Functions taking place outdoors should be protected by a tent from the rain and sun. Smaller gatherings with some “pop-up” tents, garages, or canopies may get by. Larger or more formal events would require a professionally installed tent. Visit our “Tent Sizing” page for helpful information on determining the space required to accommodate your guests comfortably.

The square foot requirements are the same if the party is under a tent, in a garage, or out in the open. Predicting the number of attendees is a good first step, as it will allow you to calculate the area required for your event.

Invitations and RSVPs are the most accurate methods for determining the number of guests, but an estimate will suffice for smaller events. First, determine the space you need and see if the venue is large enough. Event planning should also simultaneously include an outward perspective of what is happening in your area.

Events may compete for attendees, or the same people may attend both events at different times. This fact is often left overlooked at graduation parties, which are generally held several times in the same area. Guests at graduation parties generally visit several parties randomly, reducing the seating needed. You may have 60 guests, but no more than 35 at one time.

A building permit may be required depending on the size of the tent and its location. Consult your local building inspector. Permits must be acquired by the property owner, lessee, or licensed representative. You may need to provide a site map with the tent’s location, the tent owners’ name and address, the liability and workers’ compensation insurance addendum, and proof of flame retardants. Liability insurance for the event should be discussed with your agent.

Larger events can get event insurance based on rainfall for a particular time period. Although not inexpensive, it may be something for you to consider.

Food and drink are an integral part of any event. Here are the questions that may help you plan better:

• Is the event going to be catered? If so, will it be a served meal or buffet style?
• Will you be using paper and plastic or china and glass? If you decide on china and glass, is the caterer going to supply them?
• Maybe it’s a cookout. Do you need to rent a grill?
• Do you need coolers to keep kegs or drinks cold or chafing dishes to keep food warm?
• What will you be covering the tables with: linens, fitted plastic, or some other method?

Caterers will need a covered place for food preparation. Sometimes, a garage or a small additional tent will suffice. They may also need access to electricity and/or water. The caterer may require tables for buffets or food preparation. Talk with your caterer about what they will need from you. Make arrangements with your caterer to set up the tables and chairs and cover the tables.

If you plan on catering the event yourself, you must set up the tables and chairs, cover the tables, bus the tables, and take care of all the trash. Take advantage of any help cleaning up the night of the event while you have it. Generally, the cleanup crew is understaffed the next day. We cannot help you with food requirements for a certain number of people; consult your supplier. Make sure you have plenty of ice and water for your guests. Most of the activities at outdoor events are dehydrating.

Accessibility to the party is necessary for the caterer, last-minute deliveries, and emergency personnel. Manage the parking so as to keep access clear. You might have to find alternate parking areas and provide a shuttle for your guests. Handicap parking areas may have to be set aside and well-marked. Backyard parties may not need formal handicap areas, but try to accommodate older or less mobile guests accordingly.

Talk to your neighbors about your event. Discuss how the parking will affect their property and address any potential noise issues. One good strategy to employ is to invite your neighbors. If you want to keep cars from parking in certain areas, string up some caution tape. Ensure no one drinks too much and tries to leave your event.

If pedestrians have to cross a busy street, a police officer may stop traffic. Larger events may also need paramedics present. They, too, will need unobstructed access to the event.

Electricity is needed in several areas during a function. If you plan on having lights in the tent, they would require their own circuit. We provide one extension cord with the lights, which is usually long enough to reach a power source. You must draw electricity from multiple circuits; caterers, DJs, bands, and digital presentations may all need power.

Extension cords should be of sufficient gauge to handle the draw on them. As with other things, bigger is better. It’s a good idea to tape the connections with electrical tape to keep the water out. The boxes should be grounded to the frame if receptacles are placed in the tent. Power may not be available on-site, so a generator may be needed. Generators have to be grounded. Ask the rental person when reserving one. Generators can also provide backup power if power from the street is interrupted.

With all these people drinking and eating, you will need some bathrooms. If you are going to use the house, be aware that any septic issues will intensify with the increased bathroom traffic. It may be necessary to rent some portable units. They aren’t great to look at, so put them in an inconspicuous spot.

If something more polished is needed, there are trailer-type bathrooms that are pretty nice. They hook up to a garden hose, and you have sinks with running water. Be forewarned, however, that they are not inexpensive to rent. One policy is to have the women use the house bathroom, and the men use the porta-john. Porta-johns have to be serviced if your event is going to last multiple days.

Outdoor events, even with tents, may have to be canceled due to extreme weather. The outdoors can be a dangerous place with lightning or strong winds. Forecasts of extreme weather may require that you cancel your event or change your venue. Consider a rain date when you are planning your event. If an unexpected storm blows in, you may need temporary shelter in a house or garage. Winds can stress tents, but they can also blow tables over and knock down tree limbs. Tents will not protect you from falling objects. Check your local forecast often.

If there is any question about underground utilities present where the tent is to be staked, call Dig Safe. Depending on the size and location of the tent, a building permit may be required. The permit must be pulled by the property owner where the tent is to be located. We can provide a copy of the tent fabric’s certificate of flame resistance upon request.

