Hotel Tent Buying Guide: Choosing the Right Tent for Outdoor Events

A hotel tent is a temporary shelter that can be used by resorts, conference centers, and hospitality venues for a number of purposes. Tents are a great way for these types of venues to expand their event space to the outdoors, protect their guests from unexpected weather conditions, or create designated spaces for activities or dining locations. 

In this article, we’ll dive into the most common uses for hotel tents, the benefits of having tents on location, the most popular tent styles, and how to best select the right tent for your property. 

8 Common Uses for Hotel Tents

Event tents are an excellent option for hotel managers, event directors, and even wedding coordinators to create and organize spaces at hotel venues without the need for permanent buildings and construction. Temporary tents allow venues to adapt to each unique celebration while utilizing the same inventory, ultimately saving hotels’ time and money.

Here are some of the most popular uses for hotel tents: 

1. Outdoor Wedding & Reception Tents:

Hotels and resorts often use large event tents to transform their outdoor event spaces into wedding venues. From ceremonies, cocktail hours, receptions, and more, wedding planners can rest assured that each part of the celebration goes off without a hitch while protecting guests from harsh sun, wind, and unexpected rain. 

Wedding tents offer more than just weather protection. They expand event capacity which allows venues to book larger weddings, have a plan B option for inclement weather, or host multiple events on the same day without limiting space. Tents give wedding planners more flexibility with their layouts, decorations, lighting, dancefloors, and more to make their couple’s vision come to life. Adding bright white tents to their wedding and reception inventory, hotels can expand their capacities, increase their bookings, and generate more revenue. 

2. Hotel Restaurant & Patio Dining Tents:

Outdoor dining tents are an excellent way for hotels to expand their restaurant and patio dining spaces. Hotel restaurants, bars, poolside lounges, and even rooftop patios can benefit from temporary tents. They increase seating capacity and protect guests from unpredictable weather without sacrificing the fresh-air atmosphere. Bringing tents to hotel and resort venues helps make their outdoor space usable all season long. 

Outdoor dining and patio tents allow hotels to serve more guests during peak seasons, expand dining for private events, and keep patios open even with the weather changes. Tents are a simple way for hotel restaurants to create an inviting atmosphere for guests and allow food and beverage teams the flexibility to arrange tables, bars, buffets, and more without the limitations of the indoor space. 

3. Conference & Meeting Overflow Tents:

Hotels and resorts with conference centers use tents to add extra space and organization for large conferences, trade shows, and corporate events. These tents create comfortable and flexible spaces for breakout sessions, networking areas, registration stations, sponsor exhibits, and overflow seating when indoor space is limited.

Conference and corporate meeting tents offer a versatile option to host larger groups while maintaining an organized and professional environment. Each tent can be customized to accommodate presentations, exhibits, networking, and dining areas for events with different needs. Using a tent with custom logos and brand colors on tent tops and sidewalls will showcase the hotel’s branding, or highlight the corporate client’s logo, leading to a more polished look for the venue and event sponsor. 

4. Valet, Entrance & Guest Arrival Tents:

Make a welcoming first impression on guests as they arrive at an event with a covered valet entrance. Tents can be installed over a hotel entrance, valet station, shuttle pickup zones, and check-in points during events to protect guests from wind, rain, or other undesirable weather conditions. These tents are an ideal solution during weddings, conferences, and busy seasons to protect staff and guests alike. 

Entrance and guest arrival tents will create a more organized and comfortable area for valet attendants, bell staff, and event personnel who need to work efficiently. Because each entrance is different, custom-sized tents are a popular option for hotels since they can be designed to fit existing walkways and building layouts–creating a seamless, professional appearance that complements the hotel’s aesthetic while offering a functional purpose. 

5. Poolside & Resort Event Tents:

Hotels and resorts with on-site pools can use commercial tents to create comfortable spaces for pool parties, private cabanas, outdoor bars, guest lounges, and entertainment stages. Whether there’s a private event on the schedule or guests need shade throughout the day, tents are a versatile option for the hotel’s inventory. 

The biggest advantage of having a hotel tent is the durable 16 oz blockout vinyl. They provide excellent shade by blocking sunlight from passing through the fabric, creating a cooler and more comfortable environment during hot summer days. This makes poolside dining and relaxation areas more enjoyable for guests, encouraging them to spend more time at outdoor amenities.

