Planning an outdoor event in Utah presents unique challenges and opportunities. From the breathtaking mountain backdrops of Park City to the urban settings of downtown Salt Lake City, the perfect venue often comes with exposure to unpredictable weather. Tents provide essential protection from sun, wind, and rain while creating defined, customizable spaces for your gathering. But choosing between small and large tent rentals isn’t as straightforward as simply counting guests. This comprehensive guide explores the factors to consider when selecting the right tent size for your event, helping you navigate options to create the ideal environment for your celebration or meeting.
Understanding Tent Sizing Basics
Before diving into specific recommendations, it’s important to understand how tent sizes are typically measured and what these measurements mean for your event planning. Tents are generally sized by square footage, with dimensions expressed in width and length (such as 20′ x 40′). This square footage then translates to capacity based on your specific event configuration.
As a general guideline, allow 10-15 square feet per person for standing-room cocktail-style events. Seated guests at round tables typically require 15-20 square feet per person. Classroom-style seating or conference setups need approximately 18-20 square feet per attendee. Theater-style arrangements can be more efficient at 8-10 square feet per guest.
These calculations provide starting points, but remember to account for additional space needs. Dance floors generally require 3-4 square feet per dancing guest (assuming about 40% of attendees will dance simultaneously). Buffet tables, bars, staging for bands or speakers, gift or registration tables, and circulation paths all consume square footage beyond basic seating requirements.
Defining Small vs. Large Tent Rentals
The distinction between “small” and “large” tents isn’t standardized across the industry, but generally follows certain patterns. Small tent rentals typically include structures up to about 30′ wide, such as 10′ x 10′, 20′ x 20′, or 20′ x 30′ configurations. These compact options work well for intimate gatherings, auxiliary spaces at larger events, or sites with space constraints.
Large tent rentals generally start around 30′ x 30′ and extend to massive structures 60′ wide or more. These substantial canopies accommodate significant guest counts and complex event layouts. In Salt Lake City’s event market, large tent rentals provide solutions for corporate gatherings at places like The Gateway, wedding receptions at Red Butte Garden, or community festivals in Liberty Park.
Beyond size differences, small and large tents often differ in construction, installation requirements, and features. Understanding these distinctions helps guide your selection process based on practical considerations beyond simple capacity calculations.
When to Choose Small Tent Rentals
Smaller tents offer specific advantages for certain event scenarios. These more compact structures provide practical solutions while maintaining flexibility.
Intimate Gatherings and Limited Guest Counts
For events with fewer than 50 guests, small tent rentals often provide appropriate coverage without overwhelming the space. Backyard birthday celebrations, anniversary parties, or small corporate gatherings work well under these modest canopies. The human scale of smaller tents creates a cozy, intimate atmosphere that large structures sometimes lack.
In residential settings throughout Salt Lake City neighborhoods like Sugar House or the Avenues, smaller tents fit better with property limitations and residential aesthetics. They integrate more naturally with home landscapes while still providing necessary weather protection.
Space-Constrained Venues
Urban settings, decks, courtyards, and gardens with mature landscaping often cannot accommodate large tent footprints. Small tent rentals work within these constraints while maximizing available space. For events in downtown Salt Lake City’s urban courtyards or on the patios of restaurants like Current Fish & Oyster or Caffé Molise, compact tents provide shelter without overwhelming these architectural spaces.
Consider also the access routes to your tent location. Narrow garden paths, alleyways, or terraced landscapes may prevent large tent components from reaching the installation site. Smaller tent components typically require less clearance and can navigate tighter access points, making them practical choices for logistically challenging venues.
Auxiliary Spaces at Larger Events
Even events primarily using large tent rentals often benefit from additional smaller tents serving specific functions. Consider dedicated spaces for catering operations, check-in areas, coat check stations, or photo booths. The Utah weather’s variable nature makes these auxiliary spaces important for comprehensive event planning.
