Key Takeaways: 

• Planning Strategy: Early preparation helps secure in-demand rentals and ensures guest comfort in Southern summer conditions.
• Essential Rentals: Tents, seating, linens, and shaded lounge areas are must-haves for a smooth and stylish picnic experience.
• Support from Experts: EventWorks' sales professionals guide you in selecting and coordinating the right rentals for your church’s unique needs.

At EventWorks, we don’t just rent out tents and tables—we help create seamless, unforgettable gatherings across the Southeast. As the region’s largest event rental provider with showrooms in multiple cities and an unmatched inventory of tents, tablescapes, linens, specialty chairs, and lounge furniture, our sales professionals bring both expertise and execution to every event. From intimate church gatherings to large-scale celebrations, we’ve partnered with communities across the South to elevate their outdoor experiences with style and precision.

Southern summers are a season of fellowship and tradition, and for many churches, that means hosting a lively, sun-soaked picnic. But as charming as the idea sounds, executing a comfortable and safe church picnic in high heat and humidity takes more than good intentions—it takes planning, the right equipment, and experienced support. From staying shaded to keeping guests seated comfortably, every detail counts when temperatures soar. That’s where knowing what to rent—and when to reserve it—makes all the difference.

In this piece, we’ll walk you through the ultimate church picnic rental checklist for Southern summers, with expert insight from our EventWorks team to help your event run beautifully from start to finish.

Why Planning Ahead Matters For Southern Church Picnics

Southern summers are beautiful—but they’re also hot, humid, and often unpredictable. When you're organizing a church picnic, especially one that brings together families, youth groups, and older members of your congregation, planning ahead is essential. Early preparation ensures you have the right rentals reserved, the best location secured, and a smooth experience for everyone involved.

From avoiding last-minute scrambles to ensuring comfort for guests of all ages, early planning also helps you take advantage of our full inventory here at EventWorks. Popular rental items like tents, specialty chairs, and lounge seating tend to book fast during the summer season—especially for weekends. The sooner you plan, the better your chances of securing the right pieces to create a welcoming, functional space for your church community.

Don’t leave your summer picnic plans up to chance. Our experienced sales professionals will walk you through every rental detail—tents, linens, tables, chairs, and more—to ensure your church gathering runs smoothly, no matter the heat.

Tents: Your Best Friend In The Southern Sun

There’s no getting around it—shade is non-negotiable during a Southern summer. A quality tent is the heart of your church picnic setup, offering protection from intense sunlight and unexpected afternoon showers.

At EventWorks, our extensive inventory includes a range of tent styles and sizes to suit any group. Whether you’re hosting a small congregation picnic or a large community gathering, our sales professionals can help match the right tent to your event size and layout.

Need open-air coverage for picnic tables? Prefer a fully covered space for food service or elderly guests? We’ve got options for both. You can even pair tents with sidewalls or fans to create a cooler, breezier interior.

Don’t wait until the last minute—tents are one of our most popular summer rentals, and they book quickly!

Essential Rentals For Seating And Dining

Comfortable, functional seating and dining setups make all the difference in how your church picnic flows. After all, this is where conversations happen, meals are shared, and memories are made.

At EventWorks, we offer an extensive inventory of tables, chairs, linens, and specialty seating options. For casual setups, standard folding chairs and banquet tables are reliable and easy to arrange. Want to elevate the look without going overboard? Consider mixing in a few specialty chairs or adding linens in your church colors to bring visual harmony to the picnic area.

If your event includes a meal service or buffet, don’t forget to rent food service tables and additional surfaces for drinks, desserts, or décor. Our sales team is always available to guide you through the right layout and help you make sure no detail is overlooked.

Keep It Cool: Comfort Add-Ons For Summer Heat

Southern summers aren’t shy about bringing the heat—and your guests will thank you for thinking ahead with comfort-focused rentals. The goal: keep everyone relaxed, refreshed, and enjoying the event.

Shade and airflow are key. If your tent is up, consider adding tent fans to keep air circulating. Misting fans are also a hit at family events, especially when kids are involved. If your picnic is taking place on open grounds without natural shade, you may want to create multiple shaded lounge areas using tents and soft seating options from our lounge inventory.

Don’t overlook hydration and comfort stations. Renting a few cocktail tables for water dispensers or coolers is a simple way to keep cold drinks accessible and organized.

Our sales professionals are experienced in summer event planning and can help tailor your rentals based on your picnic location, guest count, and local weather patterns.

