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Home > Host an Event > February 2016 > To Tent or Not to Tent: That Is the Question
To Tent or Not to Tent: That Is the Question
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Welcome to the After Party by the Intrepid Museum’s Special Events Team. Here we’ll give you a look behind the velvet ropes at one of the most exceptional venues in New York, and we’ll tell you what’s catching our eye in the industry and beyond. Just like our events, each of us has a unique style. We’ll be giving you the good, the bad and the outrageously inspiring from our life aboard the ship. Join us for the After Party!
 
Posted: 2/16/2016 1:50:13 PM

Ever consider moving to Southern California when planning a springtime event? It never rains there. That’s what I hear anyway. (Fans of Tony! Toni! Toné! will get that joke. Everyone else should google it!)

 

After a brutal winter, of course you’ll want to host an event in the open air. In the spring, the weather will start to warm up, reaching the high 60s and maybe even the mid-70s. Outerwear will get lighter, and you’ll put away your heavy boots. Your scarf will become an accessory and not a necessity. You’ll start to think about where you can put a beer garden or a sunset cocktail reception, and then, like a tree falling in the forest of reality, it’ll hit you: What if it rains? 

The main dilemma for a spring event is this: to tent, or not to tent? You should always prepare a weather contingency plan when planning an event in the deceptive spring season. Get quotes from a few tent companies to see what the cost would be to add a tent or canopy to your event. Local companies will be cheaper since they don’t have to schlep everything from far distances. And some tent companies have their own equipment in the warehouse, so you may be able to wait and hire them close to your event date, which will help avoid that added blow to your budget if the weatherman tells you there’s no need to worry.

Bummed about missing the open air if you add that tent? Work it to your advantage! Talk to your tenting company about a clearspan tent so that you can still take in the views.  Tents can be a wonderful addition for guests who like the warmer weather but hate being outdoors because of allergies. You can add a marquee tent from the curb to the entrance of your event so that guests don’t get exposed to the elements when exiting their cars. There are also some lovely décor elements that can be added to a tent, including drapes, up-lighting or cool chandeliers. You can even use the tent as an opportunity to incorporate your company’s branding by adding carpeting the color of the company logo or putting the logo on the carpet itself (to save a little money, ask the lighting company to project a gobo of the company logo on the center of the tent floor).

There are tons of options for tents that will keep the party going even if the weather is not cooperating. So when planning that springtime fete, don’t be afraid to ask: to tent, or not to tent?

 
 


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