What to Expect During the Tent Rental Process

You've decided your next outdoor event needs a tent. You're ready to start the process, but you're wondering what to expect. While the tent rental process varies slightly depending on which company you use, here is generally what to expect.

The Tent Rental Process

1. Reach out

   It's time to gather information. You likely aren't going to know the exact tent size you need, and you may not even know what style of tent you want. Heck, you might not even realize there are different tent styles to choose from. But as soon as you know your event needs a tent, reach out to a reputable local tent rental company. They will help you determine sizing requirements for your event and can help you make an informed choice on style. The bigger your event, the sooner you should reach out. Rental companies have limited inventory and limited business capacity. You'll want to reserve the equipment and date just like you would for a venue, but you're also always welcome to get no-obligation quotes to get an idea of total cost.

   
   

2. Consider the Details

   Do you simply need a tent for shade and cover, or are you creating an elaborate, dedicated outdoor venue space? Maybe you're somewhere in between. Tent rental companies usually carry many of the extra amenities such as lighting, draping, flooring, heating/cooling, and all the items you might need under your tent such as tables, chairs, linens, etc. If you are placing things under your tent (dance floors, stages, bars, buffets, seating), you'll also want to begin considering the layout or your event. Your rental company will guide you through these questions and ensure you have everything you need. Our rental company can even provide you with 3D-rendered layouts so you can get a good idea of what things will look like.

   

   
   

3. Expect a Pre-Event Site Visit

   Unless your event is small and relatively simple, your tent rental partner will likely want to see the anticipated tent site before install. This is to confirm the tent will fit the location, determine basic logistics such as where delivery trucks will unload, to check for obstacles such as powerlines and trees, etc.

   
   

4. Utility Markings & Permits

   While ballasting options are available (using large concrete weights or in-ground anchors to support your tent), your tent will usually be staked directly into the ground. These stakes will penetrate ~3 ft into the ground all around your tent. For that reason, your event site must be checked for utilities about a week before your event. Your rent rental company will coordinate a site-visit with JULIE (Joint Utility Locating Information for Excavators), who will send utility locators to your site to mark in-ground utilities using either spray paint or colored flags. Some locations may also require local permits. Your tent rental company will typically assist you with this process.

   
   

5. Installation

   Your tent will be professionally installed by the tent rental company. Before installation, you will want to prep the site as needed, i.e. mowing the grass, trimming trees, picking up animal feces, and/or removing items from the installation site as applicable. Tents are often installed 1-3 days before your event, though alternatives can be coordinated with your rental company. If you rented items with your tent, these will be delivered at the same time and either left under the tent of setup per the layout you discussed with the rental company. You don't usually have to be on-site during the installation, but it is a good idea to have someone available to confirm final details.

   
   

   

   
   

6. Uninstallation

   Once you've had your event, all that's left is for the tent rental company to come back and uninstall your rentals. This will typically take place the day after your event, but you can always discuss alternative arrangements with your rental company.

Overall, the tent rental process is quite simple! Just remember to research local companies and reach out early! By planning ahead and working closely with your tent rental provider, you can enjoy a smooth and successful event.

And if you're planning a tented event in Illinois or western Indiana, reach out to us for our tent rental services. We offer a wide range of solutions tailored to every occasion!