a. Is the location you are considering relatively flat so your guests can sit comfortably?
b. Potential drainage issues, is there a drain well?
c. Bathroom facilities how far are they away? Do you need to add portable bathrooms and wash facilities? d. Is there ample parking available? Will you need to hire a valet service or attendants?
e. Safety concerns? Are you near potholes, lake, pool or cliff area?
f. Are there underground utilities buried under your site?
g. Do you need a permit? Special Events Tent & Party Rentals will secure necessary permits, provide proper paperwork and ensure code compliance for tent installations in public gathering places on your behalf of their clients.
h. Make sure all sprinkler systems will be turned off for the big day.
i. What about the neighbors? Do you need to notify them of your event? Put together a little thank you package with a note, some chocolate, bottle of wine and/or small gift certificate.
2. Food, everyone remembers what they ate, so make your event memorable with delicious and an impressive menu selection.
a. What type of food do you want to serve?
b. Will you hire a caterer?
c. Sit down or buffet style service?
d. Where will the food be prepared?
e. Will the caterer clean up? Do you need to provide garbage bags?
3. Linens and tableware. Set the tone of your big day, whether it’s casual or classy.
a. Choose from plastic or silverware.
b. Select styrofoam, plastic or good china.
c. Match your linens or plastic table cloths to finish the look.
4. Weather contingency planning. What happens if it rains or snows?
a. Tents provide the needed protection from bad weather. A good tent company will work with you to create a CAD layout and help you select the right size tent to accommodate your guests. Having a diagram will answer to lots of questions that will make your job as a host much easier.
b. For tented events, trouble shoot for wind and make sure that everything is adequately weighted and staked down.
c. Backup location. If you choose to forgo a tent or if there are other issues with your chosen location, make sure you have a viable alternate local.
d. HVAC. You want your guests to be comfortable, so don’t forget to arrange for fans, A/C or heating.
e. Bugs. For areas that are prone to insects, have citronella candles or electric bug zappers.
f. Wardrobe malfunctions. Include a helpful PS on your invitations for dress code guidance such as: The ceremony & reception will be on the lawn; choose your footwear accordingly! Or The party will be outside, so please dress for the weather.
5. Event hours. What time of day or night do you want to hold your event?
a. Will you need lighting? What types of lighting? Do you want decorative lights or just general illumination?
b. Do you need to include the parking lot or restroom facilities in your lighting plans?
c. Is there enough electric or do you need a generator?
d. Do you have a noise/music curfew?
6. Electronics. Before the big event:
a. Make sure WIFI is available if needed.
b. Check with your cell phone provide and test cell phone coverage at the location.
c. Test out any walkie-talkies you might be using to communicate with staff, vendors, security, event planners, parking attendants, etc.
Let Special Events plan your next outdoor event -there isn’t anything that we can’t handle. Hiring the right company means you don’t have to worry. Your guests will have a great time and your event will impress! Let Special Events Tent and Party Rentals help you from start and finish; everything you need from plans, permits, tents, chairs, linens, and plates. Your event is as special to us as it is to you!
25 West Messinger St.
1- 800-360-EVENT (3836)
Call us today!
Serving the Allentown, Bethlehem, Easton,
Lehigh Valley, Poconos, PA, NJ & NY Areas!