tip: Aspects of Wedding Planning Often Overlooked

Start Early in the Planning Process

It is never too early to start planning. There are dozens or things to think about, timelines to create, vendor contracts to sign, save the dates and invitations to send out, dresses to purchase, wedding party to select and ask – the list goes on. There are many critical key aspects of planning a wedding that are often overlooked. Read our tips and plan your wedding like a pro!

Sailcloth wedding tent set up for an outdoor wedding in front of an estate house.

Venue Selection

The first task at hand should be finding and securing a venue. At times this must happen prior to setting a firm date due to availability, especially during the peak wedding months of May, June, September, and October. It is best to approach venue shopping with a goal wedding date; have a few backup dates on hand to avoid disappointment if you fall in love with the venue but your date is booked. Some wedding venues are booked as far as two years in advance, but more commonly, 10-12 months in advance.

When thinking about your wedding date, consider variables that could impact your wedding in a negative way. For example, in the Dover area, you will want to avoid Nascar weekend due to elevated hotel prices and traffic. In the Delaware beach areas, you will want to stay away from Memorial Day and Labor Day weekends, as well as July 4th weekend, again, due to hotel prices and traffic. These types of cost factors can make it exceedingly difficult and quite expensive for out-of-town guests.

Looking for Wedding Venue ideas, check out our blog post on Delaware Beach Waterfront Wedding Venues!

Ask the Questions

Once you’ve found the venue of your dreams, take a quick pause! Before signing the dotted line, it is imperative you have a solid idea of the outside costs associated with the location.

If your venue is indoors:

  1. Is catering included? What are the menu options and price points? Do they provide plates, flatware and glassware or are you required to rent it? If the venue allows outside catering, do they have a preferred caterer list from which you must pick?
  2. Are you able to bring in outside alcohol? If so, do they charge a corking fee?
  3. Does the venue supply tables and chairs, if so, is that cost included? What quantities and styles do they offer? Will the venue staff set up and take down the tables and chairs according to the floor plan you create or are you required to do that? And don’t forget about table linens, what color options are offered and is the cost included?
  4. Does the venue have a dance floor and/or band stage on site, or are you required to rent that?
cross-back chairs set up at farmhouse tables for a wedding

I could go on, listing dozens of questions that need to be asked upfront to avoid unforeseen cost, simply because the bride or groom were not aware at the time of booking.

If you are bringing in rentals:

Make sure to find out if the rental company can deliver on the Thursday or Friday prior to your wedding and pick-up on the following Monday. Some venues have multiple events per weekend, so they have tighter access requirements for vendors.

Tip: If the venue only allows you to bring in your rentals/décor/flowers/etc. on the day of your wedding and items must be removed that evening, those details must be relayed to your rental company and other vendors as soon as you are aware. There are typically weekend or overtime fees associated with delivery or pick up time requirements outside of normal business hours.
Coming from the standpoint of the rental company, as well as many other vendors, we are not able to accurately price quote unless we are made aware of time restrictions and venue particulars that could impact scheduling.

If your venue is outdoors and a tent is required

All of the same schedule related questions apply. In addition, when planning a tented wedding there are a few more questions to add to your list.

  1. Are any of the rental fees factored into the venue cost? Some venues offer clients a “base package” for tent and event rentals they work out with their preferred rental company, however, it is typically just that, a base package. You will want to carefully look at the selections, ask about upgrade and change options, and make sure you are able to work directly with the rental company to make product selections right for you.
  2. Does the venue take care of reserving your rentals or are you required to make the down payment to reserve? Make sure you are clear on this to avoid a mix up.

If you, the client facilitates the tent rental:

  1. Can the delivery truck pull up to the site for tent installation?
  2. Can the tent be staked into the grass? Are there sprinklers or underground utilities in the area?
  3. Is there adequate electric access available to power tent lighting, the band or DJ and catering equipment?
  4. Will you need a prep tent for your caterer or is there an indoor area from which they can work?
  5. Are you required to rent a restroom trailer?

Asking your wedding venue these questions upfront will save you time and potential additional costs down the road.

wedding tent rental in Rehoboth Beach, Delaware

Plan for poor weather!

An outdoor ceremony location that overlooks a spectacular backdrop can be the selling point of a venue. The idea of an open-air cocktail hour is the best; allowing guests to mill around and explore the venue or property, watch the sunset, or play lawn games. Just keep in mind, it could potentially rain.

I have been working in the rental industry for over 20 years, and I tell all of my brides and grooms, “if you plan for rain, it won’t happen.” Now, I say that jokingly, however, it holds true for the most part! If you have a solid “rain plan” in place and ready to execute if needed it is (not at all scientifically) proven that it is less likely to rain, ha-ha!
I can guarantee that if rain is planned for, you will not be panicked or upset if it happens.

Meghan Paradee
VP of Sales, Collective Event Group

Ask your venue if there are indoor spaces available to utilize last minute if the forecast isn’t favorable for the outdoor segment of your event. There is also the option of reserving a tent as a “back up rain plan,” although there is a down payment to hold a tent, the guarantee that it will be there if you need it is worth it in most cases. 

Final Review

Meet with or speak to all vendors 2-3 weeks out to review the timeline and details! Review and confirm load in and load out timing. Go over the timeline for ceremony and reception and make sure that everyone with an assigned task has that information as well as contact phone number (other than the bride or groom) to call with day of questions. If your wedding requires several outside vendors and logistical coordination, we recommend enlisting the help of a wedding planner. Although your venue, catering, and rental managers are well versed with balancing details and logistics, having a planner as the one point of contact as you approach your wedding day will keep things smooth sailing.

Details and logistics are often the overlooked after thought of planning a wedding, especially due to the very long task list that wedding planning entails. Although this article is more of a 30,000-foot approach, it will prompt you to think from a planning perspective, which will help you throughout the process.

Still looking for wedding vendors? Check out Our Partners for wedding and event vendors we work with!
Contact us today and our sales team can help get you started!

Welcome to Collective Event Group

With over 55 years of rental experience, Collective Event Group’s quality, selection and expert personalized approach sets us apart. We are the mid-atlantic’s most experienced rental company with the most locations and inventory available for any occasion!

Sailcloth Tent Wedding boho chic

With four showrooms to see our inventory in person, as well as see creative ideas and tablescape samples for your next event, we can’t wait to work with you!