How to Plan an Outdoor Event? Video

This article is part of a series of posts with further explanation on each of our frequently asked questions.

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So you're planning an event, and you're thinking of holding it outdoors. You just don't know where to start. Here's a place to start.

1. Choose a date. If you'd like to see the average weather for a given date, look here.

2. Create a guest list. This will help you estimate the number of guests who will attend. On average about 80% of the people you invite will attend. Will they all be there at one time or will it be a drop-in?

3. Choose a location. It can be your backyard, a park, a bed and breakfast, the home of a friend or family member, or another venue.

4. Research vendors for tents, other rentals, catering, event planning and entertainment.

5. Expect the best weather, but plan for the worst. If you plan to have any portion of the event outside, have a backup plan to add another tent or move indoors in case of rain.

6. Plan the details:

   1. Lighting

   2. Heating or cooling

   3. Tent layout

   4. Tables and chairs

   5. Linens

   6. Flooring

   7. Restrooms

   8. Power

7. Enjoy your event.

We'd love to hear from you with your success stories, comments, suggestions or questions. Contact us to get a rental quote. 

Why Should I Rent From Tents For Rent? Video

Call us at 717.733.9700 or request a quote to discover the Tents For Rent difference.

This article is the first in a series of posts with further explanation on each of our frequently asked questions.

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Why is Tents For Rent the company to choose for your once in a lifetime event, annual picnic or other outdoor event? There are many things that any reputable tent company will provide you with:

• Tents that are clean, safe and regularly maintained

• Heavy-duty tents that will protect you and give you peace of mind even in a storm

• Choice of a wide range of tent sizes

• A wide range of rental items in addition to tents

• Experienced, trustworthy tent installers

In addition to these things, we offer "something more."

• Peace of mind from start to finish

• Free CAD drawings to help you visualize your event

• The option to install a tent only in the case of inclement weather and cancel it if the weather forecast is favorable

• Onsite consultation if necessary

• Helpful staff who will make your planning process as smooth and stress-free as possible

• Showroom where you can see our tents, tables, chairs and linens

• Years of experience with large and small events

• Relationships with local caterers, florists, decorators and event venues

• Up to three days of rental at no additional cost

There are other rental companies who offer discount prices, but just remember that discount prices create discount quality, discount service, discount satisfaction and discount stress levels. 

Why Google is Proposing a Huge "Tent" for It's New Headquarters

Of course, we, here at Tents For Rent have been touting the flexibility of tents for years. Now Google is doing the same. They are planning to achieve numerous benefits with their new fabric structure:

• Openness to the surrounding community

• Green indoors and out

• Flexibility for changes in future needs.

Whether your tent is for a wedding or an office space it offers you:

• A blank canvas to design or decorate as you like

• The ability to easily move or change it as necessary

• An "outdoor" feel

• Low environmental impact

• Reasonable cost

Contact us today and let us help you find the tent for your needs.

Share Your Photos, Get $10

We love to see photos from you. For the last two years, we've held a photo contest and given away a free Kindle Fire tablet for the best photo submitted. This year, everyone wins. If you submit a video and/or 10 photos, you will get a $10 Amazon gift card. Click below for details and to submit your photos:

I Only Need a Tent in Case of Rain Video

Call us at 717.733.9700 or request a quote to be prepared for any type of weather.

Many people planning an outdoor event or wedding really love the outdoors. So do we. If you're an outdoors loving person, maybe you prefer to have your event outdoors with no tent at all. Maybe you like the full expanse of blue sky overhead during your wedding ceremony. Maybe you have visions of soft moonlight during your reception. Maybe you want to look up at the green canopy of trees overhead.

We understand this and we have a plan in place for you. Most summer days are lovely, warm and beautiful, but you need to plan for hot days with glaring sun or the stormy days with driving rain. That's where we come in. We allow you to reserve your tent and all the other rental items to go with it. If the weather forecast is beautiful, you can cancel the tent. There are several things you should consider when you're thinking of having a tent as a backup plan:

• Rain isn't the only type of inclement weather. Shade from the hot sun can help keep your guests more comfortable too.

• Even if you have your wedding ceremony outdoors, it's a great idea to rent a tent for the reception to cover the food, sound system and etc.

• If you're planning to light the tent, plan for how you want to light the space if you don't rent a tent. Not all types of lighting work as well outside a tent.

• You may want to rearrange your seating layout if you don't rent a tent.

• If in doubt, rent a tent. It's much better to rent a tent and not need it than cancel the tent and wish you had it.

