One of our jobs at Peak Productions is to make sure our customers get the most bang for their buck while ensuring a perfect event and seamless setup and breakdown. Since we first started in business 20 years ago, we have perfected the art of events, and in helping customers understand the process.
We get asked the same questions often, so here we break it down to help you determine the best tenting options for your event.
What's the difference between event tents for sale and event tents for rent?
Most event planners and venues prefer to rent from us rather than buy their own tent. Why? For starters, we handle everything from start to finish. From gathering all the pertinent information to delivering and setting up, renting a tent means you have the expertise of our crew, sales and ops teams to help you understand what you need. The tent will be delivered on the day and time you expect it, fully cleaned, staked, packed and installed according to safety requirements and the highest level of engineering technology. We handle the permitting, signage, safety, and all required fire and other permits according to your county. Buying a tent means you will have to store it, clean it, set it up, maintain it and repair it should anything happen during installation. If the tent is to be left up for a longer period of time such as the winter months to cover an outdoor dining or event area, it is subject to high winds, weather, and damage from everyday use. The subsequent savings you may have when you first purchase it will quickly be off-set by any damage or aforementioned problems or issues arising from improper storage during the off-season months. Having to replace a new tent each year can cut into profits more quickly than just renting it in the first place and making sure everything was taken care of from start to finish.
How big are event tents and how much does it cost to rent a tent for a wedding or other event?
The answer will depend largely on a variety of factors, which is why we ask you to fill out a list of questions before we can give any quotes. First, what type of event is it for, and how many people are expected to attend? Plan for approximately 15-20 square feet per person depending on what type of configuration you want. If it is for a stand up reception only, with no dance floor, furniture, bar, or buffet, 15 sq. ft. will be adequate. If it is a wedding reception with dancing, band, stage, round tables and chairs (8-10 seated at each table) plan for 20 square ft. per person. That will determine how big of a tent you need.
Next, you need to determine what type of tent you want. Open on all sides? Side walls? How many? Clear or white? Do you want a clear top or white top? Will the tent be enclosed, or entry on one side? Tide water, or pole tents, add a flair and festival feel to any event where staking can be done. If you are 100% certain there are no water or power lines, staking may be used to anchor the tent, however, in many cases, concrete blocks will need to be used which will add to the cost. The size and number of concrete blocks vary depending on many factors such as location, accessibility, the size of the tent and number of people required for it to fit.
Decor: We can add custom decor to any sized tent or structure. From draping, to custom colors for corporate events, the themed decor can really impact your event to the next level. These are quoted on an individual basis.
Pole Tent with Custom Treatment/Lanterns 
Photo by Caitlin O'Reilly Additional cost considerations include labor, delivery, forklift for concrete blocks, fire permits, extinguishers, exit and emergency signs, custom colors, and draping.
3. How far in advance should I order a tent? If you are planning a large event like a festival or annual fundraiser/concert, typically a year ahead of time, 6-8 months is ideal to secure what you want and make sure we have it in stock or can order in advance. Festivals book 8-10 months in advance. Weddings typically book upon securing the venue as many venues and wedding planners require tents before signing the contract. The closer we get to event dates, the faster we sell out of inventory. 30 days prior is advisable for the minimum amount of time for a smaller event or rain contingency. However, we have often been able to help plans with last minute rain up to a week or 2 in advance for emergencies. Once you put down the non-refundable deposit, you are guaranteed delivery and first selection of inventory. All orders require full payment up front. Unfortunately, we cannot issue refunds due to taking inventory out of stock and turning away further business once we do. However, we can be flexible if you need to add additional rental items at the last minute if we have them available. And we can add customized draping up to a month prior. However, some of these may require additional permitting or a change in permits, as each county is different and may require more time and expense to update permitting.
When should I plan to have the tent set up? We recommend having us set up prior to any other vendors. Usually a few days prior to your decor team arrives. Having the tent in place before florists, linens, furniture, etc. allows time for everyone involved and also allows us to check and make sure everything is working perfectly and adjust anything that may need adjusting due to wind, heat, etc. In the same turn, the tent is the last thing to strike after all other vendors have broken down and exited the premises.
Finally, after all the work is done and your event is roaring off to a good start, ENJOY! let us know if we can be of any help at all to assist you in making sure your wedding or event is 100% perfect! And send us some pictures to share.
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