Considering Costs For A Tented Wedding? Everything to Know Before You Book
- Sterling Brooks
- Apr 29
- 7 min read
Updated: May 29
Champaign's Tent Experts Provide Essential Tips for Planning Your Outdoor Wedding
In this article:
If you're considering renting a tent for your wedding and wondering about the costs, you're in the right place.
I recently Googled "should I rent a tent for my wedding" to research what information is available to local Illinois wedding couples. I found a lot of conflicting results regarding costs. Many articles cater to big-city couples with high-end budgets. Brides magazine claims you can't get a basic setup for a tented wedding for less than $50,000. This does not reflect the experiences of wedding couples I see in Central Illinois.
I'm Sterling Brooks, owner of Herriott's Rents, Tents, & Events in Champaign, IL. I'm here to clarify some details.
How Much Does a Wedding Tent Cost to Rent?
Let's start with your burning question: how much is a wedding tent going to cost? Many online resources suggest that a tented wedding is more expensive than a venue. The truth is, it depends on three factors.
Extras Needed: Will you need optional extras like flooring, climate control, portable restrooms, a catering tent, and generators? Skipping flooring can significantly lower your tent cost. Most couples choose to forgo this option. You can save more if you have restrooms, kitchens, and power available (e.g., from your family home).
Venue Inclusions: Does your venue's price include items like table settings, linens, draping, lighting, a dance floor, and other features?
Land Rental: Do you need to rent land for the tent? Access to private land or affordable public spaces can save you quite a bit of money.
If you answered "yes" to two or more of these questions, a tented wedding might be equal to or more expensive than a venue. But if you answered "no" to two or more, you could be saving money by having a tented wedding.
Tent Costs Breakdown:
The basic tent costs around $0.75-$1.20 per square foot, depending on the type. You will need about 15 square feet per guest. For a 160-guest wedding, you'd need approximately 2,400 square feet, costing around $2,400.
Next, factor in rental essentials (tables, linens, and chairs), the extras you shouldn't skip (dance floor, lighting, draping, centerpieces), table settings if not provided by your caterer, and optional extras (climate control, flooring, hanging decor). These costs can vary widely based on size, quantity, quality, and style.
As a guideline, plan for a minimum of $50 per guest (including tent space and decor), not counting food and drink. Budget the same expenses as you would at a venue for catering, bar service, DJ, florist, photographer, etc.
Summary of Tented Wedding Costs:
Base Tent Cost: $0.75-$1.20/Sq Ft
Space Needed Per Guest: 15 Sq Ft
Tables, Chairs, Linens: ~$15-$25/Guest
Dance Floor, Lighting, Draping: ~$3000+
Table Settings: ~$10-$20/Guest (if not included in catering package)
Example for 160 Guests: ~$9,400 + other vendor costs (florist, DJ, etc.)
These numbers are estimates to guide you. The best advice is to reach out to local tent/event rental companies for a free quote. You'll want to provide your guest count, wedding date, location, colors, and have some ideas in mind. Many rental companies have 3D rendering software to help you visualize your event before the big day. Reach out early, as event rental companies have limited capacity and dates can fill up fast.
Essential vs. Non-Essential Add-Ons
Non-Essential Add-Ons
Many sources insist that you need extras like flooring, climate control, portable restrooms, generators, draping, and marquees (tents acting as covered walkways). While these options could enhance your wedding experience, many are not necessary.
Tent Flooring: It can be more expensive than the tent itself and isn't essential unless you want a specific look or are placing it over a pool or on extremely uneven ground. The grass beneath your tent will stay relatively dry, particularly if you set the tent up early. Mow the grass beforehand and remind guests to consider their footwear.
Climate Control: This is often not needed for spring and fall weddings. If your wedding is in the summer, add fans and avoid clear top tents that catch heat (or ask your rental company to cover the clear tops with a cloth until the start of the event). Winter weddings will need heaters.
Draping: This is trendy and adds elegance, but can be pricey. A fully draped tent can cost thousands. You don't have to cover the whole tent; simple leg drapes or minimal floral decor can create a beautiful effect.