So, how does it all work? When you reserve, we require a 25% deposit. This guarantees that your tent will be available in case of inclement weather. However, you may cancel the tent if the weather forecast looks beautiful. You may make this decision up until 9:00 AM of the business day before delivery and save yourself the remaining 75%. If you cancel after 9:00 AM, you save 50% of the tent rental cost. There are two exceptions to this: linens need to be cancelled one day earlier than tents in order to get a 75% refund and permits are not refundable at all. This gives you peace of mind knowing that your guests will have shade from the hot sun or cover from the rain. Yet, you have the option to enjoy the beautiful outdoors. So, reserve today to plan an event that will be beautiful no matter what the weather.

Keep Your Construction Project on Schedule Even During the Winter

Commercial building construction tent

Tent for winter concrete pouring

Winter construction tent

40' x 260' winter construction tent

Winter concrete curing tent

When I think of a tent event, I think a beautiful spring day. The sun is setting and a soft breeze is blowing as a couple exchanges their vows. However, this certainly isn't the case for every tent event. In January 2014, ARCO Design/Build and Stief Concrete were working on a construction project that was running behind schedule because the cold weather was delaying the pouring of the concrete walls. Stief Concrete looked to Tents For Rent to supply tents, heaters, power and lighting to allow the construction project to move forward in spite of the unusually cold weather.

 The site presented some unique challenges. Parts of the tents could not be secured with traditional stakes. Instead, they needed to be secured with concrete anchors that could penetrate only 5 inches into the concrete. Yet, they had to be able to hold the tents in place safely and securely. Also, during this time there was a severe propane shortage that increased prices and made propane difficult to find at any price. We kept a crew onsite during days that concrete was being poured in order to open and close the tent walls to give access to the work crews. In addition, tents needed to be moved frequently as the project moved forward. Frequent changes in the weather and schedule required us to be flexible to keep everything moving forward smoothly.

All in all the project is moving forward smoothly and the tents are allowing this project to be completed much more quickly than otherwise possible.

Newly installed fabric hoop building

Green Fabric Hoop Building

We've just completed a semi-permanent steel and fabric structure.

Graduation Party

Hold your graduation party outside under a tent

Rent a tent for your graduation party

Graduation Party Tent

With school almost over, it's time to begin planning your graduation party if you haven't already. We can help by providing a tent to create a great outdoor space to celebrate your grad. We can also provide the lighting, tables, chairs, linens and more to make your party special.

Christmas Party Tents

Winter is here and so are Christmas parties. Let us give you the space you need. We can cover your deck or patio, enclose your porch, or create an exciting space in your back yard. We'll even supply lights and heating to be sure "It's always fair weather in a tent."

Tents in the Fall

Fall is here with cooler weather, but it's still a great time for outdoor events. Our heaters will keep you warm through the winter. "It's always fair weather in a tent."

Backyard Parties

Back to school season and cooler weather are just around the corner. It's time for backyard barbecues and family reunions. Don't forget to rent a tent for shade and tables, chairs and more for your outdoor event

Backyard Picnic Tents

Summer is here. It's the perfect time to plan your backyard picnic. Just don't forget a tent to keep you out of the sun or rain.

Tents for Haiti Earthquake Victims

  We're shipping two tents to Haiti today via Food for the Poor. Two 20' x 40' tents will be used for training tents.

Tarps for Haiti

We've now shipped over 8,000 tarps to Haiti for use as temporary shelters. We are now working with several organizations to provide large tents that will provide better long term shelters, schools and dining facilities until they can be rebuilt.

Haiti Earthquake

Tents For Rent is working with Christian Aid Ministries to provide 10,000 tarps for temporary shelters in Haiti. We have currently secured about 7,000 tarps with rope that are ready to send to Haiti. Some of the tarps have already been airlifted to Haiti and the rest are being packed into containers for shipping. It seems that a tarp is a poor shelter, but many of these people lived under tarps before the earthquake. Also, tarps can be shipped and distributed very quickly and efficiently with limited transportation resources.  We are also working with other organizations to provide small tents for housing as well as larger tents for dining facilities and semi-permanent schools.Please pray for these people in Haiti and donate as you are able.

Hailstorm Response Tents Video

We've just been hit with one of the worst hailstorms in history to hit this area. We are installing 38,000 square feet of tent oftenting for repairing dented cars. We are also installing, power, lighting and heating to create a temporary repair shop for about one month. Here is a video of the installation of the first tent: