Planning a fundraiser or community event means balancing big goals with many small details. While decorations and entertainment get a lot of attention, the tent setup often determines how smoothly the entire event runs. A tent is not just a cover. It helps define the space, guide guests, and support everything happening inside.
This checklist walks through important considerations to help you plan a tent rental that truly supports your event.
Identify How Each Area Will Be Used
Start by thinking through the activities planned for your event. Fundraisers and community gatherings usually require multiple spaces such as welcome areas, food service, silent auctions, vendor booths, or performance zones.
Each activity has different space needs. Dining areas require room for tables and seating. Activity zones need open space for movement. Knowing these needs ahead of time helps determine the number and size of tents required.
Estimate Attendance with Realistic Numbers
A common planning challenge is guessing how many people will attend. It helps to look at past events, ticket sales, or registrations to form a realistic estimate.
Remember to include volunteers, staff, and vendors in your count. A tent rental professional can help translate attendance numbers into tent sizes that prevent overcrowding while keeping the event comfortable.
Prepare for Changing Weather
Outdoor events always come with weather uncertainty. Planning ahead allows you to adjust without stress.
Consider whether you will need sidewalls for wind or rain or open layouts for airflow on warm days. Daytime events benefit from shade, while evening fundraisers may need more coverage to keep guests comfortable as temperatures drop.
Design a Layout That Keeps Things Moving
A well thought out layout makes the event feel organized and easy to navigate. Registration should be easy to spot. Food areas should be accessible but not block foot traffic. Seating and gathering spaces should feel natural and inviting.
Strategic tent placement helps guide guests from one area to another and prevents bottlenecks.
Plan for Furniture and Equipment
It is easy to focus on the tent and forget what goes inside it. Tables and chairs are essential for food service, auctions, raffles, and check in stations.
Think about how guests will interact within the space and choose furniture accordingly. Renting tents, tables, and chairs from one provider simplifies logistics and setup.
Keep Accessibility in Mind
Community events should be inclusive and easy to navigate for all guests. Make sure tent entrances are wide, walkways are clear, and seating options accommodate different needs.
Proper planning ensures guests using wheelchairs, strollers, or mobility aids can move comfortably throughout the event.
Confirm Setup and Removal Timing
Early planning for setup and takedown can prevent day of issues. Large events often require specific delivery windows and coordination with multiple vendors.
Confirm schedules in advance so installation and removal happen smoothly without interfering with event activities.
Choose Experience Over Guesswork
Fundraisers and community events often have tight schedules and limited margins for error. Working with a tent rental company that understands these challenges can make planning much easier.
Experienced professionals know how to anticipate issues, offer practical solutions, and ensure everything is set up safely and efficiently.
The Right Tent Setup Supports Your Cause
A well-planned tent setup allows you to focus on your mission instead of logistics. When guests feel comfortable and the event flows smoothly, your fundraiser or community gathering is more likely to succeed.
Big T Tents has been helping support events across the Kansas City area for more than 20 years. From small local fundraisers to large community festivals, we understand what it takes to create spaces that work.
If you are organizing a fundraiser or community event, contact Big T Tents today at 816-861-4999 and let our experience help bring your plans together.