We asked a few of our favorite planners and tent partners to share what couples should know about timing, budget, fire safety, and choosing the right tent for an outdoor celebration at the Union.
Photography by Sierra West Photo
Life on the Central Coast is pretty perfect most of the year, but anyone who’s planned an event here knows the weather can change its mind fast. Between late fall and spring, a sunny forecast can turn into an afternoon of rain with little warning. And with forecasters watching a strong El Niño this year, it’s an especially good time to think about a backup plan.
The good news? A little rain doesn’t have to change your plans. With the right tent and a plan in place early, your celebration can stay just as beautiful (and a lot drier).
So we reached out to a few of our favorite planners and tent partners, the people we trust to set up on our Brick Terrace, and asked for their best advice. They covered when to book, what to budget, fire permits and keeping guests warm. Here’s everything you need to know about planning a tent for your Union wedding.
Photography by Sierra West Photo
When to Book Your Tent
Start gathering tent quotes six months to a year before your wedding, especially if your date falls in the rainy season or you’re planning for a larger guest count. The easiest way to do this is to request a tent quote along with the rest of your rental quotes. You don’t need to commit or put down a deposit yet. Having the numbers early helps you budget and see your options before you need them.
As your date gets closer, keep an eye on the 10-day forecast. If it starts looking questionable, make the call sooner rather than later. Tent companies book up quickly during busy seasons, and waiting until wedding week can leave you with very few options.
Our friends at Wünderland & Co. recommend making a final decision no later than three to four weeks before the wedding. Every rental company has its own policies, so when you request a quote, ask about the cancellation policy and the latest date you can decide. Some companies, like SYV Elite Events, offer a rain option tent with a later decision window (more on that below).
Rain Plan
A Timeline for Your Tent
Request a tent quote along with the rest of your rental quotes. No commitment or deposit needed yet, just the numbers.
Build the tent into your budget and ask each company about its cancellation policy and the latest date you can decide.
Decide where the tent will go and confirm it fits your guest count, tables, dance floor, bars, and catering.
The latest our planners recommend deciding on a standard tent. In rainy months, waiting longer can mean no tents are left.
Holding a rain option? Keep an eye on the 10-day forecast. If it starts looking questionable, decide sooner rather than later.
With SYV Elite Events' rain option tent, confirmation and full payment are due 7 days before delivery. Cancelling after that costs 100%.
The tent is up, your guests stay dry, and the celebration carries on, whatever the sky decides.
What to Budget
Tents are a bigger investment than most couples expect. Maria Irwin of Wünderland & Co., one of our favorite planners, says tent rentals can easily start at $10,000 and go up from there. The final cost depends on the size and style of the tent, your guest count, flooring, lighting, and heating. Most companies also require a 50% deposit to hold your tent, and if you end up not needing it, that money usually isn’t refundable.
To give you a sense of pricing at the Union, a full-service tent on the Brick Terrace from SYV Elite Events starts at $11,500. That includes string lights, heaters, and a generator. Some companies also offer a rain option. With SYV Elite’s version, you hold the tent with a 25% non-refundable deposit, and confirmation and full payment are due 7 days before delivery. That gives you more time to watch the forecast before committing.
Every company prices and structures its policies differently, so it’s worth getting a few quotes. Other tent companies our planners like include The Tent Merchant and Bella Vista Designs.
Photography by Chris Glenn
Choosing Your Tent Company
Not every tent quote includes the same things, so it pays to ask questions before you book. Confirm that the company is licensed, that its tents carry the required fire safety tags, and that it handles fire permits through the county. Maria points out that a quote that looks cheaper doesn’t always include permits and related fees, so ask exactly what’s covered to avoid surprises down the road.
Fire safety is a big deal for tents. Every tent is inspected by the fire department before the event, and they look at things like how far the tent is from any fireplace, how many fire extinguishers there are, and whether exit signs and exit doors are in place. If anything isn’t up to code, there’s no permit, and that means no tent. An experienced company plans for all of this from the beginning, so it’s one less thing on your plate.
Photography by Sierra West Photo
The Right Tent for the Union
A 40x60 tent is the largest that fits on the Brick Terrace, and it’s the setup we see most often. SYV Elite Events recommends a clear top with clear sidewalls for this space. The historic building stays in view, and at night, with string lights overhead, it’s really something special.
Tents on the grass vary depending on which area you want to cover, so talk through the layout with your planner and tent company. If you want to see what’s out there, SYV Elite Events’ tent catalog is a good place to start.
Staying Dry and Warm
If rain is a possibility, sidewalls are a must, but they won’t keep a tent dry on their own. Tricia Maldonado of TD Events recommends asking your tent company where rainwater will run off and whether the area could get muddy or flood. If you’re on the grass, ask whether you’ll need flooring. On the Brick Terrace, rain gutters can be added along the side that faces the bar, so water drains away and guests can still get to their drinks.
Heating is easy to overlook. Many tent companies don’t allow standing heaters under the tent fabric, so if your tent has sidewalls, ask about a ducted system that pushes warm air in from outside. Without sidewalls, ask what will work for your setup. Either way, string lights and heaters need reliable power, so plan on a generator.
Dressing Up the Tent
A basic tent is just the structure and fabric, and keeping it simple is a perfectly good way to save. If your budget allows, draping, lighting, greenery, or a few chandeliers can make the tent feel like part of the design instead of a backup. Each addition adds to the cost, so decide early whether you want simple weather protection or a fully designed space.
Your Rain Plan Checklist
The best time to figure out your backup plan is long before you need it. A few things to talk through with your planner and tent company:
Rain Plan
Your Rain Plan Checklist
Tap each one as you talk it through with your planner and tent company.
Let's get you covered.
0 of 7Thank You to Our Experts
A big thank you to the planners and partners who shared their advice for this guide.
Maria Irwin, Founder and Executive Creative Director, Wünderland & Co.
Tricia Maldonado, Owner and Founder, TD Events
SYV Elite Events, Tent and Event Rentals, Buellton. View their tents
Rain or Shine, It’s Still the Union
Get information early, know what it will cost, and have a plan before the forecast becomes a worry. Hopefully you’ll never need the tent, but if you do, you’ll be glad you thought it through. The Union has been throwing parties since 1880, and a little rain has never stopped one. Whatever the weather does, your weekend here will still feel like yours.
