Looking for a tents for rental guide that is simple and easy to understand?

You have come to the right place.

In this article, I will cover the most important steps to help you rent the perfect party tent at the perfect price.

So let’s begin.

Tents For Rental Guide

Factors to Address

1. Number of Guests Attending Your Party

 

The first step in this tents for rental guide is to estimate the number of guests that will attend your party.

You don’t have to have an exact number.

Most party rental companies have tent packages that will give you some flexibility with your guest numbers.

2. Tent Seating Chart

Once you have estimated the number of party guests, you can use a tent chart to select the right size tent.

It’s noteworthy that buffet-style tables can seat more people under the tent than round tables.

In addition, you’ll want to take into account that a frame tent does not have center poles.

This will allow more room under the tent than pole tents.

It’s also important to know sidewalls will slightly reduce the amount of space under the tent.

3. Measure Your Property

 

Once you have selected the tent size, you’ll need to make sure you have enough property space for it.

Furthermore, it is good to have an extra 5 feet around the perimeter of the tent.

This is so the crew members of the tent company can easily maneuver.

It is strongly advised that you ask the company providing your tent rental to visit your property before renting your tent.

During this visit, they can also measure the space and identify any hazards that may prevent them from setting up the tent.

4. Complete Your Tent Rental Purchase

Now that you have selected the perfect tent to rent, it’s time to reserve the tent for your party date.

It’s also important to take into account the quality of service of the company to provide the tent for rent.

Price isn’t everything. Be sure to hire a tent rental company that is reliable and trustworthy.

5. Party Space Preparation

In addition to preparing your property cosmetically, we also want it to be safe.

With that said, your tent rental company is required to make arrangements for your underground utilities to be marked.

Tent stakes can be up to 3 feet in length and can cause damage to your underground utilities.

Furthermore, you need to remove tree branches that may cause damage to the tent.

6. Tent Installation

On the day in which your tent company will set up the tent, you should provide easy access to the tent space.

This often includes moving cars out of the driveway and making sure all gates leading up to the tent space are unlocked.

Furthermore, someone should be present to answer any questions the tent crew may have during set up.

 7. It’s Party Time!

The tent is set up with all of the tables and chairs under it.

You have worked so hard planning your event and now it’s time to enjoy the big day you have long-awaited.

8. Tent Tear Down

After your party is over, the tent company must come to pick up their tent in a timely manner.

In addition, it’s always a nice gesture to fold up the tables and chairs after your party is over.

This will save the tent crew tons of time tearing down the tent.

Finally, like during the setup, it is helpful to make sure the crew has easy access to the tent space for tear down.

Outdoor Wedding Planning tips

Tents For Rental Guide

Through my many years of DJing weddings, I have noticed more and more couples having outdoor weddings. An outdoor wedding can be magical.

Especially if all of the elements are perfect from the sun shinning, stars at night, fresh air and the beautiful sounds of nature.

Outdoor weddings are a hot trend that can’t be ignored. With that said, I thought I would share some outdoor wedding tips from my experiences in providing my services in many different outdoor settings.

Plan your expenses far in advance before sending your invitations 

It is often assumed that having an outdoor wedding will save you money. Indeed this is often true, but is not always the case.

Not only will you want to tally up the expenses of hiring all of your vendors far in advance, one thing that is often overlooked is the expense of preparing the property for the wedding.

This can often cost more than the wedding itself!!

I have heard stories of the expenses spent to host an outdoor wedding piling up after sending out the invitations.

Furthermore, couples found themselves in a position where they ended up thousands of dollars over-budget.

Make sure your vendors are insured

Which vendors you may ask? ALL of them!

Possible damage to their equipment or your property both outside and inside may occur and you MUST make sure you protect yourself and the expense of your property if any damage occurs.

Unexpected events are much more likely to occur at an outdoor wedding because banquet halls were designed from the start to host many vendors and guests.

Your property will be modified to host the wedding at a later date than which you purchased or rented it.

I will always remember pushing my DJ gear up a HUGE wet grassy hill on a dolly praying I didn’t slip. I don’t think I’d be here today writing this blog if I did!

Poor Weather Clauses in Contracts

 

Every vendor should have a clause in their contract covering what happens in regards to the expense for their services if the wedding is disrupted by weather or any other condition.

