5 Tips for Planning an Outdoor Charity Fundraiser

When it comes to hosting a successful charity fundraiser, the great outdoors provides a picturesque backdrop that can truly elevate your event’s ambiance. From lush gardens to downtown cityscapes, an outdoor setting adds an element of charm that indoor venues often can’t replicate. To help you navigate the intricacies of planning an outdoor charity fundraiser, Classic Tents offers these five essential tips for a seamless and memorable event.

1. Safety First!

The safety of your guests should be your top priority when planning an outdoor charity fundraiser. Depending on your chosen location, the terrain may not always be ideal for hosting an event. Uneven ground can lead to accidents, especially when your guests are dressed in their finest attire. Classic Tents recommends considering a level flooring system to create a stable surface. Alternatively, you can opt for Dura Trac flooring, which not only prevents damage to the lawn but also minimizes the risk of injuries.

fundraiser event tent for rent

2. Keep Your Guests Comfortable

Mother Nature can be unpredictable, and weather conditions can change rapidly, affecting the comfort of your guests. Whether you’re hosting your charity fundraiser during a hot summer or chilly winter, climate control is essential. Classic Tents suggests incorporating air conditioning or heaters, depending on the time of year. In combination with tent siding, these measures ensure that your guests remain comfortable, regardless of extreme temperatures.

3. Look at the Big Picture

Envisioning the layout and activities under your tent is crucial for selecting the right size. You want ample space to bring your charity event theme to life. Regardless of whether that may include a stage for entertainment, a dance floor, or a cocktail bar. Additionally, make sure there’s enough room for event tables and chairs – if you plan on a seated dinner. Along with plenty of space for guests to move comfortably between them, in order to network and mingle. Classic Tents advises careful consideration of the overall flow and arrangement to ensure your charity fundraiser is both enjoyable and visually appealing.

event tent for outdoor charity fundraiser

4. Pick the Right Canopy

The style of event tent you choose sets the tone for your charity fundraiser’s ambiance. Classic Tents offers various options, each contributing to a unique atmosphere. A frame tent exudes sleek modernity, while a canopy tent provides a romantic and airy vibe. If you’re seeking timeless elegance, consider a Sailcloth tent. Moreover, the tent’s style should harmonize with your chosen location – whether that’s a lush garden or a bustling downtown area – to create a cohesive and enchanting experience.

5. Have a Backup Plan

Nature is unpredictable, and rain or shine, your event must go on. To ensure the success of your charity fundraiser, have a solid backup plan in place. Stay informed about the weather forecast leading up to the event, so you can make necessary adjustments. We recommend considering add-ons such as tent siding, gutters, or covered walkways to keep guests safe and comfortable. Installing flooring is another excellent strategy to prevent guests from getting stuck in muddy lawns, preserving the event’s integrity even in less-than-ideal conditions.

tent for large charity fundraiser

In conclusion, planning an outdoor charity fundraiser requires meticulous attention to detail and careful consideration of various elements. By prioritizing safety, guest comfort, layout, tent style, and contingency plans, you can create an unforgettable event. One that not only raises funds for your cause but also leaves a lasting impression on your guests. Reach out for help or to request a quote! And don’t forget to view our website catalog to see our complete inventory of rentals.