What can ruin an outdoor party? Usually one of five things: weather with no backup plan, too few seats, food left sitting in the heat, a yard that goes dark after sunset, and unhappy neighbours. Planning for these problems ahead of time can make them easier to manage on the day.
This guide explains how to prepare for different weather conditions, estimate tables and chairs, handle food safely, plan lighting and power, and check local noise rules before your guests arrive.
1. Weather With No Plan B
Weather can change as your event approaches, so check the forecast in the days leading up to the party. Plan for possible rain, wind or strong sun, and decide where guests can go if conditions change.
A rented tent can provide covered space for seating, food or dancing, depending on the tent size and site conditions. However, it does not eliminate every weather risk. Check the ground where it will be installed, and ask your rental company how the tent will be secured and what to do if the forecast changes.
Black N’ White Tent Rentals offers marquee and frame tents in a range of sizes, with clear or white frame tent options. Compare the tent rental options for outdoor events.
If you plan to use a tent, check the local permit requirements before booking. In Surrey, a temporary tent exceeding 60 m² (646 ft²) requires a building permit, and tents with sidewalls, stages or bleachers may require a permit regardless of size. Review the City of Surrey’s temporary tent requirements and our guide to event tent permits for more information.
2. How Many Chairs and Tables Do You Need for an Outdoor Party?
For a seated meal, plan one chair per guest and enough table space for every place setting. A common starting point is eight guests per round table, so 50 guests may need six or seven tables. Treat this as an estimate and adjust for a children’s table, a head table and the space available in your yard.
The layout matters as much as the quantity. Round tables generally need more floor space than rectangular tables for a similar number of guests. Leave clear paths between seating areas, food stations, the bar and the washroom so guests can move around comfortably.
Before booking, count the chairs and tables you already have and work out what is missing. Compare the available table and chair rental options to check which styles suit your event. If you need a more formal look
CLIENT NOTE: Which formal wedding chair styles are available, and are linens and chair covers included with the chair rentals or rented separately?
3. How Do You Keep Food Safe At An Outdoor Party?
Health Canada advises keeping cold food cold and hot food hot, because bacteria can grow quickly in the temperature danger zone between 4 °C and 60 °C. Outdoors, keep cold dishes chilled until you serve them and hold hot dishes hot until they’re served.
Shade can help protect a buffet from direct sun, but it does not replace safe temperature control. Ask your caterer how they will keep food at safe temperatures and handle leftovers.
4. Losing The Light (And The Power)
Many parties start in daylight and end in the dark. Look up the sunset time for your date, then plan lighting for the hours after it: the food table, the paths, any steps and the route to the washroom.
Plan enough light for food service, steps and walking routes, and don’t rely on decorative string lights alone where people need to see clearly.
Next, work out where the power comes from. The Province of BC advises using outdoor-rated lighting and extension cords listed by a qualified test laboratory, checking cords for damage before use, and making sure outdoor electrical receptacles are GFCI-protected to help prevent electric shock. Extension cords are intended for temporary use. Keep them away from walkways and places where they could be damaged or cause someone to trip.
5. Forgetting The Neighbours And The Rules
The City of Surrey enforces its noise bylaw year-round, and party noise that nearby homes can hear may lead to enforcement, including fines in some cases.
Rules differ between cities, so check your own municipality’s bylaw. The City suggests these steps to help reduce noise complaints:
- Tell your neighbours before the party.
- Start and finish outdoor gatherings earlier.
- Point speakers away from property lines.
- Move the party indoors later in the evening.
Plan Ahead to Avoid Outdoor Party Problems
As soon as you have a date and a guest count, walk the space with a tape measure. Note where a tent could sit, how many tables fit, where the nearest outdoor outlet is and which way the music will face. Send those notes, along with the ground surface (grass, gravel or paving), to Black N’ White Tent Rentals when requesting a quote.
Check how early to book party rentals when planning your event. To give yourself time to organise your rentals, review this guide on how early to book party rentals before your event date.