Thinking Beyond Party Tent Rentals: 7 Vital Factors To Consider When Having An Outdoor Event

To many people organizing an outdoor event, the most important thing is the tent. But is the case? Absolutely not! In addition to hiring the best party tent rentals, there are plenty of other things you need to consider. They include:

Bathrooms

From experience, the last thing hosts think about is the restrooms, and they are crucial. Most septic systems aren’t designed to handle 100 or more guests, so you will need backups.

Even if you have a septic toilet in the area, also consider renting portable restrooms. They come in different designs, and it’s up to you to choose the ones that complement the party theme.

Condition of the party venue

What is the nature of the event venue? Is the site flat or hilly? If the party is at the foot of the hill, it means rain will come rolling downhill into your party. Do you want this? For a great experience, ensure the venue is inviting and will keep the guests as comfortable as possible.

When choosing a venue, be realistic of your expectations. In addition to enough seating area, you also need space for décor, so you should factor this in.

Plan B for severe weather

Even if you have a high-quality tent with enough sidewalls, sometimes the weather gets out of hand. For example, rain or wind can be excess. You want to ensure you are covered even when Mother Nature throws curve balls at you.

You can do this by having a plan B. For example, you can have an event near a house or church, so when the party tent can’t handle the weather, you can move into the nearby house. Remember to prepare the house and decorate it appropriately.

Lighting

Even if you are planning to have the event during the day, the weather might get cloudy, or the event might run longer than you expected. To avoid keeping your guests in the dark, always plan for the lights.

Lights have a reputation for failing at the last moment, so always test them as many times as you can. As you are planning for the lights, don’t just think about the interior lights—also think about the exterior ones that are vital for the security of your guests.

When the sun goes down, you don’t want to be searching in the garage for flashlight or candles, do you?

Power source

The weather might work in your favor and not be required to use lights, but you still need power for sound, heating, and cooling. If preparing food at the venue, lack of power means the catering company won’t prepare the food.

To avoid this, ensure there is power in your chosen venue. Like with the tent, ensure you have a portable generator as a backup. This way, you are sure things will be flawless even if the power goes out.

Local regulations

Did you know local authorities can stop a party you spent a fortune organizing? This happens when you violate the laid down rules. If having a big event, reach out to the local authorities and let them know about it. Some states even require you to have a permit to throw a party.

To avoid wasting your precious money, get the necessary permits if necessary. If having the event at night, you might be making noise to the neighbors. To prevent them from filing for noise complain, invite them to the party. If the neighbors are enjoying the party, they won’t complain about the noise.

Guest parking

Where will your guests park? You need to think about this. For best results, plan for one parking spot for every two guests. If the area isn’t large enough, consider local alternatives.

For example, have the guests park at a local church, park, or any other nearby area with a large parking area.

You can also discourage guests from coming with their cars by providing shuttle services to and from the party venue.

Working with a professional

Planning a large outdoor party can be exhausting, and things can easily get out of control. To avoid this, if you have the means, hire a professional to help you out. The expert will help you reach out to party rentals Rockland NY, among many other things.

Corporate Tent Rentals: Factors To Consider When Renting A Tent For Your Company

Have you been tasked with finding a tent for your company party? You need to find a high-quality tent that will protect the staff from severe weather, has enough space, among many other things.

Corporate tent rentals run the entire gamut that you might be confused about the right one to go for. Are you in the dark and don’t know what to hire? Here are tips to help you rent the right tent:

Number of staff

How many people will be attending the event? If there will be a lot of people in attendance, you will need a large tent and vice versa. If you aren’t sure about the right size to rent to get, consider asking a professional from a rental company to guide you through.

The last thing you want is hiring a tent that is too large that you feel you have wasted your money. At the same time, you don’t want to rent a small tent that some of the staff will be left out.

Budget

Before you hit the road and start scouting for a tent, you must have a budget for the amount of money you are looking to spend. Tent rental companies rent their tents at different prices depending on the quality of the tent, its size, location of the company, and plenty of other factors.

Since you will be having the event for only one day, it’s tempting to go for the cheapest tent possible. Don’t do this. In addition to it being ugly, a cheap tent also tends to have too many faults. For example, it can start leaking when it rains. Can you imagine the inconvenience this would cause?

Cheap tents also don’t come with support. For example, the rental company won’t deliver or pick the tent once the event is over. Unlike when you rent a premium tent, you won’t get a replacement in the event the tent develops a problem.

Also, cheap tents don’t come with insurance, so when they tear, or other issues come up, it will be upon you to replace them.

You don’t have to rent a premium tent at exorbitant prices, but the tent should be high quality and properly maintained. You don’t want to incur additional transportation costs, do you? So, ensure the company delivers and picks the tent at no extra cost.