From Charleston to Savannah and beyond, EventWorks leads the region in quality, inventory, and customer care. Start your rental journey here and let our team help you bring your vision to life—on time, on budget, and on point.

Don’t Forget These Picnic Day Must-Haves

While seating and shade are front and center, the little details can make or break the picnic experience. Here are a few often-overlooked essentials that can make your church picnic feel smooth, safe, and festive:

Trash And Recycling Stations

Clean-up is much easier when disposal is built into the setup from the start. Strategically placed bins help guests keep the area tidy and reduce the burden on volunteers after the event.

Serving Tables And Food Display Surfaces

Dedicated food stations create a natural flow and make it easier for guests to serve themselves. Whether you’re setting up potluck dishes or catering trays, additional tables ensure everything stays organized and accessible.

Dancefloor Or Activity Space

Adding a dancefloor creates a designated area for music, movement, or even children's games. It also protects grassy areas from becoming worn down and muddy if there's a lot of foot traffic.

Weather Backup Plan

Southern summers can shift quickly from sunny to stormy. Talk with our sales professionals about adding sidewalls or reserving an extra tent to ensure your event isn’t disrupted by rain or wind.

Partner With EventWorks For Stress-Free Rentals

At EventWorks, we understand the unique needs of summer church picnics in the South—from high temperatures to high attendance. That’s why our sales professionals are here to guide you through every step, ensuring you have the right rentals for comfort, flow, and style.

Our extensive inventory includes everything from large-scale tents and tablescapes to specialty chairs, linens, and even lounge pieces for more relaxed gathering zones. We’ll help you think through seating layouts, shaded areas, and even the best surfaces for food and drink service. Our goal is to take the guesswork out of the rental process so your planning committee can focus on the ministry and community-building at the heart of the event.

Whether your picnic is a simple afternoon gathering or a full-day celebration, our team is ready to help you build an environment that welcomes everyone with comfort and care.

Want your picnic to feel more polished than plastic tables and folding chairs? The CRUSH Collection offers luxury décor and lounge options that bring design-forward beauty to even the most casual outdoor events. Give your church community a stunning and unexpected experience.

Final Thoughts

A successful church picnic in the Southern summer is all about thoughtful preparation and the right support. With the right rentals—tents for shade, comfortable seating, stylish tablescapes, and practical add-ons—you can create a welcoming, worry-free environment where your church community can relax, connect, and celebrate together.

At EventWorks, we’re here to help make that happen. From the first quote to final pickup, our sales team brings experience, creativity, and attention to detail so your picnic feels effortless and unforgettable.

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Frequently Asked Questions About Church Picnic Rental Checklist For Southern Summers

What size tent is best for a medium-sized church picnic?

For medium-sized church picnics (about 50–100 people), a 20x40 or 30x60 tent typically provides enough shade for dining and mingling space. The exact size depends on your seating layout and whether you'll include food service areas under the tent.

Can church groups rent event items for multiple days?

Yes, many event rental companies—including EventWorks—offer multi-day rentals. Be sure to coordinate your rental period with the venue availability and setup time needs.

Is it possible to rent items for both indoor and outdoor church picnics?

Absolutely. Whether you’re hosting your event in a fellowship hall or on church grounds, rental items can be tailored to either environment for comfort and functionality.

Do we need permits to set up tents in a public park?

In many cases, yes. If you're hosting your church picnic in a public park, you may need permits for tents or amplified sound. Always check with your local parks department before finalizing your rental plan.

Can we mix and match different chair types for aesthetics?

Yes, mixing specialty chairs with standard seating can enhance the visual appeal of your picnic. It’s a great way to designate VIP, elderly, or lounge zones.

Do event rental companies provide setup and takedown services?

Most do—including EventWorks. Our team handles delivery, setup, and breakdown so you can focus on your event instead of logistics.

What are good linen choices for outdoor picnics?

Lighter colors like white, beige, or pastels tend to work well for outdoor summer events. They reflect sunlight and help keep the space looking cool and cohesive.

How far in advance should we reserve rentals for a summer church picnic?

We recommend booking at least 4–6 weeks in advance, especially during peak summer months. High-demand items like tents and lounge furniture go quickly.

Are there kid-friendly rental options for church picnics?

Yes. You can rent child-sized tables and chairs, and designate shaded lounge areas where kids can safely rest, eat, or do activities between games.

What’s the best surface for setting up a dancefloor outdoors?

Grass is fine as long as it's level and dry. If you're expecting rain or recent watering, consider adding a subfloor to keep the dancefloor stable and safe.