Small tents can create transition zones between indoor and outdoor spaces at venues like Utah Natural History Museum or The Leonardo. They protect entrances from precipitation while managing guest flow between different event areas. For Salt Lake City events during spring or fall, when temperature fluctuations can be significant, small tents provide additional climate-controlled areas that extend the functional space of your venue.
Budget Considerations
Budget-conscious events benefit from the typically lower investment required for small tent rentals. Beyond the base rental cost, smaller tents generally incur reduced expenses for installation labor, lighting, climate control, and flooring. These associated costs often increase exponentially rather than linearly as tent size grows.
For informal gatherings like family reunions at Sugar House Park or community functions at Fairmont Park, small tents provide essential shelter without consuming disproportionate budget resources. This allows allocation of funds toward other event elements that enhance guest experience, such as food, entertainment, or activities.
When Large Tent Rentals Become Necessary
Certain event scenarios require the additional space and features offered by large tent rentals. Understanding these situations helps identify when scaling up becomes necessary despite the increased investment.
Substantial Guest Counts and Complex Layouts
Events hosting more than 100 guests typically require large tent rentals to ensure adequate space for both people and activities. Wedding receptions with dinner and dancing, corporate gatherings with presentation areas, or community fundraisers with auction displays all benefit from generous space allocation.
The flexibility offered by large tent rentals allows for sophisticated floor plans incorporating multiple activity zones. Rather than crowding diverse functions into a compressed footprint, larger structures accommodate distinct areas for dining, entertainment, presentations, and socializing. This spatial differentiation enhances guest flow and event functionality, particularly important for conferences or galas hosted in open spaces around Salt Lake City.
Weather Resilience for Multi-Day Events
Large tent rentals typically feature more substantial structural components that withstand extended exposure to weather conditions. For multi-day events like weekend-long wedding celebrations, corporate retreats at mountain resorts like Snowbird or Brighton, or festival installations, these robust structures provide reliable protection.
Utah’s mountain-influenced weather patterns can change rapidly, with afternoon thunderstorms common during summer months and significant wind events possible year-round. Larger tents with appropriate engineering provide increased stability during these weather fluctuations. While all tents have wind rating limitations, larger structures typically incorporate additional reinforcement features that enhance their durability during extended installations.
Comprehensive Climate Control Needs
Maintaining comfortable temperatures within tented spaces presents challenges in Utah’s climate. Summer events may contend with temperatures exceeding 95°F, while events in other seasons can experience cold conditions requiring significant heating. Large tent rentals offer more effective climate management solutions for these situations.
The increased volume within larger tents provides natural temperature buffering compared to smaller structures. This additional air space prevents rapid temperature fluctuations and allows more effective distribution of heated or cooled air. Larger tents also accommodate industrial climate control equipment more effectively, with sufficient space for ducting and air circulation systems that maintain consistent comfort throughout the structure.
For events in Salt Lake City during July and August, when temperatures regularly exceed 90°F, large tent rentals with appropriate cooling systems ensure guest comfort despite external heat. Conversely, spring and fall events benefit from the ability to install effective heating systems within the generous volumes of larger tents.
Creating Dramatic Visual Impact
When architectural impact forms an important part of your event design, large tent rentals provide expanded opportunities for dramatic installations. High peaks, clear spans, and generous proportions create impressions that smaller structures cannot match.
For high-profile corporate events, luxury weddings at venues like La Caille or Log Haven, or fundraising galas supporting cultural institutions like Ballet West or Utah Symphony, the visual statement made by large tent installations contributes to the overall event atmosphere. These substantial structures transform ordinary locations into extraordinary venues, particularly when enhanced with sophisticated lighting, ceiling treatments, and interior design elements.
Practical Considerations for Tent Selection
Beyond size and capacity, several practical factors influence the optimal tent choice for your specific event scenario. These considerations apply to both small and large tent rentals but may impact your decision differently depending on your priorities.
