All About Tent Rentals

1. How do I know what size tent to get?

   As a general guideline, you should allow for the following square feet per person based on the type of event:
   Cathedral seating – 6+ sq feet
   Standing event - 6+ sq feet
   Seated dining -
   No extra space between tables 10+ sq feet
   With extra space between tables 15 sq feet
   With serving tables, dance floor 20 sq feet
   With serving tables, dance floor,
   bar, etc… 25 sq feet

   Selecting the correct size tent for an event is critical and we can help you determine this when you contact us. Some of the considerations involved are:
   - How many people do you plan to fit under the tent?
   - How will you use the tent?
   - Will you be having seated dining or ceremony seating?
   - Do you need food buffet stations?
   - Do you need bars?
   - Do you need other accessory tables such as gift, cake, DJ, check-in, etc…?
   - Will you have a dance floor?
   - Do you need staging?

   Please click for our Tent Rental Inquiry Form which you can use to answer the above questions. You can then call us at 203-544-RENT (7368) to discuss your needs, fax the form to us at 203-544-0009 or email it to events@eventsct.com

2. What are the different types of tents available?

   We specialize in the following 3 types of tents – Frame, Pole/Century (High Peak), and High Peak Frame Tents. We have purchased our tents in 2008 and 2009 and they all look fantastic! The following provides information to help you decide what tent would work best for your event.

   Frame tents are constructed using metal framework for the top and sides. They are great because they can be used on grass or asphalt and with no center poles in the tent the floor plan can accomodate several designs. The frame tents require staking to hold them in place, but in some instances they can be held down using weights. The roof on the frame tents is typically flat or straight. Marquee tents (9’ x 10’ frame tents) can be used alone or connected end to end to cover a walkway. It is very common to connect the 9x10s to the back door of the house and then have a covered frame tent walkway to the main party tent, which can be a frame tent or a pole tent. Click on the links below to see examples of the Frame Tents.
   Frame Tent Exterior
   Frame Tent Interior
   Marquee to Connect a Tent to a House
   Marquee Walkway with Sidewalls

   Century (High Peak) Pole Tents are spectacular, spacious, and festive. The pole tents are supported by the center poles and by tension achieved through staking it to the ground. Although there are center poles for Century Pole Tents, you don't have the frame work and as a result it is a very clean and sleek swoop look. These tents are your first choice for special events like weddings, receptions, and other elegant events. We also provide Traditional Pole Tents also which are very functional with their flat roof lines. Click on the links below to see examples of the Pole Tents.
   Century (High Peak) Tent Exterior – 3 Peaks
   Century (High Peak) Tent Exterior – 2 Peaks
   Century (High Peak) Tent Interior
   Traditional Pole Tent Exterior
   Traditional Pole Tent Interior

   High Peak Frame Tents have the advantages of the frame tents in being able to install on either grass or asphalt and they have the sleek swooping look of high peak pole tents. They also require staking or weights to secure them to the ground. These tents are fast becoming the most popular rental tent for smaller sizes. Also, several of these tents can be combined together, or with high peak pole tents, to create unique shapes. Click on the links below to see examples of the High Peak Frame Tents.
   15x15 or 20x20 Exterior
   20x30 Exterior
   20x30 Interior
   20x40 Exterior
   Tents Connected For Unique Shape

3. What size tents are available?

   We have a variety of tents available in stock, all of which were purchased in 2008 and 2009. We are currently adding to our inventory new tent sizes and tent accessories. If there is something you wish to rent and do not see in our catalog, please give us a call as we may have it or be able to get it for you.

   High Peak Frame Tents
   15 x 15 225 sq feet
   20 x 20 400 sq feet
   20 x 30 600 sq feet
   20 x 40 800 sq feet

   Frame Tents
   9 x 10 marquee 90 sq feet
   30 x 30 900 sq feet
   30 x 45 1350 sq feet
   30 x 60 1800 sq feet

   Pole/Century High Peak Pole Tents
   30 x 30 900 sq feet
   30 x 45 1350 sq feet
   40 x 40 1600 sq feet
   30 x 60 1800 sq feet
   30 x 75 2250 sq feet
   40 x 60 2400 sq feet
   30 x 90 2700 sq feet
   40 x 80 3200 sq feet
   40 x 100 4000 sq feet
   60 x 70 4200 sq feet
   40 x 120 4800 sq feet
   60 x 100 6000 sq feet
   60 x 130 7800 sq feet
   60 x 160 9600 sq feet

