Tips for Planning an Outdoor Event with the Right Rental Equipment

Outdoor events offer a unique and vibrant setting, whether you’re planning a wedding, corporate gathering, or casual celebration. However, with the freedom of an open space comes the challenge of creating a comfortable, stylish, and functional event area. Selecting the right rental equipment, including seating, tables, and party game rentals, can turn a simple outdoor space into a well-organized, enjoyable venue. Here, we’ll share essential tips for planning a successful outdoor event with rentals and explore the benefits of partnering with a professional provider, such as Epic Party Team.

1. Consider Weather and Location Needs

One of the most important aspects of planning an outdoor event is taking the weather and location into account. This will help you determine which equipment is necessary to ensure comfort and safety for your guests, rain or shine.

Essential Weather-Related Rentals

• Tents and Canopies: Tents are essential for providing shade on a sunny day or shelter from unexpected rain. Choose a tent size based on the number of guests and the types of activities you have planned.
• Fans and Heaters: Depending on the season, you may need fans to keep guests cool or portable heaters to provide warmth on a chilly evening. Consider placing them strategically around seating areas and entrances.
• Flooring Options: Outdoor flooring, such as temporary flooring tiles or dance floors, helps prevent muddy or uneven ground from affecting your event. It’s especially useful for weddings, where a stable surface is essential for activities like dancing.

Location-Specific Considerations

Every outdoor location has unique characteristics, so consider the terrain, layout, and natural features of the space when selecting rental equipment. For example, if your venue is a beach, you might need sturdy seating that can stand up to sand, while a grassy area might benefit from outdoor rugs or low-profile seating.

2. Choose the Right Seating and Tables

Comfortable seating is essential for any event, and the outdoor setting is no exception. Choosing the right style of seating and tables can enhance the look of your event and accommodate guests comfortably.

Types of Outdoor Seating

• Folding Chairs: Lightweight and easy to move, folding chairs are practical for larger outdoor events. They come in various colors and finishes to match your theme, from classic white to natural wood.
• Benches: For a rustic or casual vibe, consider renting benches. They offer communal seating and work well for garden parties, family reunions, and laid-back weddings.
• Lounge Furniture: Sofas, armchairs, and outdoor-friendly loveseats create a cozy, relaxed atmosphere. These options are ideal for cocktail hour or a lounge area where guests can unwind.

Dining and Cocktail Tables

For dining, choose tables that suit your event’s vibe. Round tables encourage conversation, while long, banquet-style tables are perfect for family-style meals. High-top cocktail tables provide a place for guests to gather and mingle during social hours, adding versatility to your layout.

Why Use Rentals?

Working with a rental provider like Epic Party Team gives you access to a wide range of outdoor-friendly seating and table options. Rentals are cost-effective and provide the flexibility to select different styles, allowing you to mix and match seating arrangements to suit your event’s design.

3. Create Defined Spaces with Decor and Layouts

The beauty of an outdoor venue is the flexibility it offers. However, it’s still essential to define specific areas to give structure to your event. With the right rentals, you can create distinct sections for dining, dancing, and relaxing.

Define Key Areas

• Reception Area: Create an inviting entrance area with signage, floral arrangements, and a welcome table. This sets the tone for the event and makes guests feel immediately welcomed.
• Dining Space: Set up a designated dining area with tables, chairs, and decorative centerpieces that align with your theme. You may also want to include table linens, napkins, and candles for added ambiance.
• Lounge Area: Set up a lounge with sofas, armchairs, and coffee tables for a cozy spot where guests can take a break and chat. Choose seating that complements the surrounding natural landscape, blending with the outdoor environment.
• Activity Zone: If you’re including entertainment like party games, set up a specific area for these activities. Place games like cornhole, giant Jenga, or a photo booth in an accessible space where guests can easily participate.

4. Use Lighting to Set the Mood

Lighting is key for creating atmosphere and extending your outdoor event into the evening. With the right lighting, you can highlight specific areas, enhance the decor, and ensure guests feel comfortable well into the night.

Popular Outdoor Lighting Options

• String Lights: String lights add a warm, enchanting glow that works well for any outdoor event. Hang them between trees, along fences, or across the dining area to create a magical, starry effect.
• Lanterns: Use lanterns as table centerpieces or hang them from tree branches. They’re a great way to add a rustic or bohemian touch to your event decor.
• Up-Lighting: For a more dramatic effect, use up-lights to illuminate trees, decor, or even the event tent. Colored LED up-lights are particularly effective at enhancing the ambiance and creating a memorable visual experience.

Why Choose Rentals?

With a rental company like Epic Party Team, you can choose from various lighting options to create the desired mood. They provide access to high-quality, outdoor-appropriate lighting that makes your event feel polished and professional without the need to purchase equipment.

5. Add Entertainment and Interactive Elements

Party games and interactive elements make your event memorable by keeping guests engaged and entertained. They’re particularly useful for outdoor settings, where guests have more room to explore and participate.

Types of Outdoor Party Game Rentals

• Lawn Games: Rent lawn games like cornhole, bocce ball, or giant chess to encourage friendly competition and bring a relaxed, playful vibe to the event.
• Arcade Games: Set up classic arcade games in an outdoor tent or lounge area. They’re perfect for adding a nostalgic touch that appeals to guests of all ages.
• Photo Booths: Photo booths with fun backdrops are ideal for capturing memories. Outdoor setups allow guests to enjoy the scenery as part of their photos, adding a unique touch to each shot.

Choosing Games for Different Events

When selecting games, consider the event type and the preferences of your guests. Lawn games are ideal for weddings, family reunions, and casual corporate events, while more interactive setups like a photo booth or arcade games work well for birthday parties and lively celebrations.

6. Plan for Comfort and Convenience

The success of an outdoor event often hinges on the comfort of your guests. Make sure you include amenities to keep everyone happy, such as shade, hydration stations, and restroom facilities if they’re not available nearby.

Comfort Essentials

• Shade Structures: Tents, canopies, or umbrellas provide shade and shelter, helping guests stay cool on hot days and dry if it rains.
• Hydration Stations: Set up water stations throughout the venue to keep guests hydrated. This is especially important for outdoor events during the warmer months.
• Restroom Facilities: If your venue lacks restroom facilities, consider renting portable restrooms. For added comfort, opt for luxury portable restrooms with handwashing stations and climate control.

Why Work with a Rental Provider?

Professional rental providers like Epic Party Team can supply everything you need to create a comfortable environment, from tents and fans to water stations. They understand the needs of outdoor events and offer a range of amenities to ensure guests stay comfortable and have a great experience.

Conclusion

Outdoor events offer the perfect backdrop for unforgettable gatherings, but they also require careful planning and the right rental equipment. By considering elements like weather protection, seating, lighting, and entertainment, you can create an inviting space that’s both stylish and functional. Professional rental companies like Epic Party Team provide access to high-quality, outdoor-ready furniture and decor, making it easy to bring your vision to life. With these tips, you’re ready to plan a seamless, enjoyable outdoor event that your guests will remember.