Sometimes, we also need to provide you with our certificate of workers’ compensation and liability insurance. Events open to the public or in certain towns and with all the side walls secured may require additional safety items. Illuminated “Exit” signs with battery backup and lighting or fire extinguishers are sometimes needed.

Our crews must be made aware of the location of underground sprinklers and electrical lines. Grounds or maintenance personnel may have to flag or paint any underground services. Overhead electrical lines and tree branches may become an issue and must be considered. We can provide a free site visit if the tent looks like a tight fit or if the installation appears difficult.

Functions taking place outdoors should be protected by a tent from the rain and sun. Smaller gatherings with some “pop-up” tents, garages, or canopies may get by. Larger or more formal events would require a professionally installed tent. Visit our “Tent Sizing” page for helpful information on determining the space required to accommodate your guests comfortably.

The square foot requirements are the same if the party is under a tent, in a garage, or out in the open. Predicting the number of attendees is a good first step, as it will allow you to calculate the area required for your event.

If you are expecting a tent, we ask that you mark out the four corners of the tent location. You can use flags, chairs, bricks or whatever is handy. It doesn’t have to be exact, we can make small adjustments once the tent is assembled. We just need to start laying out if there is no one home on our arrival. 

Invitations and RSVPs are the most accurate methods for determining the number of guests, but an estimate will suffice for smaller events. First, determine the space you need and see if the venue is large enough. Once you have determined the number of guests, you can estimate the space you will need for your event

Events like graduations may have guests that are attending multiple parties on the same day. Guests may cycle in and out of your party throughout the day. For this reason, we recommend reducing the amount of seating required.

A building permit may be required depending on the size of the tent and location. Any tent larger than 20’x20’ will require a permit in Massachusetts. Permits must be signed by the property owner and may require a site map with the location of the tent. The tent installer may have to provide proof of liability insurance, a workers compensation affidavit, and proof of fabric flame retardancy. In some instances, exit signs and fire extinguishers are required. 

Food and drink are an integral part of any event. Here are the questions that may help you plan better:

• Is the event going to be catered? If so, will it be a served meal or buffet style?
• Will you be using paper and plastic or china and glass? If you decide on china and glass, is the caterer going to supply them?
• Maybe it’s a cookout. Do you need to rent a grill?
• Do you need coolers to keep kegs or drinks cold or chafing dishes to keep food warm?
• What will you be covering the tables with: linens, fitted plastic, or some other method?

Caterers will need a covered place for food preparation. Sometimes, a garage or a small additional tent will suffice. They may also need access to electricity and/or water. The caterer may require tables for buffets or food preparation. Talk with your caterer about what they will need from you. Make arrangements for the set up of tables and chairs. Tables should have some kind of covering

Make sure you have plenty of ice and water for your guests and helpers.

Accessibility to the party is necessary for the caterer, last-minute deliveries, and emergency personnel. Manage the parking so as to keep access clear. You might have to find alternate parking areas and provide a shuttle for your guests. Handicap parking areas may have to be set aside and well-marked. Backyard parties may not need formal handicap areas, but try to accommodate older or less mobile guests accordingly.

Talk to your neighbors about your event. Discuss how the parking will affect their property and address any potential noise issues. Consider inviting you neighbors. If you want to keep cars from parking in certain areas, string up some caution tape. Ensure no one drinks too much and tries to leave your event.

If pedestrians have to cross a busy street, a police officer may stop traffic. Larger events may also need paramedics present. They, too, will need unobstructed access to the event.

Electrical requirements should be considered prior to your event. If a tent has lighting or a heater, an outlet or a generator will be needed. We generally supply 50’ of extension cord, if more is needed, please let us know. We can supply up to 100’ cord upon request and at no charge. Caterers, DJ’s, bands and bathroom trailers will all require electricity. Try to spread out all the electrical needs to different circuits so you don’t trip the breaker. Sometimes temporary service is brought out to the event location. 

With all these people drinking and eating, you will need some bathrooms. If you are going to use the house, be aware that any septic issues will intensify with the increased bathroom traffic. It may be necessary to rent some portable units. They aren’t great to look at, so put them in an inconspicuous spot.

If something more polished is needed, there are trailer-type bathrooms that are pretty nice. They hook up to a garden hose, and you have sinks with running water. Trailer units also require electricity.  They are delivered and placed with a truck, keep this in mind when choosing their location.

Outdoor events may have to be cancelled or postponed due to extreme weather. High winds can blow tables over and knock down tree limbs. Tents will not protect you from a large limb or a tree falling. Pay attention to the weather. 

A call to DIG-SAFE (811) is required before setting up a tent. They will mark out any underground utilities around the proposed tent location. The site of the tent should be marked out with white paint or flags before they arrive. 

Utilities tend to enter houses from the front and tents tend to go in the back. It is the customer’s responsibility to mark off any underground objects around the tent that are non-utility. Septic systems, sprinkler lines and electrical lines should be indicated. 

The Tent location should also be free of overhead electrical lines and large tree limbs. Check the area trees for dead wood that may have to be removed.

Our crews must be made aware of the location of underground sprinklers and electrical lines. Grounds or maintenance personnel may have to flag or paint any underground services. Overhead electrical lines and tree branches may become an issue and must be considered. We can provide a free site visit if the tent looks like a tight fit or if the installation appears difficult.