Outdoor Party Checklist: Everything You Need to Plan a Great Event

There’s something about hosting a party outdoors that makes it feel a little more special. Whether it’s a backyard graduation party, a summer birthday celebration, a family reunion, or just an excuse to get everyone together, outdoor parties give you a lot of flexibility to create something fun.

But they also come with a few extra things to think about.

Unlike hosting indoors, you have to consider the weather, where everyone will sit, how food will be served, and whether your backyard can comfortably accommodate everyone you’ve invited.

At Baystate Tent & Party, we’ve been helping New Englanders host outdoor events since 1984. And after more than 40 years of setting up everything from intimate backyard gatherings to large-scale celebrations, we’ve learned that a little planning goes a long way.

So, whether you’re hosting 30 people or 200, here’s our outdoor party checklist to help you think through the details!

1. Start With Your Guest Count, Budget, and Location

Before you start picking out decorations or planning your menu, figure out the basics.

How many people are you inviting? Where will the party take place? What’s your budget? And, perhaps most importantly, what kind of party are you hoping to host?

A casual backyard BBQ will have different needs than a formal graduation celebration with a catered dinner.

Your guest count is especially important because it influences almost everything else, from how many tables and chairs you’ll need to the size of your tent.

Your planning checklist:

• Set your event date and approximate hours
• Create your guest list
• Establish a budget
• Choose your location
• Send invitations and track RSVPs
• Determine whether you’ll need rental equipment

A little advice from us: Before committing to a backyard party, take a good look at your space. A yard that feels huge on an ordinary Saturday can fill up surprisingly quickly once you add a tent, tables, chairs, food stations, and 100 of your closest friends!

2. Decide Whether You Need a Party Tent

One of the biggest questions when planning an outdoor party is whether or not you need a tent.

And while we’re obviously a little biased toward tents, there’s a reason they’re so popular for outdoor events in New England.

A tent gives your guests a designated gathering space, provides shade on hot summer days, and offers protection from light rain. It can also help define the overall layout of your party.

But not every event needs the same kind of tent.

For a casual backyard gathering, a traditional canopy tent might be all you need. For something more formal, you might prefer a high peak frame tent or a sailcloth tent.

The size matters, too. A tent that fits 100 guests for a standing cocktail party isn’t necessarily large enough for 100 guests seated at tables with a buffet and dance floor.

When determining your tent size, consider:

• How many guests need to fit underneath
• Whether guests will be seated or standing
• Round tables versus banquet tables
• Buffet tables, bars, or food stations
• Space for dancing or entertainment
• Any additional equipment that needs to be covered

Our advice: Don’t choose your tent size based on guest count alone. Think about everything you want to put underneath it. That’s one of the most common things we help customers work through when they’re planning an event!

And if you’re hosting at home, make sure the space is suitable for installation. Slopes, underground utilities, patios, landscaping, and access to the backyard can all affect your tent options.

3. Plan Your Tables, Chairs, and Layout

Once you know how many guests you’re expecting, it’s time to figure out where everyone will go.

If you’re serving a sit-down meal, you’ll generally want seating for everyone. For a more casual open-house-style party where guests come and go throughout the afternoon, you may be able to create a mix of seating and standing areas.

Think about how your guests will actually use the space.

Will everyone be eating at the same time? Do you want a separate area for food? Is there room for people to move comfortably between tables?

And don’t forget about the tables that aren’t for guests!

We regularly remind customers to account for extra banquet tables for things like:

• Food and buffet service
• Drinks and coolers
• Desserts and cake
• Gifts and cards
• DJ equipment
• Party favors or displays

It’s easy to calculate exactly how many tables you need for your guests and completely forget about everything else.

4. Figure Out the Food and Drinks

Food is usually one of the first things people get excited about when planning a party.

Whether you’re grilling in the backyard, hiring a food truck, ordering trays from your favorite restaurant, or bringing in a caterer, make sure you’ve thought through how the food will actually be served.

If you’re doing a buffet, where will the tables go? Does the caterer need a separate preparation area? Will you need additional tables for appetizers, desserts, or drinks?

And don’t forget about keeping food at the appropriate temperature throughout the event!