Installation Requirements and Site Preparation
All tents require appropriate installation surfaces, but the requirements become more stringent for large tent rentals. Smaller tents typically offer more flexibility in terms of surface conditions and can often be installed with weighted ballasts rather than stakes when ground penetration isn’t possible.
Large tent rentals generally require more substantial anchoring systems proportional to their increased wind resistance. For installations on asphalt, concrete, or decorative surfaces like those found at The Gateway or City Creek Center in downtown Salt Lake City, this necessitates either weighted anchoring methods (which consume additional space around the tent perimeter) or specialized surface penetration techniques that require venue approval.
Site preparation requirements also increase with tent size. Large tent rentals benefit from level surfaces with adequate drainage, as even minor ground irregularities become magnified across extended dimensions. For temporary installations at undeveloped sites or in public parks around Salt Lake City, this may involve additional site preparation to ensure stable, level conditions for flooring systems and structural stability.
Permit Requirements and Regulations
Both small and large tent installations may require permits depending on local regulations and specific features. However, large tent rentals almost universally trigger permit requirements due to their size and occupancy capacity. In Salt Lake City, structures exceeding certain square footage thresholds require specific approvals addressing fire safety, structural engineering, and occupancy management.
Permit processes typically require submission of engineered drawings, flame retardancy certificates, evacuation plans, and other documentation. These requirements become more comprehensive as tent size increases. Professional rental companies handle these submissions as part of their service, but you should account for the additional lead time required for permit approval when planning events using large tent rentals.
Setup and Removal Timelines
Installation timeframes increase significantly with tent size. Small tent rentals often can be installed in hours, while large tent rentals may require multiple days for complete setup including flooring, lighting, climate control, and interior finishing elements.
When planning events in busy Salt Lake City venues with multiple bookings, these extended installation requirements necessitate careful scheduling coordination. Large tent rentals typically need to be booked further in advance not only due to inventory availability but also to secure adequate installation time at in-demand venues like This Is The Place Heritage Park or The Natural History Museum of Utah.
Similarly, breakdown and removal processes take longer for large tent rentals. This extended timeline needs consideration when booking spaces with consecutive events or when venue rental periods have strict end times. The logistics of dismantling large structures safely requires appropriate scheduling to avoid rushed processes that could compromise safety or damage equipment.
Feature Comparison: Small vs. Large Tent Rentals
The structural differences between small and large tents create distinct feature sets that influence their applicability for specific event scenarios. Understanding these differences helps align your selection with your event requirements.
Structural Styles and Options
Small tent rentals typically come in limited structural variations – primarily pole tents with center supports or frame tents with clear span interiors. These basic forms fulfill fundamental shelter needs while maintaining lower pricing through standardized components.
Large tent rentals offer expanded structural options including clearspan frames with substantial interior heights, high-peak pole tents with dramatic silhouettes, and hybrid designs incorporating elements of both approaches. These specialized structures accommodate features like mezzanine levels, suspended lighting or decor installations, and custom entrances that enhance event design possibilities.
For upscale events in prestigious Salt Lake City locations like The Grand America Hotel gardens or private estates in Federal Heights, these architectural options create environments that transform even familiar spaces into distinctive event settings.
Sidewall and Entrance Options
All tents can incorporate sidewalls for weather protection and climate control, but large tent rentals typically offer more sophisticated options. Beyond basic solid panels, large structures can feature cathedral window walls, clear vinyl panels that preserve views while blocking wind, and engineered entry systems with vestibules or air locks that maintain interior climate control.
These advanced enclosure systems prove particularly valuable for Salt Lake City events during transitional seasons when weather conditions can change rapidly. Spring gatherings at Red Butte Garden or fall celebrations at Thanksgiving Point benefit from flexible sidewall systems that adapt to changing conditions while maintaining aesthetic standards.
Flooring and Surface Options
Flooring systems demonstrate significant differences between small and large tent installations. Small tent rentals typically use basic flooring options – perhaps plastic tiles or simple carpet over existing surfaces. These fundamental approaches provide functional surfaces at reasonable cost points.
