Planning an Oktoberfest: Tents, Tables, Bars and Everything You Need

Oktoberfest is one of the best themes for a fall event. Cold beer, German food, live music and long communal tables make it a natural fit for everything from community festivals and corporate parties to church fundraisers and private celebrations.

But a successful Oktoberfest takes more than beer and bratwurst. You need to create a comfortable event space, keep food and beverage service moving and be prepared for unpredictable fall weather.

Here is what you should consider when planning your Oktoberfest.

Start With the Tent

For most outdoor Oktoberfest events, the tent is the centerpiece.

A large tent gives guests a place to eat, drink and enjoy entertainment while providing protection from sun and unexpected rain.

ColdIron Event Rentals offers a variety of tent sizes and styles that can accommodate everything from a smaller private Oktoberfest to a large corporate or community celebration.

When choosing your tent size, don't base the decision on guest count alone. Think about everything that needs to fit underneath it.

You'll need room for:

• Dining tables and chairs

• Bars and beverage stations

• Buffet or food service areas

• A stage or entertainment area

• Dance space

• Serving and service aisles

• Décor

You may also want multiple tents rather than one large tent. Separate tents can be used for food preparation, bars, VIP areas, registration or additional seating.

Create Traditional Oktoberfest Seating

One of the things that makes an Oktoberfest feel authentic is communal seating.

Long banquet tables with chairs create the traditional beer hall atmosphere and allow large groups of people to sit together.

ColdIron offers banquet tables and a variety of chair options that can be configured into long rows throughout your tent.

For a more upscale Oktoberfest, consider incorporating ColdIron's Vineyard Tables and Crossback Chairs into the design.

You can also add cocktail tables around bars and entertainment areas to give guests places to gather without requiring everyone to have an assigned seat.

Build a Bar That Can Handle the Crowd

The bar can quickly become one of the busiest areas of an Oktoberfest.

Make sure you have enough bar space and service points for the expected attendance.

ColdIron's portable bar options can help create dedicated beverage areas throughout the event.

For a rustic German beer garden look, ColdIron's Three Barrel Bars and Vineyard Barrel Tables can be incorporated into the design.

For larger events, consider multiple bars rather than one central location. This can shorten lines and spread guests throughout the event space.

Make Room for the Food

Bratwurst, mettwurst, pretzels, sauerkraut, potato pancakes, schnitzel and other German favorites are a major part of the Oktoberfest experience.

Whether you're using a caterer, food trucks or multiple food vendors, make sure the layout allows guests to easily move between the food, seating and beverage areas.

ColdIron offers banquet tables, serving equipment, chafing dishes and other catering rentals that can help create buffet and food service stations.

For larger festivals, consider keeping food preparation outside of the main guest tent so cooking operations don't interfere with seating and entertainment.

Add a Stage for Live Music

It's hard to imagine Oktoberfest without music.

A stage gives your band, DJ or entertainment a focal point and makes it easier for guests throughout the tent to see the performance.

ColdIron offers staging that can be configured for different event sizes.

If you're bringing in a German band, accordion players, dancers or other entertainment, make sure the stage and dance area are considered when determining your tent size.

You'll be surprised how quickly a large tent fills up once you add a stage, tables, bars and service areas.

Create a Beer Garden

You don't necessarily need to put everything underneath one tent.

An outdoor beer garden can create another experience within the event.

Use tables, chairs, barrel tables and umbrellas to create a casual area where guests can enjoy a beer and socialize.

For larger events, a combination of covered tent seating and open-air beer garden seating can also help accommodate more guests without dramatically increasing the size of the main tent.

Don't Forget Lighting

If your Oktoberfest continues into the evening, lighting becomes an important part of both the atmosphere and functionality of the event.

Bistro lighting is a great choice for Oktoberfest celebrations.

Strings of lights running throughout a tent can create the warm beer hall atmosphere people associate with fall festivals.

Additional lighting may also be needed around bars, food service areas, walkways and behind-the-scenes work areas.

Plan for Fall Weather

One of the biggest challenges with any fall event is the weather.

A beautiful 70-degree afternoon can turn into a chilly evening surprisingly quickly.

Tent sidewalls can help protect guests from wind and cooler temperatures. ColdIron offers different sidewall options depending on the tent and event.

For colder events, tent heaters and patio heaters can also help keep guests comfortable.

The important thing is to think about your weather plan before event day.

Power Is Easy to Overlook

Outdoor events often need considerably more electricity than planners initially expect.

Think about everything that could require power:

• Stage lighting

• Sound systems

• Bands and DJs

• Decorative lighting

• Refrigeration

• Food service equipment

• Point-of-sale systems

• TVs

• Vendor booths

ColdIron offers generators and temporary event power equipment that can help provide power throughout an event site.

For a larger Oktoberfest, determining power requirements should be part of the planning process from the beginning.

Add the Finishing Touches

Once the major equipment is planned, you can start adding the details that transform a tent into an Oktoberfest.

Blue and white decorations are a classic choice. Add German flags, banners, hanging décor, branded signage and fall accents throughout the event.

Wine barrels and barrel tables work particularly well with the Oktoberfest theme.

You can even create separate areas within the event for stein-holding contests, games, photo opportunities or sponsor displays.

Don't Forget the Behind-the-Scenes Rentals

Guests may never notice some of the most important equipment at your event.

That is usually a good thing.

Depending on the size and location of your Oktoberfest, you may also need generators, fencing, crowd control equipment, staging, catering equipment and other infrastructure.

Large events are much easier to manage when these details are planned before setup begins.

Turn Almost Any Space Into an Oktoberfest

One of the great things about a tented Oktoberfest is that you don't necessarily need a traditional venue.

A parking lot, field, corporate campus, park or large backyard can be transformed into a temporary German beer hall and festival space.

With tents, tables, chairs, bars, staging, lighting, power and the right layout, you can essentially build your venue from the ground up.

Planning an Oktoberfest in Cincinnati?

Whether you're organizing a company Oktoberfest, community festival, fundraiser or private party, ColdIron Event Rentals can help you put the pieces together.

From the tent overhead to the tables, chairs, bars, staging, lighting and equipment underneath it, having the right rentals can make planning easier and create a better experience for your guests.

ColdIron Event Rentals serves Cincinnati, Northern Kentucky and communities throughout the surrounding region.

Planning an Oktoberfest? Contact ColdIron Event Rentals and let us help you determine exactly what you'll need for your event.

Envision. Rent. Relax.