Outdoor Tent Rental

Frequently Asked Questions About Tent Rental

What is a canopy tent?
Canopy tents - also called pole tents - are lightweight tension structures. They’re ideal for shade or light rain, but are not suited for windy weather conditions. They MUST be staked into grass. Canopy tents are held up by center pole(s) and side poles with ropes that extend 6’ out to stakes around the perimeter. Canopy tents are generally used for larger events and locations that have plenty of space. A sidewall is available for an additional fee.

 

How much space do I need for a canopy tent?
Allow a minimum of 5 feet all around the perimeter of the canopy tent for setup. That means if you order a 20′ x 20′ size, the area you want to have should be about 30′ x 30′. While a minimum of 10′ greater than the width and length is required, it’s best if you have an unobstructed space 20’ greater than the width and length. For example, if you want to rent a 20’×20’ canopy tent, you should have an unobstructed space of 40’×40’. 

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We can work with smaller areas, but in order to do so, we need to know in advance to be prepared. Remember, our crews need space to work AROUND the tent and they also need to park our delivery vehicle (the closer they can get to the site, the better). Don’t forget to trim any low-hanging tree branches and check if anything else could possibly interfere with the canopy tent, such as power lines, awnings, opening doors, etc. Trim tree branches and move furniture BEFORE we arrive or you will be charged a wait time fee.

 

What size canopy tent do I need for my outdoor party venue?
The size of your canopy tent depends on the number of people you expect to be under the tent and the seating arrangement. Is it banquet seating at tables or auditorium seating in rows of chairs like a theater? If you’re going to have a dance floor, DJ or band, buffet table, gift table, etc, you may need the next size canopy tent. If you’re not sure, call our office and we’ll help you decide the size of tent that will best suit your event.

 

Can the canopy tent be set up on concrete?  

No. Unfortunately all pole tents MUST be staked into grass or dirt.

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Can someone inspect our area and tell us the size of the canopy tent we can set up?  

Yes. We’re happy to come to your place and survey the area! In fact, on tents 30′ and larger we often require a site inspection because it’s important to verify measurements, check for overhead obstacles, etc. 

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What do I need to do before the tent is set up?

1. Some cities require a tent permit. Call your city hall to inquire about cost, requirements, and what you need to acquire the tent permit. It is the customer’s responsibility to have all of the appropriate permitting. We can supply copies of Tent Fire Retardant Certificates (we prefer at least a 2-week notice). We can arrange tent permitting for a $100 fee IN ADDITION TO the cost of the city fee.

2. Mark underground utilities. We cannot see what is under the surface of the ground. If you have underground sprinklers, septic, or other underground utilities, we will schedule 811 DIG no less than 72 hours and not more than 14 days PRIOR to your event.

3. Clear the area in which you want the Tent installed.  

 It must be completely free of obstructions PRIOR to our installers arriving. We advised you to mow, sprinkle, remove pet feces, etc. the day BEFORE setup (that includes snow plowing when necessary). Turn your sprinkler system off for the ENTIRE time the tent is on property

4. Restrain animals and pets while our staff and equipment is on the property.

 Please prevent pets from urinating on equipment!

 

Are canopy tents weather-proof?

Under normal weather conditions, canopy tents provide a dry haven for outdoor party venues. However, canopy tents are temporary structures and are NOT intended to be occupied during lightning or high winds. People must evacuate to a permanent structure during inclement, severe weather.  

Rain: Water can collect on the tent fabric and cause ‘ponding’ or ‘water pocketing’ under certain weather conditions, especially if the tent tension loosens. The additional weight from water will cause the tent to sag and ponding will continue to worsen. The weight can destroy the canopy tent vinyl and/or cause the poles to bend, break, or sink into the soil. Highly saturated soil will cause stakes to lose their holding power. If you notice pooling water, carefully push up from underneath to push water over the edge to empty the pool.
Wind & Rain: Wind and rain can cause the tension of the tent to change by loosening ratchets, pulling stakes, and/or causing poles to shift or sink. It’s very important to do routine maintenance checks and maintain proper tension on the top of the canopy tent at all times. This is especially important if weather conditions are such that ratchets, straps, or ropes begin to loosen.
Lightning: Immediately evacuate the tent until the threat of a lightning strike is no longer present.
Snow: Canopy tents are NOT designed to carry any type of snow load. The weight can destroy the tent vinyl and/or cause the poles to bend, break, or sink into the soil.

 

How far out should you reserve a tent?  

Although we have several canopy tents, it’s best if you reserve your tent rental as early as possible to ensure that the size you want is available. We require that underground public utilities be located and marked BEFORE we can stake. This is a free service. However, 811 DIG requires a 48-hour business notice.

 

When will you install and remove the canopy tent?  

We prefer to put canopy tents up 1-3 days prior to your event and take them down the next business day. This gives us time to postpone in case of inclement weather on the day originally scheduled for installation and allows you time to do setup and decor. We sometimes set up a day or two earlier, depending on how many projects might be scheduled for that week and where they’re located. The least expensive cost is if setup can be done at ANY TIME that fits best in our route.

• For example: If your graduation party or other outdoor event is held on a Saturday, we usually install the canopy tent on Friday. Pickup is most often scheduled for Monday (we’ll ask you for the event start and end time to determine exactly when the best time for pickup would be).

 

For most outdoor party venues, however, there is no cut and dried time for installation or takedown because of many different factors. We strive to be flexible and accommodate the needs of our customers balanced with weather, as well as what’s possible for our tent crews to do in a day. The actual timing can vary widely and will depend on what other services we have to coordinate inside such as stages, flooring, electrical, decorating, table settings, audio visual, etc. All these take time so plan accordingly.

 

Can I decorate the canopy tent?  

Yes, but please do NOT use anything that will get next to the top of the tent canopy and possibly cause a color transfer. Crepe paper, balloons, signs, etc. are a few examples of things that may induce a color transfer, which will require the tent to be specially cleaned or possibly replaced. Any damage caused to one of our canopy tents will be the responsibility of the renter to cover the costs of repairs. If you have any questions, please ask prior to decorating. 

 

Can I BBQ under the canopy tent?  

NO. Barbecuing will damage the vinyl. Also, the International Fire Code 3104.7 states that “no open flame or other devices emitting flame, fire or heat or any flammable or combustible liquids, gas, charcoal or other cooking device or any other unapproved devices shall not be permitted inside or located within 20 feet (6096 mm) of the tent or membrane structures while open to the public unless approved by the fire code official.”

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What if I only need the canopy tent for a couple hours – is it cheaper than the “event” rate?  

Our tent rental charges are the same for 1 or 3 days. A large part of canopy tent pricing is the labor involved in loading, delivery, unloading, setup, strike, unloading, and then cleaning. Additional days/weeks/months are priced at a discount.