As you are renting, discuss with the company about any eventualities that might come up. For example, will the company replace the tent when the wind tears it or blows it up? Also, think about insurance. You don’t want the replacement cost to fall on you should something happen so rent from an insured company.

Type of tent

If this is the first time renting a tent, you should know there are plenty of tents in the market you can go for. The most common ones being:

Pole Marquee tents: They are flexible and much cheaper than frame tents other tents in the market. Pole Marquee tents are durable, and when properly installed, they are incredibly pleasing to look at.

Aluminum frame tents: Distinguished for their “A” design and clear frame, these tents are sophisticated, contemporary, and easy to put up. Although they are a little bit more expensive than other tents, frame tents come with plenty of options when it comes to shape and configuration.

Free-form/Bedouin tents: Invented in South Africa, when installed properly, these tents can transform the dullest location into magical spaces. They are ideal when placed in venues with soft ground and are great options for those demanding a backdrop.

Conclusion

These are some of the factors to consider when looking for event tent rentals Rockland NY. For a great experience, take your time. It’s wise you start looking for the tent three months before the event date.

Visit several rental stores and see what they have in stock. As a rule of thumb, rent from a reputable company with years of experience in the industry. This way you are sure they know what they are doing so you can take their advice with conviction you will get ideal results.

Oh…and the tents should be of high quality. You don’t want units that will come apart in the middle of the event, do you?

Event Rentals: Tips To Consider When Renting Tents In Bad Weather

While many people dream of having their events in perfect weather, in most cases, it doesn’t happen. When you rent a tent from event rentals, the weather can worsen, making it hard for you to have the event of your desires.

Weather elements that can harm your tent

There are plenty of weather elements that you can’t control and they can wreak havoc to your tent. They include:

Rain: When you have your event during the rainy season, rainwater can collect on the tent fabric causing water pocketing or ponding. This is often the case if the tent isn’t properly tensioned.

The additional weight of the water causes the tent to sag, which can lead to the destruction of the tent. In most cases, the excess weight causes the poles, pole plates, and base plates to sink into the soil.

Wind: The wind tends to change the tension of the tent by loosening the stakes and loosening the ratchet. If you live in windy areas, you should rent a tent for windy areas as it will be able to easily handle the windy conditions.

After installing the tent, you should undertake regular inspections of it to ensure that you maintain proper tension at all times.

Snow: Shelters, tents, canopies, and structures aren’t designed to carry any type of snow. Due to this, any type of snow that falls on the tent has the potential to cause damage. For you to protect your tent, you should get rid of any snow that falls on it.

Lightning: Lightning is dangerous; therefore, when you see or hear it, you should evacuate the tent until the lightning strike goes away. The reason for this is because the frames and poles of the tents are excellent conductors and provide the grounding that is necessary for lightning.

If you can postpone having your event during the lightning season, you should go ahead and do it.

Preparing the tent for the bad weather

Preparation is key when you are looking to protect yourself during the bad weather. The cool thing is that there are plenty of ways in which you can protect yourself. Some of these ways include:

Add tension to the tent: You should ensure that the stakes are secure and the ratchet assemblies are as tight as possible. You should tension each staking point and add additional stakes if necessary.

When you are staking, you should note that if it’s raining, significant rainfall can saturate the soil causing the stakes to loosen and even fail when it gets windy.

Remove the sidewalls: Most of the tent rentals will rent you tents with sidewalls. While the walls protect your guests during windy situations, they tend to increase the surface area and wind load pressures.

For you to protect the tent from damage, you should consider removing the sidewalls. A tent without sidewalls tends to allow the wind to pass underneath the tent, decreasing the chances of the side poles from being knocked out.

Add anti-sink pole plates: Are you using a pole tent? You should set all poles on anti-sink plates. If you have larger tents, you should get several pole plates that are stacked on one another.

The purpose of the anti-sink plates is to increase the ground surface stability, which keeps the poles from sinking into the ground, making impressions on sliding, asphalt, and concrete.

Precautions to take with party rentals

To protect yourself and guests, it’s wise that you take safety precautions when dealing with tents. Some of the things you can do include:

Ask how you should secure the tent: Different tents have different methods of being secured. You need to secure the tent to protect it from being blown by the wind. You can stake the tents to the ground, but if having the event on concrete patios, you should tether the tent with concrete blocks.

Understand your area: Most people have their events in summer. While it’s often hot, it also tends to be the season for hurricanes and thunderstorms. You should understand the area and lurking dangers.

If the area experiences strong winds, you should enquire from the party tent rentals Rockland NY about the strength of the wind that the tent can stand.