A tent rental can make any location into an event venue…easy, right? Well, it all depends. Renting a tent can be more complicated than you expected. So know what to expect! Our GigMasters tent rental experts weigh in to help get your tented event covered the right way.
Where is the event?
This is a loaded question. A tent rental company needs to know a little bit more about your location than its address. Here's a few things they'll be thinking about:
Will the tent be going on grass? Gravel? Asphalt? Tents need to be secured with either weights or stakes in the ground. Drainage is also a consideration, especially if it rains
Big tents need big trucks! Your tent rental vendor will need to know how close they can get to the final location.
Any outdoor location has weather concerns – tented or not! But if your location is notoriously windy or shade-less, your vendor will take this into account.
The tent rental company will need to know if they have access to electricity, water, and other utilities.
Some zip codes require permits or extra paperwork to set up a tented party.
20 feet doesn't always mean 20 feet. Certain tents need extra clearance for support and stakes.
What's going on under the tent?
Tent vendors need to know what kind of activities are going on under their tent. This helps determine tent size and type. Your vendor will guide you to having the proper lighting, flooring, and seating. They can also advise on extras, like heating, air conditioning and wall panels.
How many people will be attending?
This seems like a basic question, but one that affects your tent size. Dave Reedy, of Party Place Rentals in Maryland advises to be specific, and avoid providing large ranges.
"A range from 50-100 people is a large span and does not enable us to accurately size up their event," says Reedy.
What kind of tent are you looking for?
As someone planning an event, you might not know the answer to this question. Rely on your vendor to educate you on the types of tents they work with. The main types are:
A Pole Tent has at least one pole in the center as the primary support. It is typically supported with stakes, making it ideal for grass or sand. It cannot be set up on concrete or asphalt.
A Frame Tent is a free standing structure, supported by a metal frame. It allows for more creative layouts, and can be put on almost any surface. However, this flexibility typically comes with a higher price tag.
Justin Williams, from Advantage Tent Rental in Cincinnati says to ask for pictures of the tents and to check out the company's Facebook page for examples.
What style of event are you having?
Every event type has a different set of needs…and that effects your tent choices. Our GigMasters experts have covered them all. They'll walk you through all the tent types so you can decide on the correct style to fit your event.
When can we meet?
Most of the tent rental vendors we talked to said communication key! They recommend allowing time to really talk through your event specifics for the best possible experience. Some companies need a site visit, and some even custom design your tent set ups. Renting a tent might seem super easy (and some are), but in reality, there is a lot to cover!