Large tent rentals support sophisticated flooring systems including fully leveled subfloors, engineered raised platforms, custom carpeting, and specialized surfaces for dancing or activities. These comprehensive systems create stable, level environments regardless of underlying ground conditions – particularly important for installations in Salt Lake City’s foothill areas where terrain often features natural contours.
Making the Final Decision
Navigating the choice between small and large tent rentals ultimately requires balancing multiple factors specific to your event scenario. This decision-making process benefits from systematic evaluation of key considerations.
Conducting a Thorough Needs Assessment
Begin by documenting your essential requirements – guest count, activities, space functions, and must-have features. This foundation helps filter appropriate options before emotional or aesthetic preferences influence your selection. Consider consulting with an experienced event planner familiar with Salt Lake City venues if your event involves complex logistics or specialized needs.
Add your “wish list” elements that would enhance but aren’t essential to your event’s success. This tiered approach helps identify where flexibility exists in your planning. Some aspects that initially seem non-negotiable may prove adaptable when balanced against budget constraints or practical limitations of your chosen venue.
Visiting a Rental Showroom
Nothing replaces firsthand experience of different tent options. Take a virtual tour of All City Event Rentals’ showroom to preview available styles, or schedule an in-person consultation to discuss your specific needs. Seeing materials, understanding structural differences, and visualizing how different options might work for your event provides valuable context for decision-making.
During your visit, discuss specific examples of previous installations similar to your planned event. Experienced rental professionals can share insights from comparable events at your chosen venue or similar locations throughout Salt Lake City. These practical perspectives often reveal considerations that might otherwise be overlooked in theoretical planning discussions.
Considering Long-Term Value vs. Immediate Cost
While initial pricing naturally influences decision-making, consider evaluating value rather than focusing exclusively on cost. Sometimes investing in a large tent rental with appropriate features creates better overall value than attempting to adapt a smaller structure through modifications or additions.
For example, selecting a slightly larger tent initially might eliminate the need for separate catering tents, reducing total rental costs while improving functional flow. Similarly, choosing appropriate climate control options suited to your tent size ensures guest comfort that justifies the investment, particularly for events during Salt Lake City’s summer heat or fall temperature variations.
Consulting with Venue and Vendor Partners
Coordinate your tent selection with other elements of your event planning. Catering companies can provide insight into space requirements for food service functions. Entertainment providers can specify needed dimensions for performance areas or equipment. Lighting designers might recommend specific tent styles that better support planned atmospheric effects.
For events at established Salt Lake City venues like The Garden Center, The Marriott University Park, or Wheeler Farm, consult with site coordinators who can share experiences from previous tented events at their locations. Their practical knowledge of site-specific considerations often proves invaluable in refining your tent selection.
Working with Professional Rental Companies
Successful tent events rely on partnerships with experienced rental providers who guide the selection process while managing technical aspects of installation and operation. All City Event Rentals offers comprehensive tent solutions throughout the Salt Lake City area, with expertise in both small and large tent rentals for diverse event applications.
Professional rental companies provide critical services beyond simply delivering equipment. They conduct site evaluations to identify appropriate installation locations, assess access routes, locate underground utilities before staking, and coordinate with venues regarding specific regulations or limitations. These preliminary steps ensure suitable tent placement that balances practical requirements with aesthetic preferences.
During installation, experienced crews manage technical aspects including precise tensioning, appropriate anchoring for local wind conditions, and proper installation of sidewalls and accessory components. For large tent rentals, this technical expertise becomes particularly important due to the increased structural complexity and safety considerations involved with bigger installations.
Throughout your event, quality rental partners remain available to address unexpected situations – securing loose components during wind events, adjusting climate control systems as conditions change, or adapting lighting as natural illumination shifts. This ongoing support ensures your event proceeds smoothly regardless of external challenges.
