How to Set Up a Large Outdoor Event Tent: A Step-by-Step Guide

Whether it is your big wedding day, festival, football tailgate, or commercial event, custom outdoor event tents fit all large-scale celebrations!

04:39 03 March 2023

Whether it is your big wedding day, festival, football tailgate, or commercial event, custom outdoor event tents fit all large-scale outdoor celebrations! These tents can withstand harsh weather and are easily set up and tear down.

This guide will break down the steps involved in setting up a large-scale outdoor party tent and quickly turn your space into an enjoyable event venue with a little effort.

How long does it take to set up an outdoor event tent?

Depending on the size and style of your specific event tent, the set-up time may vary. A small 8x8 or 10x10 pop up tent can be put up quickly without much effort with just one or two crew members. Mid-sized tents need proper planning as they take longer to set up the tent.

Larger event tents naturally need more time and people to set up than smaller-sized or mid-sized event tents. For example, a large-sized 20x20 outdoor party tent can take nearly 30 to 40 minutes for a four-person crew to set up and secure the tent with the right weights.

Tools needed for installation of outdoor party tents

Here is a list of some helpful tools that you might need to set up a large outdoor event tent:

Tent frame jack – Cut down a lot of set-up time by using a frame jack when installing a heavy frame tent. It helps raise your tent in the air to make putting the legs on easier.

Center pole puller – Helps to erect those annoying center poles (when using a pole tent) that get in the way during the set-up process and make the set-up process hassle-free.

Tent stake driver – Automates the act of driving tent stakes into the ground in no time.

Tent stake extractor – Provides mechanical assistance in removing the stakes from the ground when it is time to tear down the tent after the event.

Large tarp – Whenever possible, spread a drop cloth or inexpensive tarp as a barrier between your canopy roof and the ground to protect from dirt, small rips, holes, etc.

Tent weights/stakes – Even when you are not expecting high winds or heavy rains, it is essential to take all the precautions and use additional weights or tent stakes to secure your custom outdoor event tent.

Remember, a large outdoor dining tent with more surface area to hold down will require more weights to stop it from blowing away in high winds.

How to set up a large outdoor event tent

Setting up a tent may seem tricky, but it is actually quite simple when you understand the basics and follow the instructions manual given by the manufacturer.

Step #1: Choose a location for your tent

Find a site large enough to accommodate your large event tent. It should be away from trees or other objects that could fall on the tent. Make sure the spot you choose is flat. 

Step #2: Layout the tent frame on the ground

Start assembling your party tent by laying out your tent frame on the ground. It will help you visualize where the components will go and how it will work out when setting up the tent using the tools.

You can also mark the pole and stakes location on the ground to get a clear idea of how much space the tent will take up and check if you have chosen the right area.

Pro Tip: Always position the tent poles and stakes over grass or soft ground; however, you can also set up an event tent over concrete or asphalt. You can use concrete weights or drill down into the surface (but it is noisy, messy, and end in costly repairs).

Step #3: Connect the crowns and tent pins

The crowns at the top of your event tent will hold the pins in place, and you can assemble them by inserting them. Make sure every pin has been secured in its pinhole.

Step #4: Build your frame top

You will build your frame top by connecting the crowns and tubing to create a solid and secure foundation for your tent. It will also include attaching the ratchet straps to the tent frame and other securing steps like this.

Step #5: Align the lace side with the grommet side

Roll out the canopy top and align the lace side with the grommet side. Once both canopy sections are laced together, close the rain flap and ensure everything is secure before cutting the lace line. Repeat this for the entire tent canopy.

Step #6: Pull your tent top over the frame

Pull your tent canopy over the frame to align the peak of the tent top with the frame center. Fasten the straps to each tent corner and attach the base plates to the legs.

Step #7: Attach stakes and secure your tent 

Secure your large event tent by clinging the clamps to the stakes in the ground around the perimeter of the tent. Even when the weather is pleasant, you must secure your outdoor tent using stakes and additional weights.

Step #8: Add accessories as needed

Once your heavy duty outdoor party tent is up, you can add any final touches, like lights and decorations, to make it more comfortable and conducive to your event. You can choose to hang chandeliers and bistro lighting on the interior of the frame of your outdoor dining tent and place down flooring to complement your event’s theme or occasion. Use portable outdoor heaters and sidewalls to block out the cold breeze and keep your guests warm and comfortable.

Final thoughts

Now you are ready to set up your large custom tent and use it for outdoor parties or any other event. It always helps to practice setting up your tent once or twice before the event day so you can do it quickly and efficiently. It will give you an idea of how long it will take to get an event tent up, and you can plan your arrival at the venue accordingly.