40' Pole Tent in Cambridge, Maryland

Understanding how to maximize your rental budget if you plan on having a tented wedding can be HARD. In this post, we’re going to explore how to effectively have a 130-guest wedding under $5,500.00 in the rentals and we are going to be TRANSPARENT WITH PRICING. Yes, you read that right!

NOTE: This does NOT include dinnerware. Although china, glassware, and flatware is a wonderful addition to wedding rentals, this can be a significant cost factor for many couples. So in this option, we are making the assumption that either 1) the caterer is providing the tableware or 2) the client is purchasing plastic options for this.

The most expensive part about having a tented wedding is obviously going to be the tent itself. As a company, we are very transparent in our pricing (you can see our current pricing guide here or view our entire rental catalog online) but for this post, we will be providing an estimated range for each of the items required so you can understand the typical market price for these items.

Here is the layout that we’re basing this rental package on:

In layout, we are using a 40′ by 80′ pole tent. A typical white vinyl pole tent is rented by the square foot and ranges from .50 to .70 per square foot.

40 x 80 = 3200 square feet, so roughly $1600.00 to $2240.00.

The square footage pricing can vary so significantly as not all 40′ by 80′ pole tents are equal. Be sure to do some research and find out if your rental company is using quality manufacturers. Cheaper is not necessarily always better when it comes to tents!

Lighting is another rental option that can vary significantly depending on the design and style of the lighting. For this purpose, we’re going to assume this client wants a basic perimeter lighting package. Perimeter lighting ranges from $1.50 to $2.50 per linear foot in our market, so estimate $360.00 to $600.00

Let’s recap a bit. Right now, we’re on a low end of $1960.00 to $2840.00 for the tent and lighting to comfortably hold 130 guests.

In this layout we have an 18′ by 18′ dance floor. We typically suggest 9-10 square feet per couple is comfortable, so an 18′ by 18′ dance floor is 324 square feet, holding 32 couples comfortably (48 guests). This dance floor is on the smaller side for what we would suggest for 130 guests, but we’re also attempting to budget the rentals here in this scenario so let’s continue!

Dance floors range from $1.50 to $2.50 per square foot, so this dance floor rents for an average of $486.00 to $810.00

Since most of our clients like our white padded resin chairs, we’re going to quote these for the reception seating. In our market, white padded resin chairs typically go from $2.50 to up to $3.50 so for 130 chairs, let’s estimate $325.00 to $455.00

Round tables seating 8 (60″ rounds) are the most popular table seating option and likely the most common you’ve seen! This table can rent for $8.00 to $10.00 depending on the market, so for 16 tables (seating comfortably 128) we are estimating $128.00 to $160.00

Rectangular banquet tables are popular for buffet set-ups (which might also be included in your catering costs, but here we are going to assume the client needed to rent them) along with the bar set-up. Rectangular tables range in rent for $6.50 to $10.00 so for this option we would need to budget an estimate of $39.00 to $60.00

Linens is where things can get tricky a the market on linen rentals is kind of all over the place since there are SO MANY OPTIONS, so to fully cloth all of the tables required in this layout we’re budgeting $600.00. Basic polyester linens range from $4.00 up to $20.00 depending on the size of the linen.

So here is the breakdown if the rentals were to be on the higher end:

Tent, Lighting & Draping: $2840.00
Dance Floor: $810.00
Tables, Chairs & Linens: $1215.00

Right there, on the higher estimate, we’re looking at $4865.00 before taxes (in the state of Maryland, rental items are taxed!), delivery fees, or labor fees.

If you are interested in getting a quote for this layout from us, feel free to e-mail us today and we’d be happy to tweak it to your specifications!

What to see the real deal? Click here to view a PDF of this quote with our current pricing (valid for 30 days as of 9/2/2019).

*Rental market for these items is based on the eastern shore of Maryland. It is very likely that markets in other regions can vary significantly, and we highly suggest that you do not create your rental budget for your wedding solely based on this blog post and get quotes from companies in your area first as we cannot guarantee that pricing will be the same in other regions.