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.
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.
Choose a date. If you'd like to see the average weather for a given date, look here.
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?
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.
Research vendors for tents, other rentals, catering, event planning and entertainment.
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.
Plan the details:
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.
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:
New website
We're excited to announce our new website.
We're excited to announce our new website. Our goal with the new site is to make it easier for you to browse for inspiration or find what you're looking for. This site will look good on a phone or a computer screen. There are many more photos that are easy to search. Take a look around and send us your comments, input and suggestions.
As we look forward, we also look back to our first website:
Tents For Rent's first website
Interview with Marlin Sensenig
Marlin Sensenig has quite a following. Of course, you may notice that many of the tentmen walking along with him look quite similar. Tents for Rent is a family run business with two of his sons, Daryl and Brian, employed full time along with Marlin's wife, Martha. Four youngsters are up and coming part time staff and his first grandchild is still in training, but showing a lot of energy! Marlin was first exposed to tent rentals in 1978 at the age of 17 when he was hired by an auction company that owned two or three tents. The company used the tents at auctions, but started to rent them out to other customers as well. By 1984, Marlin had purchased the company and, with his wife who was responsible for office administration, began focusing exclusively on renting tents. Today, Tents for Rent has over 400,000 square feet of tenting, ranging to 80' widths, and has expanded the business to include tables, chairs and lighting rentals. Marlin states, "Having a passion for and loving what we do helps our effectiveness and makes it very rewarding." He has had many unique rental opportunities including beach weddings, rooftop events, events for Governors and Vice Presidents, Presidential campaigns and the 2009 Inauguration. He attributes the solid growth of his business to this wide variety of activities. As a businessman, Marlin feels that slow, steady growth is the most sustainable and has helped him weather economic downturns. He also believes in a strong service ethic. He tries to provide service that is "second to none." This ethic supports his company's slogan, "Our Goal: On Time…Everytime." Extremely active in the MATRA organization, Marlin has been a member for over fifteen years. The education he has received through MATRA has enabled him to expand his rental industry knowledge and form great partnerships and friendships. Tents For Rent normally sends 10-15 employees to attend the MATRA Conference and compete in the MATRA games. They have created quite a competitive tradition and his company has had many winners over the years. Marlin is the proud recipient of the Golden Sledgehammer Award in 1998, 2001 and 2005. Most recently, Marlin has won the "Over 40 Overall" Competition in 2001, 2002, 2005, 2007, and 2008. Marlin looks to his employees to provide him with an invaluable source of feedback from the Conference which helps the company grow. Many employees from Tents for Rent have been with the company for years. Marlin says, "Although the risks and stress of running a company can be challenging, it is also rewarding to have trusted employees and family." Marlin and his family also have a deep, abiding faith in God which helps sustain and motivate them. For several years his firm has supported a very effective and frugal organization known as Christian Aid Ministries. This year, Tents for Rent was instrumental in acquiring and sending more than 10,000 tarps to Haiti to assist recovery efforts following the tragic natural disaster. Employees and staff volunteered hours of donated time arranging for the timely delivery of tarps. God has provided many blessings to Marlin and his company and he encourages others to share whenever possible. While Marlin acknowledges that he, too, is concerned about the long, slow economic recovery ahead, he also believes that, "it gives the industry a chance to take a closer look at its businesses. This will, in turn, help us all be better prepared to take advantage of future opportunities." MATRA extends its best wishes and congratulations to Marlin Sensenig and Tents for Rent for its longtime support and for its fine record of accomplishment in the tent rental industry.
Reproduced by permission from MATRA March/April Newsletter.
Visualize Your Event
Are you planning an outdoor wedding or other event but just can't visualize it?
This article is part of a series of posts with further explanation on each of our frequently asked questions.
Are you planning an outdoor wedding or other event but just can't visualize it? Let us help you with a CAD layout. To see more drawings go to our layouts page
Outdoor event CAD drawing layout
Outdoor event CAD drawing layout
Outdoor event CAD drawing layout
Outdoor event CAD drawing layout
Outdoor event CAD drawing layout
Outdoor event CAD drawing layout
Outdoor event CAD drawing layout
Outdoor event CAD drawing layout
Outdoor event CAD drawing layout
Outdoor event CAD drawing layout
Outdoor event CAD drawing layout
Outdoor event CAD drawing layout
Outdoor event CAD drawing layout
Outdoor event CAD drawing layout
Outdoor event CAD drawing layout
Showroom Now Open
Come visit our new showroom.