6. Back-of-House & Operational Tents:

Not every tent needs to be used by guests. Outdoor tents are also valuable for behind the scenes operations like catering and food preparations, staff check-ins, event storage, and temporary work areas during large events. Weddings, conferences, and banquets often have additional needs that exceed hotel capacity, making tents a practical and logistical option to extend the property’s facilities. 

With the use of dedicated work areas, hotels are able to keep back-of-house operations organized while reducing traffic in busy areas like kitchens and banquet halls. Tents can protect food, equipment, and supplies from wind and rain, allowing staff to work regardless of the weather.

7. Live Entertainment Tents: 

Commercial tents provide hotels and resorts with a flexible venue for hosting outdoor entertainment throughout the season. Live bands, DJs, comedy shows, outdoor movie nights, and more events will benefit from a tent to protect performers, equipment, lighting and staging from unexpected weather conditions. 

Tents will allow event planners to design layouts that accommodate their event, like dance floors, lounge seating, cocktail tables, bars, and even VIP lounges. Expand the entertainment spaces beyond ballrooms to encourage guests to stay longer, gain new customers, and bring in local visitors to themed events, and other community gatherings. 

8. Fitness & Recreation Tents:

For hotels and resorts that host athletic events, programs, and activities, tents are a useful addition to protect guests from harsh sun or windy and rainy conditions. Support pickleball tournaments, tennis matches, golf outings, fitness classes and family recreation activities with tents to act as registration areas, hydration stations, and check-in sites. Whether the hotel is hosting large or small sporting events, tents create a smooth and organized experience for guests and staff. 

Beyond logistics, recreation tents create a comfortable space for guests before, during, and after the day’s activities. Guests can relax in the shade between matches, cool off with water and refreshments, or socialize while waiting for announcements. 

Planning to add a tent to your hotel or resort?

Choose a setup that works for your space, event needs, and long-term goals. Talk with our team by calling 920-431-0938 for personalized guidance and explore your options before you buy.

5 Benefits of Hotel Tents

Tents give hotels flexibility to adapt to changing guest needs without the expensive cost or extensive timeline of permanent buildings. Whether hotels need space for weddings, outdoor dining, or entertainment venues, a tent makes the most out of the existing property while accommodating more guests for special events. Hotel tents increase capacity, improve visitor experience, and provide weather protection. 

1. Weather Protection: A high-quality commercial tent protects guests, staff, furniture, and equipment from sun, rain, and unpredictable weather conditions, allowing events to run smoothly and comfortably.

2. Expanded Event Capacity: Expand hotels and resorts guest capacity with commercial grade tents. Utilize both indoor and outdoor space to accommodate larger events, dinners, or host multiple celebrations at once.

3. Improved Guest Experience: Create defined event spaces that help outdoor events feel more organized and welcoming for guests. With the right layout, lighting, and sidewalls, hotels can create distinct areas for each unique celebration.

4. Brand & Design Flexibility: Each hotel is different, which means their tents should match with the existing property and branding. Choose from a variety of sizes, styles, colors, and custom printing options to highlight the hotel or client’s branding. Custom logos and graphics add a professional appearance to any event! 

5. Flexible Seasonal Use: Commercial tents are versatile enough for both short-term events and long-term installs. Whether there’s a weekend wedding or conference, or want to extend outdoor dining for the season, a durable tent will adapt to the changing needs of the guests all year long. 

Most Popular Tent Types for Hotels

The best hotel tent will depend on how it’s utilized on the property. Factors such as layout, available space, guest count, event type, and surfaces will determine which tent is the most suitable for the hotel venue. 

Here are some of the most popular tents for hotels: 

Frame Tents

Frame tents are a popular option for large events due to their clear-span design. With no center poles and an open interior, event planners have flexibility in their layout when deciding where to place bars, tables, dance floors, and seating. Frame tents can be set up on grass, concrete, and asphalt, making them a versatile option for any area on the property. Their flexible design makes them ideal for weddings, poolside events, conference overflow, and outdoor dining.

Keder Tents

Keder Tents are the ideal option for long-term installs at hotels and resorts. Since the tent top is fitted into a track system, the tent top is not only easier to install, but it creates a tighter fit that extends the life of the tent fabric. Designed for extended installs, keder tents are an excellent option for outdoor dining, seasonal wedding venues, conference expansions, and other events that will require tents for weeks or months at a time. 

Clear Top Tents

Clear top tents elevate an atmosphere by allowing natural light to fill the space during the day and offer stunning views of the night sky once the sun goes down. These are a popular choice for upscale weddings, cocktail hours, gala dinners, and other events where aesthetics are a key component. Because the tent top allows light to pass through, clear top tents get quite warm on hot, sunny days, thus they are best suited for evening events, in cooler seasons, or fall weddings.