For beverages, think about how much ice you’ll need, where you’ll store extra drinks, and whether guests will serve themselves or visit a designated bar area.

If you’re hosting on a hot summer day, plenty of water and nonalcoholic options are always a good idea.

Our advice: Buy way more ice thank you think you’ll need – you’ll use it!

5. Have a Plan for the Weather

If you’ve lived in New England long enough, you already know the weather doesn’t always cooperate with your plans.

A beautiful sunny afternoon can turn into an unexpected rain shower, and a warm September day can become a surprisingly chilly evening.

That’s why we always recommend thinking about the weather well before your event date.

A tent is a great starting point, but depending on the season and forecast, you may also want to consider sidewalls, fans, or heaters.

Think through these questions ahead of time:

• What happens if it rains?
• Will guests have enough shade?
• Will the temperature drop after sunset?
• Is the ground likely to be wet or muddy?
• Do you have an indoor backup plan if severe weather is expected?

It’s much easier to make these decisions ahead of time than to scramble the morning of your party.

6. Don’t Forget the Practical Details

This might not be the most exciting part of planning a party, but it’s one of the most important.

We’re talking about restrooms, trash, electricity, parking, and all those little things that make an event run smoothly.

For example, if you’re hosting 100 guests at your house, is one bathroom going to be enough? Will guests be walking through your home all afternoon?

What about parking? Will everyone fit in your driveway, or should you let your neighbors know there will be extra cars on the street?

If your event continues after sunset, will guests have enough lighting to safely walk between the tent, house, parking areas, and restrooms?

And where will all the trash go?

These aren’t necessarily the first things people think about when planning a party, but they’re certainly things you’ll notice if they’re missing.

7. Add the Finishing Touches

Now for the fun part!

Once you’ve figured out the practical details, you can start thinking about how you want your party to look and feel.

Linens are one of the easiest ways to dress up rental tables. You can keep things simple with classic white tablecloths or incorporate colors and patterns that complement your event.

Lighting is another great way to transform a space, especially for parties that continue into the evening.

And depending on the occasion, you might want to add a dance floor, lawn games, music, or other entertainment.

You don’t have to go overboard with decorations to create a great atmosphere. Sometimes a beautiful tent, thoughtfully arranged tables, and a few simple details are all you need!

 

8. Make a Plan for Setup and Cleanup

One thing that’s easy to underestimate is how much time everything takes to set up.

If you’re renting a tent, tables, chairs, or other equipment, confirm when your rental company will be delivering and installing everything.

At Baystate, our typical delivery schedule runs Wednesday through Friday, with pickups Monday through Wednesday. That often gives customers time to decorate and prepare their event space before guests arrive.

Keep in mind that your delivery schedule may be different from your caterer’s, florist’s, or other vendors’ schedules, so it’s helpful to coordinate everyone ahead of time.

And don’t forget about cleanup! Make sure you understand what your rental company will handle and what you’re responsible for after the party.

Your Complete Outdoor Party Checklist

Here’s a quick checklist you can save while planning your next outdoor event.

Before the party

• Choose a date and location
• Set your budget
• Create a guest list
• Send invitations
• Determine your tent and rental needs
• Plan your event layout
• Arrange food and beverages
• Book entertainment, if needed
• Check permit or local requirements

Rentals and setup

• Tent
• Tables and chairs
• Extra buffet and beverage tables
• Table linens
• Lighting
• Sidewalls, fans, or heaters if needed
• Dance floor or staging if needed
• Coolers and beverage supplies

The practical details

• Restroom access
• Trash and recycling
• Electricity and extension cords
• Parking arrangements
• Weather backup plan
• Setup and delivery schedule
• Cleanup arrangements

Planning an Outdoor Party? We’re Here to Help!

Every outdoor event is a little different, and that’s part of what makes planning them fun!

You don’t need to have every detail figured out before reaching out to a rental company. In fact, that’s one of the reasons we’re here!

At Baystate Tent & Party, we’ve been helping families, businesses, and organizations throughout Massachusetts, New Hampshire, and New England host outdoor events since 1984.

From tents and tables to chairs, linens, flooring, lighting, and more, our team can help you figure out what you need to bring your event together.

Planning something outdoors? Get in touch with Baystate Tent & Party and tell us what you have in mind!