Categories: Shopping & Fashion

Guide to Renting a Canopy for Your Wedding

Having a canopy for your wedding can make it special. You can have all the beauty of an outdoor wedding with protection from the weather for your guests. There are many sizes and options available. Renting a canopy can be quite complex as well as becoming quite expensive. This guide can help you determine if a canopy is right for your wedding. It will also help you find the right size and help you pick options that will make it perfect.

What size will I need? The first thing to determine is the size of canopy you will need. I am talking about the square area of ground coverage. You will want to measure the area you plan to put it to see what will fit. You then need to decide what you plan to put underneath. How many tables will you need? What about room for the buffet table, a dance floor, a cake table, a sign-in book, and a reception line? Plan on a 10 foot square area for each round table that seats 8 people. The size of your dance floor will depend on how many guests you expect. They can range from 12 by 12 feet up to 20 by 30 feet or larger. Get some graph paper and make a floor plan. Bring this with you when you visit your rental company. You may decide you only want to have a small canopy to cover a buffet, or one to cover a reception line. You don’t necessarily have to put your entire party under a large one.

What types of canopies are available? Canopies are sometimes called tents as well. There are many different types. The first, and most common, is a frame canopy. A frame canopy usually comes in sizes starting at 10 feet wide and going up to 60 feet wide. They can usually go up to about 120 feet long. They do not have poles in the center of the tent, only around the perimeter. The second most common is a festival canopy. Sometimes this is also called a “show canopy”. These have higher peaks and resemble a circus tent. It also starts at a 10 foot width. There are usually more limitations on size since most companies don’t stock as many of this type of canopy. For most companies their maximum size is a 40 by 80 foot. This canopy also only has legs around the perimeter. There are other styles such as pole tents. They have poles in the center and are held up by tension. Clearspan canopies come in large sizes and are more heavy duty. They are good for events lasting a long time and can stand up to heavy wind. Most canopies come standard with 8 foot legs and then peak higher from there. Some companies offer optional 10 foot legs to make your canopy higher and grander.

Where can you rent a canopy? If you live in a good size city chances are you have a rental company that carries canopies. Many companies will deliver and set up canopies to surrounding cities for an extra travel fee, so don’t get discouraged if there is not someone local. Every company will have different prices and policies.

What type of ground will your canopy be set up on? Using stakes is the preferable method of securing your canopy. You can stake into grass, gravel and even asphalt. Most companies are equipped to patch the holes left in the asphalt after they remove the stakes. This will probably cost extra, but it is reasonable. If you plan to stake you will need to find out if there are any gas lines in the area. Find out who you need to call to have them come flag any dangerous areas.

If you are setting up on concrete you will need water barrels. You will need a high pressure water source available nearby. Frame canopies can only use water barrels if they are 40 feet wide or less. They can be as long as you want. The type of structure changes once you go wider and water barrels are not secure enough. Water barrels are not very attractive. They are usually bright blue or another color. They will be distracting. Most companies offer some sort of a cover for them. A common type of cover is a white plastic slipcover that just slides over the barrel, but it only covers the sides. There are some styles of canopies that will not be able to use water barrels at all.

What other options are available? There are so many things to consider I am going to list these in subcategories.

*Walls – Walls come in different styles. There are plain white walls, walls with windows in them, and some companies carry clear and mesh walls. You do not have to put walls around your entire canopy. Consider just using wall on one side or just leaving one side open. If you do put walls on the entire canopy consider clear or window walls so you don’t feel too closed in. You will need a place to enter. You can leave a section open or you can actually have a sliding or French door. These usually take up 10 feet on one side.

*Heating and Cooling – You may need to consider temperature control depending on the weather. There are different options for both heating and cooling. Heating units usually run on propane. Forced air heaters are one type. The unit will be outside the canopy and a duct will blow warm air under the wall of your canopy. Your canopy must have walls around all the sides to keep the heat in. Depending on the size of your canopy you may need more than one unit. Patio heaters or Sunglo heaters are another option. These aren’t as effective and can not be used in smaller canopies. They can only be used in the very center of large canopies that are on 10 foot legs. Check with your rental company, they may not allow the use of these at all under any structure. If you do use these heaters they only heat about a 10 foot radius. You must not have walls on your canopy so the fumes can escape and not potentially harm you or your guests.

