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FAQ - Tents
  1. What size tent will I need?
  2. What size tent will fit at my location?
  3. What is the cost for a tent?
  4. How far in advance do I need to reserve a tent?
  5. Will I need permits, licenses or other consents for my tent?
  6. Can a tent be installed on asphalt or concrete?
  7. When will the tent be set-up?
  8. What do I need to do to get the site ready for tent set-up?
  9. Can I cook under the tent?
  10. What about weather conditions and tent safety?
  11. What do I do to prepare the tent for take down?
  12. What happens if there is damage to the tent?
  1. What size tent will I need?
    1. Selecting the correct size tent for your party or event is extremely important. Consideration should be given for:
      • How you plan to use the tent.
      • The number of guests you plan to have.
      • Will tables and seating be provided for sit down dining or refreshments?
      • Are you planning to have food stations or buffet tables?
      • Are you planning to have sign-in, gift or cake tables?
      • Are you planning to have a band, dance floor, staging or a bar?
      • Do you have other special needs or planned activities? 
      As general formulas, you should allocate the following square feet per person:
      • Seated dining. From 10 to 15 sq. ft.
      • Steated dining with a dance floor, bar, etc. From 20 to 25 sq. ft.
      • Standing or seated event. From 6 to 8 sq. ft.
      Contact an Event Specialist for help and assistance with the selection of your tent as well as lighting and accessories options.
  2. What size tent will fit at my location?
    1. To determine what size tent will fit at your location, select a flat area where you would like the tent to go. Be sure that the area is free from obstacles such as utility lines, fences, trees, shrubbery, swing sets, sprinklers, etc. Then measure the area and add 5 feet around each edge for staking. The Special Events Center offers a complimentary on-site visit and review to help you in determining what size tent will work in the space you have available.
  3. What is the cost for a tent?
    1. As the site location, conditions, and circumstances surrounding each party or event are unique, please contact an Event Specialist for pricing. Prices include the cost to deliver, set-up, take down, and pickup the tent.
  4. How far in advance do I need to reserve a tent?
    1. The Special Events Center has a limited inventory of tents so we encourage you to contact an Event Specialist and place your reservation as soon as the date of your party or event is set.
  5. Will I need permits, licenses or other consents for my tent?
    1. Requirements differ from location to location.  It is the responsibility of the customer at your expense to contact the appropriate authorities having jurisdiction, such as the Building and Fire Departments, to obtain all necessary permits, licenses and other consents prior to the set-up of the equipment.  We will assist you if possible but the responsibility will remain yours.
  6. Can a tent be installed on asphalt or concrete?
    1. Generally, yes.  A tent installed on asphalt or concrete will require us to drive stakes or drill through the surface.  For an extra charge, we will fill the holes after the stakes are removed.  There may or may not be alternatives such as water barrels and weight plates but these will be dependent on the site, anticiapted weather, tent size, and other factors.
  7. When will the tent be set-up?
    1. The tent will be set-up from 1 to 4 days prior to the party or event and taken down from 1 to 3 days after, weekends and holidays excluded.
  8. What do I need to do to get the site ready for tent set-up?
    1. Prior to the arrival of our crew:
      • Please make sure that the area designated for the tent is clean and completely clear of debris and obstructions, natural and man made.
      • Have all underground facilities and utilities in the vicinity of the tent/equipment installation clearly marked.
      • If electrical power is planned for rental equipment, please let us know where the electrical outlets are located and their distance from the tent site.
      • Agree to furnish us access and the right to use your electrical and power lines for the installation and operation of the rental equipment.

      Charges and fees may apply if these site preparations requirements are not met.

  9. Can I cook under the tent?
    1. You should not do any type of cooking under or around the tent.  Customer assumes full responsibility for any costs incurred for damage and cleaning to the tent and its accessories, including without limitation the tent top, sidewalls, liners, and lighting, due to any cooking process.
  10. What about weather conditions and tent safety?
    1. Tents are temporary structures that do not provide adequate protection from storms or severe weather.  In the event of a storm or severe weather, you and your guests should leave the tent and take shelter in buildings.  Customer is responsible to be aware of changing weather conditions, to evacuate people from the tent in the event of a storm, and to protect any personal property in and around the tent.

      The Special Events Center follows tent manufacturers' recommendations and safety guidelines when it comes to tent staking, set-up and installation.  Once installed, do not adjust tent components in any way.  If you notice any changes to the tent structure such as sides flapping, tops sagging, straps loose, etc., notify us immediately so the tent can be re-secured.

  11. What do I do to prepare the tent for take down?
    1. The tent must be empty before we can take it down.  All non-rented items and decorations should be removed and taken away from the tent.  All rented items should be neatly stacked at their predetermined pickup location and, if applicable, cleaned per instructions.

      Charges and fees may apply if these take down preparations are not completed.

  12. What happens if there is damage to the tent?
    1. Customer is responsible for and bears the entire risk for all damages or loss including but not limited to weather related risks to the tent and its accessories/decore.
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