Tents For Rent Showroom
We're excited to announce that our new showroom is now open. We're now located at 110 Wood Corner Rd, Lititz, PA 17543 just two miles from our old location. We invite you to stop in between 8:00 and 5:00 weekdays or come to our open house on Saturday, March 14 between 9:00 and 3:00. There will be free food, vendors and a tour of our warehouse and tent washing facility. See you then.
We're moving
Tents For Rent Warehouse and Showroom
After all this time, we're excited to announce that we're moving to a new warehouse and showroom about two miles from our previous location. Our new showroom will allow us to display more of the linens, tables, chairs, lighting and tents that we offer. Our new, larger warehouse will allow us to expand our inventory to serve you better. We also have a new tent washing facility that will help us keep the tents for your events shiny and clean. We're planning an open house. Everyone is welcome. If you're interested, you may find more details and RSVP at Eventbrite.
Can I Keep a Tent Warm in the Fall?
But, you may wonder how you will keep your guests comfortable.
Fall Tent
Fall is officially here and the lovely fall colors won't be far behind. God's beautiful seasonal decorations make the perfect backdrop for your outdoor event. But, you may wonder how you will keep your guests comfortable. It's hard to believe that only a few months ago, I wrote a post about cooling a tent. Now it's time to start thinking about heating a tent. Many people ask whether a tent can really be kept warm in fall and winter. The answer is a resounding "yes." A tent is not completely airtight, but it can be heated and kept very comfortable.
So, what does it take to plan an outdoor event in cooler whether?
Fall often brings windy weather. So, be sure to rent a sturdy tent from a reputable company. You want to be sure that your tent will be safe and secure.
Tent sidewalls: I recommend ordering sidewalls with windows in them so that your guests can see out of the tent and not feel boxed in by the walls.
Heaters: We have charts with the average low temperatures listed for each day of the year. So, we can estimate the amount of heat you will need. Keep you eye on the weather forecast though. If colder weather is predicted, you may want to add more heaters closer to your event date.
A positive attitude: Embrace the fall weather and colors. Have a campfire outside the tent. Roast s'mores. Relax from the busyness of summer.
This fall, don't let the cooler weather put a damper on your outdoor event. With a little extra planning fall is a wonderful time of year for any event.
It's More Than Just a License Plate
Tents for rent van with a license plate reading "Tents 4 U"
Our name is Tents For Rent. The license plate says Tents 4 U, but it's more than just a license plate. From the beginning to the end of your planning and event, we are there for you:
As you plan, we are able to make recommendations on everything from tent size to lighting style.
We use high quality tents that are safe and secure even during stormy weather.
Our installation crew is professional, efficient, and pleasant.
We give you peace of mind knowing that your event can go on even if it rains.
We're all about you. We bring your dream event to life in the outdoors.
How to Plan an Outdoor Wedding or Other Event
Tent wedding
So, you're looking forward to Fall with its beautiful colors and cooler temperatures. It's a great time to plan an outdoor event. But, where do you begin? I'd recommend starting here:
Create a guest list. You can expect that approximately 80% of the people you invite will attend.
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.
Research vendors for tents, other rentals, catering, event planning and entertainment.
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 it indoors in case of rain.
Plan the details:
We'd love to hear from you with your success stories, comments, suggestions or questions. Contact us to get a rental quote.
Keep it Cool in a Tent
How is that possible in July and August? During the summer months, we get many questions about cooling tents for weddings, graduations, parties and corporate events. Two of the most common requests are air conditioning and mister fans also known as swamp coolers.
Air conditioning is a very excellent option. It keeps the tent cool and comfortable and works well in all types of summer weather. However, many people find the cost prohibitive. There are many variables, but the cost is often $3 - $4 per square foot to cool a tent for a single event. The reason for this is that tents are not at all insulated or air tight. So, massive generators and air conditioners are required to cool a tent. This requires a large amount of labor for installation and fuel for the generators.
Misting fans or swamp coolers are very effective at cooling in dry climates like Arizona. However, in the northeast where the humidity is high, we've had more limited success with them. They do provide some cooling. However, as they cool, they do increase the humidity. Also, they tend to make the people near them wet, especially when the humidity is high. If this is the desired effect, then it's a good way to cool off, but in some events, this may not be as appropriate.
The most popular way to cool a tent is to combine the shade of the tent with the natural breezes. In many cases, this is sufficient, but if you're looking for something more that is reasonably economical, small fans are a nice add-on that will help you have a cool party even in the hot summer. We offer two sizes and styles of fans. Our large 30" pedestal fans move the most air. The smaller 12" fans mount on the tent sidepoles. They are very quiet and unobtrusive. They are all white and work well even at a wedding. If you have any more questions, feel free to contact us. We want to make your event easy and comfortable. Enjoy the summer!