4. How will I know the tent will fit where I want it to go?

   Measure the area that you would like the tent to go and add 5 feet around each edge to allow for the staking. This will give you a fairly good idea of the tent size that will fit. The area must be flat and free of obstacles both above and below ground such as fences, swing sets, underground power lines, sprinkler systems, etc…

   There are many times when your site is unique and difficult to easily determine what size tent may work. In such cases, Events offers a complimentary on-site review of your proposed tent installation location to help in determing your tenting needs and what will work in the space you have available. Fees may apply if the request for a site visit is not made at least 2 weeks in advance of the event.

5. Can the tent be installed on asphalt or cement or on a deck?

   Erecting a tent on an asphalt or concrete surface generally requires us to drive stakes or drill holes through the surface. We will fill the holes after the stakes are removed. There will be an extra fee for this service. In some cases we may be able to use weights to secure the tent on a solid surface.

6. Do I need a permit to install the tent?

   It is the responsibility of the customer to check with your Building Permit and Fire Departments prior to the installation date to confirm the requirement of permits. We will assist you in any way possible, but these clearances do remain the responsibility of the customer. If you would like, you can elect to have us pull the permits for your event for which we will charge a service fee.

7. Can I see a preliminary floor plan design of the tent?

   Events offers a complimentary computer assisted design (CAD) of your event to help in your planning. We can create a furnished floor plan so you are able to visualize your tented event from several different angles! Please call us on 203-544-RENT (7368) for details.

8. Can I cook under the tent?

   You should not to do any type of cooking under or within a reasonable distance of the tent. Costs incurred for damage and cleaning expense to the tent, including without limitation the tent tops due to cooking processes under or near tents are the full responsibilities of the customer.

9. What size dance floor would I need?

   The size dance floor needed really varies based on the type of event. Generally you will find more individuals dance at wedding receptions than other dinner/dance events and you should plan accordingly. One rule of thumb is to plan 4 square feet per person when you have a wedding reception and 2-3 square feet per person when you are hosting a dinner/dance event. Another way to look at it is to assume that 50% of the people will dance at one time and you should allow 4 square feet per couple for dancing.

   Our dance floor pieces are 4' x 4' and we have found the following dimensions to work well at many events:

   50 Guests - 12' x 12' Dance Floor
   75 Guests - 16' x 16' Dance Floor
   100 Guests - 20' x 20' Dance Floor
   150 Guests - 20' x 28' Dance Floor
   200 Guests - 20' x 36' Dance Floor

10. What size staging do I need for the band?

    The size stage for a band depends on the musical equipment and size of the band. We find the following sizes to be the most popular:

    8’ x 12’ – 96 square feet
    8’ x 16’ – 128 square feet
    12’ x 12’ – 144 square feet
    8’ x 20’ – 160 square feet

    The stage can be set to various heights and we find the most popular height to be 1 step up, or approximately 8 inches.

11. What are the lighting options available?

    We recommend string lighting which promotes a soft glow around the interior upper edges of the tent. With tents that exceed 800 square feet, we recommend supplementing the string lights with our par can lights spaced apart every 15 to 20 linear feet. If you need specialized lighting, such as Japanese lanterns, please ask as we may be able to accommodate your request.

12. What are weather considerations I should be aware of when using a tent?

    Tents are temporary structures designed to provide limited protection from weather conditions, primarily sun and rain; however there may be situations, particularly those involving strong winds and lightning, in which the tents will not provide protection and may even be damaged or blown over. Evacuation of tents to avoid possible injury is recommended when severe weather threatens the area where the tents are erected. Pepople must leave the tents and not seek shelter in tents during such conditions. It is best to evacuate when in doubt. Events offers an on-sight technician during the event for an additional charge to assist with weather assessment and equipment maintenance. If you decline those services, it is your responsibility to be aware of changing weather conditions and to exercise the best judgment with regard to the evacuation of tents.

13. What is the cost for a tent?

    Our prices include the cost to install and take down the tent. We also charge a delivery fee based on the location of the tent installation. Due to the unique circumstances surrounding each tent installation, please call our showroom at 203-544-RENT (7368) for pricing.

14. How do I make a reservation?

    Rental reservations may be placed during normal hours of operation, Monday through Friday, 8:30am to 4:30pm and on Saturday, 9:00am to 3:00pm. You can place the order using any of the following convenient methods:

    Visit our elegant showroom loaced at 2 Main Street, Georgetown, CT - click here for directions
    
    Call us at 203-544-RENT (7368) and speak to one of our experienced rental consultants.

    Fax your order to us at 203-544-0009. For your convenience, you can download and fax us one of our Rental Inquiry Forms - Rental Inquiry Form and/or Tent Inquiry Form

    Contact us by email at events@eventsct.com

    If you require a site visit, please call us so we can schedule it for you at your convenience. Please note that quotes and proposals do not guarantee availability of rental equipment. Equipment will be reserved only upon receipt of a 50% deposit. Final payment is due the day of installation.

15. How far in advance do I need to book a tent?

    We have limited number of tents in stock so we encourage you to book the tent early to ensure we have what you need. For the peak season (April through October) we recommend booking your tent up to a year in advance. We understand that you will not always be able to plan every event that far in advance and we do encourage you to contact us, even if it is the day of the event, and we will do all that we can to meet your event rental needs.

16. What happens if I need to cancel my party?

    When you reserve a tent and any accessories by placing a 50% deposit on your order, we immediately remove them from our inventory and schedule a tent crew. Our policy is for any cancellation received within 2 weeks of the installation date, the 50% deposit will be forfeited.

17. When will the tent be installed?

    The tent will be installed generally 2 – 4 days before the event and will be removed 1 - 3 days after.

18. Can I install the tent myself?

    We have 10’ x 10’ pop-up tents available for you to install yourself, but the remaining tent sizes can not be self installed. Installation of a tent must be done correctly for the protection of the users, the tent, and ultimately the success of your event. Therefore, it is our strict policy that all installations and takedowns are done by our experienced crews. All prices quoted will include these services.

19. What do I need to do to get ready for you to install the tent?

    The first step our crews take installing a tent is to spread it flat on the ground where it is to go up. Please have the area completely clear of obstructions before we arrive at the job-site. Fees may be applied if these policies are not met.

    There may need to be electrical power to install and operate the rental equipment. Please let us know in advance where electrical outlets are located and distance from the tent site.

    You must have all underground facilities, such as water, electrical or sewage lines, clearly marked prior to the arrival of our work crew. Check with your local utility companies to have them marked if you do not know where they are located. You assume full responsibility for damage to all underground facilities.

20. Do I need to be home when you install the tent?

    You do not need to be present when the tent is being installed. We do ask you to the area marked where you wish the tent to be installed prior to our work crew’s arrival. In addition, all underground lines must be marked.

21. What happens if there is damage to the tent during the event?

    Responsibility for rental items remains with the customer from delivery to pickup. You bear the entire risk of loss, regardless of cause, with respect to the rented equipment, reasonable wear and tear excepted. Accrued rental charges cannot be applied against the purchase or cost of repair of damaged, lost or stolen equipment. Rented equipment, unreturned when due or damaged beyond repair, must be paid for by you at its current list price, plus shipping. The cost of repairs will be borne by you whether performed by us or at our option, by another.

    An optional damage waiver of 10% of the rental order is available at a cost to you of 10% of the rental charges. The damage waiver modifies your responsibilities as outlined in the above paragraph to release you from liability arising from accidental damage to equipment while it is in your possession. It does not release you from responsibility for loss caused by misuse, abuse, negligence, vandalism, theft or conversion or release you from your obligations for personal or other injuries.

22. What do I need to do after my event to get ready for you to remove the tent?

    The tent must be totally empty before we can take it down. All non-rented equipment and decorations shall be cleared and taken from the tent and all rented equipment must be placed where it was left at delivery following the instructions set forth below:

    Linen – Please shake any food/debris from linens and ensure that they are sufficiently dry before packing. Place all linens in a bag.

    China - Scrape, rinse, and return to crate.

    Flatware - Rinse and dry.

    Silver Items - Rinse and dry.

    Coffee Urn - Remove the grains from the filter, empty coffee, and rinse.

    Grill - Allow ashes to cool completely before emptying. DO NOT extinguish coals with water -- this causes severe warping of the grill bottom. Grill top must have all food particles removed by wire brush.

    Chair - Please fold all chairs and stack.

    Table - Please break down all tables.

    Fees may be applied if these policies are not met.