Cooling your canopy will usually require a nearby power source. There are swamp coolers, fans and misters. Swamp coolers will require a water source as well. Check to see if you have to provide a hose or if the rental company will have one. They will just blow cool air into your canopy. Walls are recommended. Fans aren’t as effective and will just move the air around, not cool it. Misters are best in dry climates and some companies will not carry these. You will need a water source. These disperse water into the air and can potentially cool the air by around 15 to 20 degrees. Keep in mind that since a canopy will provide shade it won’t be nearly as hot as it will be out in the sun, you may not need anything for extra cooling.

*Lighting – If you have a canopy with walls or are having an event in the evening you will need light. There are a lot of options. There are even third party companies that specialize completely in lighting canopies. Some options are par can lights, strand lights, and chandeliers. Some companies may offer even more options. These are just the basics. Each option requires electricity. Par can lights are usually clamped to each corner of the canopy by the ceiling and sometimes along the edge too. They are tilted up to bounce light off the white ceiling. This can be used with other options too. You can put colored gels over the lights to create different effects.

Strand lights are quite expensive because a lot of labor goes into hanging them. Strands of C-7 lights are usually used. These are somewhat similar to the outdoor Christmas lights, but are usually clear. Sometimes these are called twinkle lights even though they don’t twinkle. They are usually draped back and forth from the center of the canopy to the perimeter. If you like this style of light but don’t have the budget for it you can have them just line the perimeter of the canopy. This won’t give you a lot of light and you will probably want to consider some other options to go with it.

Chandeliers are usually hung from canopies on 10 foot legs. Depending on the size of your canopy you may need a few. These sometimes don’t provide enough light and can be combined with par cans.

*Liners and leg drapes – The inside of your canopy will have exposed poles. The festival canopies aren’t as unattractive as the frame canopies. The frame canopies can have liners draped in them. Liners are gathered semi sheer material that is attached to the underside of your canopy. It is very elegant and finishes off your canopy nicely. In most cases these can cost as much as the canopy itself though. The material damages easily and therefore the rental company has to replace these often. If you can’t afford a fabric liner ask your rental company if they have pole covers. They are made of disposable plastic tubing that slips over the pole so they will be white and match the top of your canopy. They do cost extra but not as much as the liner. The legs of your canopy are also much prettier if you put leg covers or leg drapes on them. Leg covers are a long piece of white fabric that attaches with Velcro snuggly around the leg. Leg drapes are attached at the top of the canopy and go around they leg. They are gathered with a sash. Often they have sashes that match their tablecloths so you can get them in different colors. If you have your canopy set on 10 foot legs the leg drapes will cost more.

Extras – Depending on your style and what the current trends are many companies offer décor for your canopy. Japanese lanterns are a popular choice. Check with your local rental company. They can give you an idea of what they carry.

Are there other things to consider? Depending on the city you live in and where your canopy is being set up you may need to get a permit. This will cost a little extra but will be necessary. The local Fire Marshal may have to come out and inspect the canopy, but usually you will just need to fax over a request and they will sign it and send it back. Local laws may also require you to have an exit sign and fire distinguishers. Your rental company can usually take care of all this for you.

What is this going to cost? For the most part a canopy is not chosen as a more affordable alternative to other wedding venues. Brides choose to have canopies because they love the look and want to be outdoors.

Remember that there are many costs associated with renting a canopy. Everything you add will cost extra. The basic costs are the canopy itself, delivery and permitting (if necessary). I am going to include an example of a sample canopy. Remember this isn’t an average cost or what everyone rents. Canopies are so custom and every single job a company does is drastically different from the last. The cost will also vary by company and by the area you live in. I have taken the cost from a couple different rental companies across the country and averaged them.

$1100 – 40×40 Frame Canopy – This will hold 10 round guest tables, two buffet tables and a 16×16 dance floor.
$150 – Delivery in the local area
$350 – Window Walls on three sides
$950 – Draped lighting
$360 – Leg Drapes with colored sashes
$475 – Dance Floor
$275 – All tables and basic floor length linens
$300 – Chairs

The total for this scenario is $3,960. There will also be tax and perhaps permitting fees.

Visit the showroom of your local rental company for their specific prices and policies. They can help you design a floor plan and help you pick out which canopy will be perfect for your unique wedding.