Conclusion: Making the Right Choice for Your Salt Lake City Event
Whether you ultimately select small or large tent rentals depends on your specific event needs, venue constraints, and planning priorities. By systematically evaluating the factors outlined in this guide, you can make informed decisions that balance practical requirements with aesthetic goals and budget considerations.
For intimate gatherings where personal connection remains paramount, small tent rentals often provide the ideal environment – cozy spaces that encourage conversation while maintaining protection from Utah’s variable weather conditions. For grand celebrations or complex events requiring sophisticated infrastructure, large tent rentals deliver the space and features necessary for executing ambitious plans.
Many successful events incorporate both approaches, using large tent rentals for primary functions while deploying smaller structures for specialized purposes. This hybrid strategy often creates the most functional overall solution, particularly for events with diverse activity zones or operational requirements.
Whatever your specific needs, professional rental partners help navigate these decisions, providing guidance based on extensive experience with events throughout the Salt Lake City area. Their expertise helps translate your vision into practical execution, creating memorable events regardless of which tent option you ultimately select.
Ready to start planning your tented event? Request a quote from All City Event Rentals today. Our team will help you evaluate whether small or large tent rentals best suit your specific event requirements, providing personalized recommendations based on over two decades of experience serving the Utah event market.
Frequently Asked Questions About Large Tent Rentals
How much does it typically cost to rent a large tent in the Salt Lake City area?
Large tent rentals in Salt Lake City generally range from $500 to $5,000+ depending on size, style, season, and duration. A basic 30′ x 30′ frame tent starts around $800-$1,200 for a weekend rental, while expansive structures for major events can exceed $5,000 before adding sidewalls, flooring, or climate control. Installation costs usually add 15-25% to the base price. Premium features like clear tops or French window sidewalls increase costs significantly. Most companies require a 50% deposit, with the balance due before installation.
What site requirements should I consider before booking large tent rentals?
Before booking large tent rentals, ensure you have adequate space beyond the tent’s footprint (an additional 5-10 feet on all sides for stakes and drainage). The ground should be reasonably level with less than 4-6 inches of grade change. Surface type matters—lawns allow staking while paved surfaces require weights. Check for underground utilities before installation. Access paths should be at least 8 feet wide with 10-12 feet overhead clearance. Consider power source proximity and availability for the extended installation/removal period, which may require 1-3 days before and 1-2 days after your event.
How do weather conditions affect large tent rentals in Utah’s variable climate?
Large tent rentals can withstand moderate winds (30-40 mph when properly installed) but require evacuation during severe weather. Summer events in Salt Lake City often need cooling systems (one ton of AC per 600 square feet). Winter installations require comprehensive heating (approximately one heater per 1,200 square feet) and must address snow load concerns. Spring and fall events benefit from the ability to incorporate both heating and cooling options. Work with rental companies that offer weather monitoring and 24-hour emergency support to manage Utah’s unpredictable conditions.
What lighting and electrical considerations apply specifically to large tent rentals?
Large tent rentals need comprehensive electrical planning. Standard perimeter lighting provides ambient illumination but typically requires supplemental task lighting for specific areas. Power requirements increase with tent size—consider needs for catering equipment, audio systems, and climate control. Most outdoor venues lack sufficient power for large tents with comprehensive systems, often necessitating generator rental. Professional installations should include cable management systems to eliminate tripping hazards and protect connections from moisture. Many venues have specific electrical requirements including GFCI protection and professional certification.
How do large tent rentals compare to permanent venues in terms of overall event cost and flexibility?
Large tent rentals typically have higher baseline infrastructure costs ($12-25 per square foot fully installed) compared to permanent venue rental fees. However, permanent venues often impose additional restrictions like mandatory vendor lists or food and beverage minimums. Tented environments offer superior customization of lighting, ceiling height, and overall design. They provide flexibility in scheduling and location, allowing you to transform meaningful personal spaces into event venues. While requiring more comprehensive planning, large tent rentals often offer more transparent cost structures with fewer hidden fees than many permanent venues.