Inclimate weather clauses are obviously more applicable when hiring your vendors for an outdoor wedding.

However, you should still address this even if your wedding is indoors because people may not show up if they have to drive in extremely poor weather conditions.

Every vendor drafts their contracts in a way that makes the most sense for them and their clients.

Furthermore, I’m not referring so much to a right or wrong way to write up a contract.

However, I can’t stress enough they must have a cancellation clause in their contract that is clear and easy to understand.

Access to Power

 

This is the most overlooked factor in hosting a wedding outdoors.

It is important to ask ALL of your wedding vendors needing power, how much power they need, if they have the proper extension cords and if they have a backup generator.

Some may charge a small extra fee to bring a generator, but it is imperative to always have at least two backup generators on hand whether they are owned by the host or vendors.

Always remember, no power no party. The important thing is to always plan ahead and have adequate power that is accessible in place.

Portable Bathrooms

This one is pretty straightforward. If you are hosting a backyard wedding, nobody wants possibly hundreds of people walking through their house potentially damaging their property, also tracking in dirt and mud.

Furthermore, you may also need portable bathrooms if you are renting public outdoor space as well. Portable bathrooms can be expensive so be sure to shop around EARLY.

Set up as early as possible

Two things are for sure when hosting any event. It will almost always cost more than planned.

It will also take longer to set everything up than initially planned.

Furthermore, unforeseen circumstances occur at EVERY event and usually more in a less controlled outdoor environment.

It could be bad weather, added time to set up power supplies, poor driving access causing vendors having to walk their equipment across miles of land barefoot in the snow (ok maybe not that bad).

You name it, it could happen, so be sure to plan extra set up time accordingly for an outdoor wedding.

Dance floor or No Dance floor

Renting a standard 12′ x12′ dance floor usually costs around $200 to $300. If you have it in your budget, I advise renting one.

It will look great and actually ties everything together in the dedicated dancing area significantly taking the ambiance of your wedding to the next level.

It also simply tells people where to dance. I have DJ’d outdoor weddings without a dance floor.

It is much easier to build the momentum of the dancers when they are not scattered about in different places.

Not to mention it saves the lawn too!! So if possible, be sure to bring everybody together with a dance floor!

Tent Rental For Weddings

Average Costs

 

Outdoor weddings are becoming more and more popular these days. With that said, tent rental for weddings demand has significantly increased as well.

However, before you send out those invitations for your most special outdoor occasion, take a moment read this guide about wedding tent packages and average pricing.

This simple and easy to read pricing guide will help ensure that you will pay a fair price on your tent rental and keep you within your wedding budget.

Tent Packages 

Please note: Pole tents (tents with the poles in the center) usually take less time and labor than frame tents (no poles in the center)

With that said, pole tents generally cost less to rent than frame tents. 

Furthermore, these average prices cover only the basic components of a tent rental package.

Please take into account the additional expenses necessary for decorations, and property preparation for the tent.

20 x 20 Tent Rental for Weddings

$450 to $550

Includes delivery, setup/tear down and rental of:

20 x 20 Professional grade wedding tent

6 eight foot rectangular or round tables

50 standard white folding chairs

String lights inside the tent

Table Linens for all tables

2 Hi-Top Tables w/tablecloths

3 Sidewalls for the tent

30 x 20 Tent Rental for Weddings

$600 to $800

Includes delivery, setup/tear down and rental of:

30 x 20 Professional grade wedding tent

10 eight foot rectangular or round tables

75 standard white folding chairs

String lights inside the tent

Table Linens for all tables

3 Hi-Top Tables w/tablecloths

3 Sidewalls for the tent

40 x 20 Tent Rental for Weddings

$800 to $1000

Includes delivery, setup/tear down and rental of:

40 x 20 Professional grade wedding tent

14 eight foot rectangular or round tables

115 standard white folding chairs

String lights inside the tent

Table Linens for all tables

4 Hi-Top Tables w/tablecloths

3 Sidewalls for the tent

40 x 40 Tent Rental for Weddings

$1,400 to $1,600

40 x 40 Professional grade wedding tent

30 eight foot rectangular or round tables

230 standard white folding chairs

String lights inside the tent

Table Linens for all tables

8 Hi-Top Tables w/tablecloths

3 Sidewalls for the tent

Thank you for reading our Tents For Rental Guide