Essential Add-Ons
While eliminating some add-ons can save you money, there are essentials you likely won't want to skip:
Lighting: This creates an atmosphere and is crucial for evening events. Various lighting options are available, including chandeliers and string lights. A well-lit tent is inviting.
Minimal Draping: Keep draping minimal to add warmth and texture without overwhelming your budget.
Linens: While it's easy to cut linens to save money, they are prominent and enhance the decor. If you're using specialty tables, this might be less critical.
Tent Types and Their Cost
Wedding tents mainly fall into two categories: pole tents and frame tents. Each type has its advantages and considerations.
Pole Tents | Frame Tents |
Less expensive | More expensive |
Classic look | Modern look |
Center poles block sight lines | Open lines of sight |
Limited hanging decor options | Lots of hanging decor options |
White vinyl or sailcloth tent tops | White vinyl or clear tent tops |
Require staking into ground | Require staking into ground or ballasting |
Limited variety in appearance | Various styles (high peak, garden, etc.) |
Tents like the sailcloth, specialty frame tents (such as the Garden Tent), and clear top tents will incur additional costs. For more on choosing the right tent, you may read our post about Choosing the Right Tent for Your Event.
To avoid heartache, always choose trusted professionals with proven success. Clients call us each year after their tent provider didn't show up, so do your research.
Tips for Saving Costs
Here are some cost-saving tips we’ve learned from assisting couples:
Splurge on the Head Table: Make the head table special with high-end rentals. Keep the basics for the rest.
Multi-purpose Your Chairs: Use ceremony chairs for the reception to reduce costs.
Fab Flowers: Consult your florist about arrangements that transfer from ceremony to reception.
Food Stations: Self-serve food stations can save you money compared to multi-course meals.
Self-Serve Drinks: Rent a bar, buy beer and wine, and limit the cocktail options. A friend or gig worker can help.
Limit Guests: Consider keeping your guest list small to dramatically impact your budget.
Simplify Lighting: Choose simple lighting patterns. Less can be more.
Skip Flooring: Your tent doesn't need flooring, but do provide a dance floor. Tell guests to wear appropriate shoes.
Why Have A Tented Wedding?
With all of this talk about expenses, let’s refocus on why a tented wedding is a great choice. Here are some quotes that highlight the unique benefits:
I love being close to nature while enjoying the elegance of a venue.
I prefer privacy and want to create my own space.
I dream of a magical setting that is uniquely mine.
I seek creative control over catering and timelines.
I value having my wedding in personal locations, like family homes.
I want an outdoor experience without weather concerns.
I wish to offer my guests a unique experience, different from a ballroom wedding.
If these sentiments resonate with you, a tented wedding may be the right choice. Tented weddings have unparalleled perks. When you bring the venue to you, you make your celebration personal and memorable.
The Perks:
Location. Location. Location.
Some of the most unforgettable weddings happen in places that would never work for a traditional venue: a family backyard, a favorite campsite, a rolling pasture, the edge of a quiet lake. If the spot is meaningful to you, you can bring your wedding there — and the tent turns that special place into your personal venue for the day. There's a beautiful symbolism to getting married at a personally significant location such as a childhood home.
Flexibility & Freedom
A tented wedding gives you real flexibility in creating a space that feels like you. That flexibility extends to rules and timelines. With a tented wedding, you aren’t limited by the rules and timelines of traditional venues. You get to call the shots — when the party starts, when it ends, how the space is used, and how long your vendors have to set up. There's no strict timeline for decorating the space. There’s no venue manager tapping their watch at 10 PM telling you to pack it up just when everyone’s hitting the dance floor. If you want to dance until the sun rises, you can. You won't find that freedom at a brick-and-mortar space.
The Look
There's something about a tented wedding that feels more personal. Maybe it’s because you're closer to nature, or because everything feels a little more open and relaxed. But there's a warmth and authenticity that shines through, and your guests will absolutely feel it.
In conclusion, a tented wedding isn't just about renting a tent—it's about creating a day that reflects you. With proper planning, the right team, and creativity, you can have a beautiful and unforgettable wedding. If you're considering a tented wedding in Central Illinois, we’d love to assist you. At Herriott's Rents, Tents, & Events, we aim to provide a seamless experience. Contact us anytime for a free quote.