Why a Tent Rental Checklist Matters
If you’re planning to secure a tent rental for a major event, a checklist is one of the most important things to make. With a comprehensive checklist, you can simplify your planning and avoid last-minute surprises, ensure accurate quotes and prevent hidden costs, and make sure your rental fits your space, guests, and event type.
If you’re considering renting a tent from All Occasions Tents for your next event, use this handy checklist to make sure you’re asking all the right questions before you book your rental!
Step 1 – Gather Essential Contact & Event Information
Contact Details
To start, make sure you have all of your relevant contact details ready to go, including your:
- Name
- Email Address
- Phone Number
- Mailing and Delivery Address
Event Details
Next, make sure you have all the necessary information about your event, including:
- Event Date and Duration: What date and time will your event be at?
- Location: Will your event be in a backyard, park, parking lot, rooftop, etc.?
- Event Type: Are you renting a tent for a wedding, a corporate event, a reunion, or some other event?
- Number of Guests: How many guests will be attending? Will guests be seated or standing? Will all of your guests be seated at once?
- Layout Preferences: Should your tent be furnished for a reception, an award ceremony, a dining event, or some other occasion?
Step 2 – Confirm Venue Conditions
Surface Type and Terrain
Will your tent need for flooring or sub-flooring? Make sure to inspect your venue and note what type of terrain it features, making note if it includes:
- Grass
- Gravel
- Concrete
- Asphalt
Check for Obstructions
Consider major obstructions to tents, such as:
- Trees
- Sprinkler Systems
- Septic Tanks
- Underground Wiring
Underground Utility Marking
- All venues must feature relevant Utilities Prevention Services (UPS) markings before tent installation.
- Call 811 to inquire about necessary markings.
- Inquire about whether the renter or vendor is responsible for markings.
Step 3 – Ask About Tent Options and Sizing
Pole vs. Frame Tents
Consider whether you want a pole or frame tent for your event:
Advantages and Disadvantages of Pole Tents:
- Cost-effective
- Classic and elegant look
- Quick setup
- Requires soft ground
- Poles can obstruct interior space
- Susceptible to wind
Ideal Events for Pole Tents:
- Weddings
- Garden parties
- Fairs
- Private parties
- Outdoor markets
Advantages and Disadvantages of Frame Tents:
- Open interiors
- Greater stability
- Scalable to large events
- Flexible and aesthetically pleasing
- Higher cost
- More complex setup
- Heavier and less portable
- Height and installation requirements
Ideal Events for Frame Tents:
- Weddings
- Corporate events
- Festivals and markets
- Outdoor dining
- Long-term events
Tent Sizing
Reference the table below for a rough idea about tent size and guest capacity:
| Tent Size | Guests (Standing) | Guests (Sitting) |
| 10’ x 10’ | 15 | 8 |
| 20’ x 20’ | 40-70 | 35 |
| 20’ x 30’ | 60 | 40 |
| 20’ x 40’ | 100 | 65 |
| 30’ x 60’ | 190-250 | 120 |
| 40’ x 60’ | 250-350 | 150 |
Space Requirements
Consider the space requirements you’ll need, including:
- Allowance for staking, dancing, or other activities
- Walkways
- Equipment Setup
Step 4 – Don’t Forget the Extras
Additional Rental Items
Will you want to furnish your tent with other items such as:
- Tables
- Chairs
- Linens
- Lighting
- Sidewalls
- Climate Control
- Dance Floors
- Stages
- Buffet Tables
- Bar Setups
Power, Heating, and Cooling
Consider whether you want to add the following to your rental:
- Propane or electric systems for heating/cooling
- Third-party support (vendor coordination is required)
Step 5 – Verify Site Visit and Setup Requirements
Site Inspection
Before booking your rental, make sure to visit your site multiple times to check for changes or additional requirements. Make sure you perform the following tasks:
- Check entry/exit paths for delivery trucks
- Measure the area for safety and fit
- Check for utilities and UPS issues
Permits and Local Regulations
Investigate these important regulatory and safety requirements before you book:
- County or township permissions for large structures
- Fire Safety
- Accessibility Compliance
Step 6 – Review Your Quote and Contract Carefully
What’s Included in the Quote
At AOT, we include the following information in our quotes:
- Delivery fees
- Setup fees
- Breakdown fees
- Taxes
- Damage deposits
- Additional labor fees
Cancellation and Weather Policies
Before booking your tent rental, review our cancellation and weather policies. Check for things like:
- Refund terms
- Rescheduling fees
- Backup plans for inclement weather
Final Checklist Before You Book
Here is a final checklist for you to go through before booking your tent rental with All Occasions Tents:
- Gather Essential Information:
- Contact Info
- Event Date, Time, and Duration
- Event Location and Type
- Guest Count
- Confirm Tent Type and Size:
- Pole or Frame Tent
- Tent Size and Capacity
- Space Requirements
- Verify Utilities and Obstructions:
- Surface and Terrain Type
- Obstructions
- Utility Markings and Requirements
- Review all Rental Add-Ons
- Furniture, Lighting, Linens
- Heating, HVAC, Electricity
- Schedule a Site Visit
- Entrance and Exits
- Safety Measurements
- Legal Requirements
- Fire and Accessibility
- Get Everything in Writing
- Get a Quote
- Review Fees
- Check Cancellation and Weather Policies
Call us at (800) 799-8368, contact us at info@tentrental.net, or fill out our online form for more information!