6 Things to Consider with Event Tent Rentals

Planning an outdoor event? Here’s what to consider when renting an event tent:

• Determine your event’s needs.

• Understand the types of event tents.

• Consider event tent rental costs.

• Choose the right size tent.

• Explore tent accessories and add-ons.

• Rent furniture and linens.

For a seamless and memorable event, read on!

Planning an outdoor event is hard work. Whether it’s an elegant wedding or a casual corporate gathering, curating a memorable experience takes time and dedicated thought. Even once you’ve booked the perfect outdoor venue, so much is out of your hands.

An event tent rental can help prepare you for the elements. These elegant, free-standing structures create a classy and cohesive space that’s ready for your guests, rain or shine.

The right tent provides shelter and defines the event space. More importantly, the tent itself adds to the overall aesthetic and functionality of your celebration.

In this blog, we’ll cover everything you need to know to choose the right tent for your celebration. Additionally, we’ll highlight some aspects you might not have considered, such as renting linens and décor.

Read on to ensure your next outdoor event is a memorable and seamless experience.

1. Determine Your Event’s Needs

The type of event you’re planning will determine the type of tent you’ll need. It can be helpful to know all of the details before you contact a rental company. Knowing the following details upfront will ensure your vendor can match you with a tent that suits every aspect of your event:

• What is the formality level of the event?

• How many guests are you expecting, and will it be a seated or cocktail-style event?

• What season will your event take place? What are the average weather conditions during that time (temperature, likelihood of rain, etc)?

• Is it a daytime event or an all-day or evening event that may require additional lighting?

• What is the terrain like in the outdoor space where your event will take place?

Once you understand your needs, it’s easier to choose a rental that offers the comfort and peace of mind you deserve.

2. Understand the Types of Event Tents

Even once you’ve determined your needs, your vendor may offer several tent types to choose from. Understanding their features and aesthetics before you commit can inspire peace of mind.

The most common event tents are:

• Pole Tents: Pole tents are tall, elegant, aesthetically shaped tents that require ground stakes. They are ideal for large, grassy spaces and events with a classy aesthetic, such as weddings. Interior poles may limit your event layout.

• Frame Tents: Free from interior poles, these stable, highly customizable structures allow for versatile layouts and add-ons, such as dance floors. It’s like erecting a self-contained, free-standing structure.

• Canopies: Canopies, also called pop-up tents, are simple, open-air structures without walls or a floor. They are small, portable, lightweight, and easy to set up. They are an excellent choice if you need sun protection or a temporary respite from a brief summer shower.

• Clearspan Tents: Similar to frame tents, clearspan tents are free-standing structures that can be easily customized to accommodate a range of layouts. Because they are engineered, they can be used for long-term or recurring events.

3. Consider Event Tent Rental Costs

Depending on your needs, renting a tent is often less expensive than renting a hall or event venue.

With that said, larger, free-standing structures tend to cost more than smaller, stacked structures. On the lower end, renting a small pop-up canopy can cost you as little as $250 per event. On the higher end, a clear-span structure can cost upwards of $1,500, depending on size.

4. Choosing the Right Size Tent

To choose the right size for your event tent rental, you’ll need to know the following:

• How many guests you expect to attend

• Whether your event will be seated or cocktail-style

• If seated, how many and what size tables you plan to use

• What activities you will offer (i.e.: a live band, a dance floor, a DJ, team building activities, etc)

At a seated event that includes dancing or activities, most experts advise you to plan for between 15 and 18 square feet per guest.

5. Tent Accessories and Add-ons

Frame and Clearspan tents are essentially free-standing temporary buildings. If you choose one of these large tent rentals for your event, you can add on many accessories. Often, these are features that you might find at an indoor event venue.

Consider the following popular additions:

• Lighting for all-day or evening events

• Flooring, especially at more formal events

• A dedicated dance floor

• A bar and/or buffet station

• Heating or cooling

• A stage

• A sound system

6. Furniture and Linens

Regardless of which tent style you choose, you will likely need furniture and linens for your event. Renting furniture and linens is the easiest and most cost-effective option. If cost is a factor, consider renting tables and chairs in your price range and choosing linens that elevate them. Classy tablecloths and chair covers can transform folding tables and chairs into an elegant setting.

Likewise, when you rent linens, your vendor will mail your tablecloths, cloth napkins, chair sashes, and chair covers directly to your preferred address. They’ll arrive ready-to-use shortly before your event, so you won’t have to worry about storage.

Use your linens to set up and transform your tent. When the event is over, mail the soiled linens back in the pre-paid box provided. It’s an affordable, low-stress way to create a curated and cohesive event. Table linens allow you to incorporate all the colors and theming you can imagine.

ASAP Linen is a leading provider of all things table setting and linen rental. View our rental options and learn how simple event planning can be.