This handy checklist will help you navigate through the multiple issues when renting an outdoor party or event tent. Putting yourself in the know is important…and arming yourself with as much knowledge beforehand is always a good idea.
Before you call a few tent rental companies for quotes, be sure you understand all the possibilities before your event. Take time to survey the site for yourself, take a few photos from different angles, and send them to potential tent rental companies.
Be sure to question the commercial tent rental companies extensively about insurance, wind ratings, fire retardant materials, etc. For more thorough information and helpful tips, check out TentRentalsGuide.com.
Your Tent Rental Checklist:
- How many people do you expect at your event?
- When is the date of your event?
- Will they be sitting at tables?
- What else will you need in the tent?
- Will you need a dance floor?
- Where will you want the tent to be located?
- What kind of ground will the tent be installed upon? Grass? Asphalt? Other?
- How much square footage is needed for the grounds?
- Where are all the utilities located? – Gas lines, Power lines, Cable, Telephone, Sprinkler systems, Electrical, Sewage, Water
- What style of tent are you interested in? – Marquee tents, Saddle span, TopTent, Other
Will you need…
- Window, clear or solid side walls on your tent
- Liners
- Pole wraps
- Special lighting
- Temporary electrical
- Air conditioning or Heating
- Band stage
- Carpeting or other flooring
Don’t forget to…
- Find out how many days before the event your tent can be installed or set up.
- When the take down day (called a strike) and what is expected of you before the strike.
- Ask about transportation costs if applicable.
- Confirm inspection date and time of the tent after installation.
- Ask about a damages or lost equipment fee structure.
- Get emergency contact information should something go amiss.
- Find out what permits you’ll need.
- Ask if there’s a cancellation fee and what is it.
- Find out exactly how you can safely decorate the tent inside and out.
- Get a contract from the rental company and read your contract carefully.
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