High Peak Tents

High Peak tents combine the look of a pole tent with the easy set up of a frame tent to create an elegant appearance that will draw attention from all over the property. Their compact design and quick install time make them an excellent choice for smaller events that need a more professional appearance. High Peak tents are ideal for hotel entrances, valet stations, cocktail hours, VIP lounges, and other small events throughout the outdoor event season.

Pole Tents

Pole Tents are a classic, elegant, and popular option for outdoor events. Hotels that have expansive lawns and frequently host events will benefit from a cost effective tent that can adapt to multiple event types like weddings, large receptions, outdoor galas and resort celebrations. Since they need center poles, they’re best used for events on grass or other stakeable surfaces.

Custom Tents

Custom tents allow hotels and resorts to create a cohesive and professional appearance across the property. Custom sizing can accommodate the existing structures of the hotel, and custom colors and logos can match the event theme and hotel branding to create a consistent look for recurring events. Whether you’re covering hotel entrances, outdoor dining areas, repeated seasonal events, or poolside lounges, a custom tent will highlight brands while creating a polished atmosphere. 

Need help choosing the right hotel tent?

Our experienced team can help you compare tent styles, sizes, and customization options to find the right option for you! Contact our team today, or download our Tent Purchasing Guide to make a decision with confidence. 

Accessories to Complete Your Hotel Tent Setup

The right tent accessories can improve the safety, functionality, and guest experience for hotel guests. From changing weather to simple setups, these accessories can help you get the most value out of your investment:

• Sidewalls: Help protect guests from wind, rain, and unexpected weather conditions. They add privacy and create a more polished event space. Available in clear, solid, and window sidewall options. 

• Tent Ballasting Systems: When staking isn’t possible, these ballasts are the best option for safe tent anchoring. These are ideal for hotel patios, lawns that can’t be stakes, and hard surfaces like concrete and asphalt. 

• Lighting: Proper tent lighting allows you to use the tent well into the night. Create an inviting and comfortable atmosphere for guests by adding chandeliers for weddings, string lights for cafe and patio seating, and bright LED lighting for staff work spaces. 

• Flooring: Adding flooring to your tent setup creates a cleaner event space for guests and staff. It will reduce dirt and mud, as well as possible tripping hazards caused by uneven ground. 

• Tables & Seating: The right tables and seating will create a functional layout that matches the style and function of the event. From banquet tables and elevated seating options for weddings to cocktail tables for networking events, choosing the right furniture will improve guest comfort and maximize the available space. 

• Heating & Cooling: Heating and cooling systems keep guests comfortable regardless of weather conditions. Portable fans, patio heaters, air conditioning units, and climate-control systems can regulate temperatures inside the tent. This is a great addition for weddings, outdoor dining, and long-term installations.

Need a Hotel Tent for Upcoming Outdoor Events?

The right hotel tent will help you expand your event space and create memorable experiences for weddings, outdoor dining, conferences, entertainment, and other seasonal events. Generate more revenue and host more events by investing in high-quality, durable event tents. Create the perfect event atmosphere for your hotel’s guests by adding accessories to your set up. 

Hotels depend on high-quality tents to withstand frequent setups, changing weather conditions, and different types of events throughout the year. Invest in commercial-grade tents to reduce maintenance costs, extend the life of your tent, and ensure your hotel always has a polished, professional appearance. 

Look for these features whenever you’re ready to purchase a tent for your hotel or resort property:

• 16 oz. Blockout Vinyl: Provides dependable shade and guest comfort.

• 1000 Denier Fabric: Approximately 15% stronger than many imported alternatives.

• UV Resistance: Holds up to sun exposure and can last up to 3x longer than import fabric.

• ISO-Certified Fabric Suppliers: Supports consistent quality and performance.

• Fire Code Compliance: Meets fire code requirements in all 50 states.

Our tents are manufactured right here in the Midwest by a team that’s dedicated to ensuring each tent is dependable for all your upcoming events. We offer fast lead times, customization options such as sizes, colors, and logo printing, to help hotels and resorts create outdoor spaces that exceed the needs of client events. 

Whether you’re expanding outdoor dining or hosting an upscale wedding, our team is here to help you find the tent that fits your budget and meets your event criteria. Contact us today by calling 920-431-0938 to discuss your hotel property, get a quote, and compare tent styles to confidently choose the best tent option for you!