4 things to remember when renting a tent for your event

Some time ago we blogged about ways to make an outdoor event great.  Today we are going to step beyond that article to drill down a bit more specifically and talk about the tent component of your outdoor event.

Now, not everyone wants/needs/can afford a tent for their event.  This article is for those who have never done so and are considering it and want to be fully aware of everything that goes into tent rental and setup.  We hope these suggestions for things to remember will help you have a great event!

1.  Check your local ordinances!

Here in Monticello, NY, you may need a permit for your party tent, depending on your address and property size.  You can start by going to your local municipality’s website (like ours) and looking at the Frequently Asked Questions to see if that directs you to the right forms.  If those don’t help, just pick up the phone and ask your questions.  City staff are (usually) pretty friendly and ready to help, as long as you ask nicely!

You never want to get in trouble for hosting a great event.  It can definitely put a damper on things so before you get started on all the other planning start here first.

with side walls in place

2.  Shop around

Obviously we’d like you to rent from us, but we want you do so because you’ve heard good things about us and have done your homework.

Have you called local rental places and asked them about your event?  Were they knowledgeable and friendly?  How do they charge? Do they price match? (We do, plus we will beat by 10%!)

The number one thing that happens when we take calls like this is that we ask a lot of questions that our customers don’t necessarily know the answers to.  Before you call, know the answers to these bare minimum questions:

a.) What dates are you looking at? (do you have a backup date should weather intervene?)
b.) How many people do you need to be able to put inside? (this also relates to a conversation about table and chair rental)
c.) What will the outdoor conditions be like? (is the ground level/uneven; how’s the drainage)

20x30 white canopy tent

20×30 white canopy tent

3.  Consider the interior of the tent

The way that tents are designed today you can have rooms, anterooms, hallways, etc.  Since a tent isn’t a canopy, it has a center pole and framework and you can have very high ceilings, which changes the entire look and feel of the room(s).  What are you visualizing?  What do you want the rooms to look like?

Now, despite the flexibility you can have with other rooms, in the vast majority most tents, you can’t have restrooms.  You should figure out whether there are enough bathrooms on site or whether you should explore getting a restroom trailer or even portable toilets.

What do you want to do for flooring?  As we alluded to in the last point, are you dealing with uneven ground?  Usually a rental company can help lay some heavy plastic down on the ground in order to create a proper surface for a carpet or any other bottom surface you would like.

What about temperature inside?  Will you need fans?  Heaters?  How will you maintain those temperatures?

4.  Have a backup plan

All this good planning can go to waste if there is a natural disaster, bad weather, or an unexpected local event on the day of your event!  Make sure you have a backup for your event.  Even if your “backup” plan is to reschedule for another day in which all the other pieces could come together, you would still be ahead of 95% of all event planners, even the professional ones!

We hope that these things to remember assist you in planning your outdoor event, and remember we are always here to answer your questions about anything you have in mind about tent rental (and all the other components that go along with tent rental).  Just remember that before you call you should have some pretty solid ideas about your event (see above) so that when we ask clarifying questions you won’t be left thinking that you’ll have to get back to us.  Or, hey, you could ask us for ideas.  We are always happy to help!