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.
What If It Rains on My Event? Video
Here are some tips for planning an event that will be beautiful in any type of weather:
What if it rains on my event? This is a question that may be running through your mind whether you're planning an outdoor wedding, a graduation party or a corporate event. We would all like to imagine lovely weather, 70 degrees and a beautiful sunset, but, especially lately, weather like that has been the exception rather than the rule. We at Tents For Rent are here to help. Here are some tips for planning an event that will be beautiful in any type of weather:
Have a backup plan for your wedding ceremony. This can be an alternate location or a tent rental on standby.
Place your tent where there will not be water runoff in case of rain.
Think about where your guests will walk and plan to have umbrellas or a covered walkway.
Work with a reputable tent supplier that will provide you with tents that will be safe and secure even during a storm.
Our tents are a wonderful addition to any outdoor event in all types of weather. In the winter, we can heat your tent. In the summer, we can cool it with fans or air conditioning. In the rain, we can keep you dry. We even have an option to reserve a tent and cancel it at the last minute if the weather forecast looks favorable. You can read more about it on our FAQ page. All of our tents are heavy duty, sturdy tents that are designed to withstand wind and rain. We also offer some additional items to help your event go smoothly in all types of weather:
Covered walkways to keep your guests dry while walking from their cars or the building
Plastic flooring and carpet to protect your guests, from soft, wet ground or runoff water
Sidewalls to protect from wind and rain. We include white walls for free on most tents.
Technicians on call 24/7/365 if you should have any weather related issues
Optional onsite attendant during your event
Our crews are experienced in installing tents in all types of weather. So, if there is foul weather leading up to your event, you can count on us to install your tent anyway. Our experienced event planners will be happy to help you plan to be prepared for all types of weather. To read more about weddings in unfavorable weather, see this article: Hurricane Weddings
How to Plan an Outdoor Graduation Party
Planning a graduation party shouldn't be as stressful as homework.
A 20x40 tent is one of our most popular tent sizes for a backyard graduation party
Your graduate has finally accomplished that amazing milestone of completing another stage of their education. This only happens once and a celebration would be in order. With the help of Tents For Rent and our knowledgeable event planners, we can help you make this an enjoyable event and not one you have to dread planning. Here are pointers for giving your grad the party they have earned.
Plan the Date. Not surprisingly, quite a few of your graduate's friends may also be planning a party around the same time. So unless you want only Grandma to arrive, check when others are planning their parties.
Plan your Budget. Knowing what you want to spend ahead of time will make planning easier. At Tents For Rent we will be glad to work with you to keep your event in line with your budget. With a backyard party in a tent, a budget does not mean a boring party.
Plan the Guest List. Knowing how many people you would like to have will determine the tent size and how many tables and chairs to reserve.
Plan the Style. A casual, relaxed style with brown folding chairs will be cheaper, but maybe you want to add some flair with round tables and white padded chairs. Don't forget the lighting to set the mood. You have several different lighting options.
Plan the Rest of the Party. Of course don't forget the food! Making the food yourself will be cheaper, but calling a caterer will save you stress on the day of the event. Remember tables for the buffet and gifts. Did you plan the decor? What about the balloons? And the cake!
Contact us today and get started planning the event to celebrate your graduate's success. The sooner you get your tents, tables, and chairs reserved the more options there will be.
Graduation caps off to a memorable graduation party!
EventCollab Launches Showbook
EventCollab has just launched Showbook, an online collaboration tool for event planners. Whether you're planning a large wedding, a corporate event, or a fundraiser, it is a platform that can help you keep track of every detail. It's easy and flexible to use. You can share calendars and task to keep schedules on track. For a free 30 day trial, go to https://www.hugedomains.com/domain_profile.cfm?d=ecshowbook&e=com.
George Washington's Tent Set to Go on Display
George Washington lived in what is known as the "First Oval Office" for eight years during the Revolutionary War. It was a 15' x 22' oval canvas tent that served as his sleeping, dining and meeting quarters. It was 9' tall with 5' doorways. It is being painstakingly restored to be put on display when the Museum of the American Revolution opens in 2016. Extreme care must be taken when handling the very fragile fabric. A frame is being constructed to support the tent without putting stress on the fabric, but this frame will be invisible to museum visitors.
George Washington's tent/marquee/oval office
Until then, a replica tent has been made at Colonial Williamsburg. It was hand sewn, since the sewing machine had not yet been invented in Washington's day. This replica will be a travelling exhibit.
Keep Your Construction Project on Schedule Even During the Winter
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.
Here are some tips for planning an event that will be beautiful in any type of weather: