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Tent Rental: A Guide To Choosing the Right Tent for Special Events

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Caterers, party planners, and florists are all professionals you’ll need to enlist in your special event or party planning process. But don’t forget about the tent rentals too.

The tent will serve as your backdrop, seating area, dance floor, and more for your special event. To make sure your tent does its job, it’s important to expect quality equipment and how to get the best deal on one. They’ll be upfront with you. Customer satisfaction is important, after all.

Why consider Tent rentals?

If you’re planning to have an outdoor reception for your special event and you want to hire a company that offers event services, it’s important to consider tent rentals unless you have an indoor venue in case of rain. Having a tent set up can help ensure that you’ll enjoy your party no matter what mother nature has planned.

You may not have any rain, but the heat inside an indoor event can be stifling. An outdoor venue can help you keep guests cool and comfortable during the event.

Tents are portable, so renting one gives you more flexibility to have your special event where you want it. You can use them for family reunions, parties, gatherings, and even corporate events. Many tent rental companies also provide tables and chairs at an all-inclusive price, so you don’t have to rent them separately.

Tent Size

One of your first tent rental questions should be how big your tent needs to be. For some tent party purposes, such as an outdoor picnic, you may only need one small tent; but if you’re having a party with several different elements—such as food stations, seating areas, and entertainment areas—you’ll want more space.

You can also use tent calculators online to help estimate how many people your tent can hold. You need to specifically ask that from your event services company. For example, if your guest list is 120 people (some family reunions reach that number) and you want plenty of room between tables and chairs, then a 30-foot by 40-foot will be sufficient.

If your guest list includes up to 240 people (corporate events) and everyone will be standing during cocktail hour and dinner time, then a 40-foot by 80-foot will be perfect for you. Tent rental companies typically offer 10′ x 10′ models in increments of 10′.

Don’t be overwhelmed with all of these measurements and details. If you have any specific requirements, ensure you communicate them with the tent rental company.

You should also have backup plans in case you need more tents than anticipated—there is nothing worse than not having enough space on a beautiful day! If possible, rent an extra tent if you think it will help prevent any issues at your special event.

Wedding Tent Rentals

An outdoor wedding event is popular because of the ambiance, intimacy, and protection from the elements. To get started with your special event, here are things that you must consider about wedding tents:

Tent Model

When thinking of tent rentals for your event, think of what you want to achieve with your wedding tent. Think about the weather, your decor, and the space you need depending on how many guests attend. These are the most common tent models for wedding events.

Pole Tents

A pole tent has a center pole, two side poles, ratchets, and a tent top. Typically, these tents are put up in the grass with 42-inch stakes buried to support them.

Frame Tents

Frame tents have an open steel shell that is covered with PVC fabric. These tents are great for outdoor weddings because they provide a unique, eye-catching look, and they protect your guests from wind and rain.

They also allow air to flow through, which can be important if you’re having a hot summer wedding! The only downside is that these structures require some extra setup time—you’ll need to install frames before setting up your tent.

Clear Tops

Clear tops, on the other hand, provide a sleek and modern aesthetic, offering views of the surrounding landscape. It’s a great way to create an outdoor wedding without sacrificing elegance.

Tent Layout 

A sketch of how your tent will be laid out during your event is a must. For everything to run smoothly, you should know what are the best locations for your guests, wedding reception, buffet, and stage. Using a pen and paper, make an outline of how you envision your layout.

Find Your Perfect Location

The right venue is an important consideration to keep in mind when planning special events. The venue will influence your tent rental selection. The venue brings challenges from surfaces, climate, as well as landscape.

You may want to consider clear sidewalls for a location with spectacular views and warmer weather. This way, you will have a great view without worrying about the heat. You should also check trees, power lines, and possible obstacles to the rental installation.

Make sure that the size of the tent suits the location of your event. It shouldn’t take over the whole area. For the stakes, find a flat spot 10 feet from any building.

Rules for Special Events

For special events, especially wedding rentals, be sure to review any rules that are imposed. Do you need stakes to be driven directly into the ground? Are there any noise restrictions for events? When can you start setting up? It may take up to four days to assemble a tent, so knowing this detail in advance is important for the success of your event.

Tent Accessories for your events

Choosing how to decorate your event tent is nearly limitless. Whether you’re throwing a wedding, corporate party, or any other special occasion, there are some great ways to dress up your rented space and make it into something truly memorable. Here are some ideas for creating an outdoor party that is absolutely fabulous!

Lighting

Lighting is an easy and cost-effective way to accessorize a rental tent. Lightning adds atmosphere, can help set a mood, and can be used to highlight certain elements in your décor. Rental tents are typically white, so lighting really makes them stand out!

Here are some lighting options for your event:

  • string lights
  • lanterns
  • chandeliers
  • floor lamps
  • sconces

Drapery

Drapery is one of those tent accessories not necessary for every event but can add a dramatic touch inside your tent. It’s also something you don’t want to forget if you want a well-decorated tented wedding.

Drape your tent with quality linen for an air of sophistication and elegance, or let it cascade down from above for an elegant-looking event that evokes images of old Hollywood glamour.

Flooring Tent Accessories

Typically, formal events such as weddings require flooring. Adding flooring helps make your event space look more polished, and your guests won’t have to worry about tripping over anything.

Dance Floors

A party with dance floors is one that no one wants to miss! Create special moments for your guests by adding dance floors to your outdoor event. Women wearing high heels will appreciate that you have provided them with an opportunity to show off their moves as well as create unforgettable photos.

For weddings, a dance floor helps set the mood for the event and provides an enjoyable atmosphere during this once in a lifetime event. You can expect your guests to have a blast, so it’s a great addition to have during such an event.

Table Linens

Table linens can be rented with most tent rentals and is an easy way to add color or theme to your event, especially for weddings. Event rentals can help ensure that you have enough party rental equipment for any size event!

Make sure to write down everything you need from tents, and chairs before you contact the rental company so you won’t forget anything.

Bridal Party Set Up

Are you planning a traditional long table setting for your wedding? If so, you will need a space to seat your bridesmaids and groomsmen. To ensure a smooth flow during your event, ensure you have tables and chairs to seat your guests for your reception.

What to Look for in Party Rentals

The golden rule when obtaining services is you get what you pay for. That includes hiring a party rental company. 

Consider a company that offers reasonable prices and avoid the cheapest ones since you may end up being disappointed. To be safe, be sure to also check reviews and recommendations, especially from loved ones and friends. 

Availability

Avoid companies that provide event services who don’t answer the phone when you call or who don’t return calls immediately. This only shows a lack of reliability. If anything goes wrong during your event, you want someone who will be available to assist you.

Pricing 

Get a written quote from that vendor before you commit to any service, including installation, cost breakdown, delivery, and down payment. Working with a company that is transparent will ensure the success of your event. Plus, they have to be competitively-priced.

Cancellations and Order Changes

Know ahead of time what happens if you decide before your event that you no longer want a tent. Could you reschedule the event? Things like this can happen, so it’s better to be prepared. Ensure you review the fine print of cancellation policies and get them in writing to avoid surprises in the future.

Additional Services 

Many tent companies also provide tables and chairs, as well as dance floors, stages, linens, catering, and decor. Choose a provider that can help you with everything you need for your event. As a result, there will be less confusion, and it’s easier to work with one vendor instead of several companies.

Get the Party Started

Special events like birthdays, weddings and other events can be hosted outdoors to create more space. This also allows you the flexibility to design the way you want, since you are not restricted by the structural limitations of indoor venues.

Getting a tent rental is one of the first things you should consider when planning an outdoor event, not only for shade and protection from the weather but also for the convenience and enjoyment of your guests.

Durkin’s Inc offers tent rentals in Connecticut for all your events. Whether you need a wedding tent, event tent, or party tent, we’ve got you covered.

We also offer event services such as clean up and set up to make sure that you are fully prepared for your special events. Visit durkinsinc.com for more information on our services.

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