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Outdoor Events

5 Must-Have Rentals for Large Outdoor Events

A lot goes into planning large events, particularly those being held outdoors. And while some venues may offer all-inclusive service, including things like a portable stage rental, chairs, and dance floor, others simply provide the space and leave the details to you.

If you are planning a large outdoor gathering, here are a few rentals that should be on your to-do list.

Get Your Permits in Order

Before you start booking your portable stage or tent rental, you must ensure that you have obtained the correct permissions to throw your event. Depending on your chosen venue, you may be responsible for obtaining the necessary permits for things like food and alcohol service, temporary structures, electrical, and a mass gathering permit.

Once you have all the required paperwork in order, you can start planning the details of your event.

A Portable Stage

There’s no better way to make yourself heard than to share your message from center stage. Whether it’s a graduation ceremony, a wedding celebration, or a summer concert event, give your audience an unobstructed view of what’s happening with a portable stage rental.

Portable stage rentals come in various dimensions, and the type of event you’re throwing will play a key role in determining the size and style of stage you need. If you are hosting live music, the performers may have minimum requirements; otherwise, check with your venue to find out what size of portable stage they can accommodate.

Great Music

There’s nothing like a live band, DJ, or perfectly curated playlist to get people in the mood to celebrate. When planning your outdoor event, don’t forget to include an area for music. Some venues will have sound equipment and portable stages available, while others will require you to rent your own. Either way, music is a must-have for any event.

A Dance Floor

And what pairs perfectly with great music? Somewhere for guests to dance! A dancefloor is an excellent addition to any outdoor venue as it helps define the space and keeps guests – particularly those in high heels off the grass. If your venue does not provide a dance floor, you can easily rent one along with your portable stage.

To calculate your approximate size needs, simply multiply the number of people you expect to be dancing at once (this is usually between 40% and 70% of your guest list, depending on the type of event) and multiply it by 5 to get the total square feet you’ll need.

Protection from the Elements

The only thing predictable about the weather is that you can’t predict the weather. Don’t let all your hard work go to waste. Make sure you have weather protection and a backup plan should rain put a damper on your outdoor get-together. A tent rental is highly recommended for any outdoor event. Not only will it guarantee that the fun can go on rain or shine, but a tent also provides an anchor for your event and a blanket canvas to help you showcase your style.

Ample Seating

Even if your event isn’t hosting a full sit-down meal, you must ensure sufficient seating for all your guests. Whether it’s to take a rest from the dancing or to sit a sip a cocktail and appetizer, people will want somewhere to park. As a rule of thumb, you typically need more seats than you have guests. Why? Plenty of seating options allow guests to get up and mingle and enjoy your event without feeling like they need to stake a claim on a chair or table.