en it comes to tents, Mark Leonardi knows what it means to get his feet wet. In 1998, while working as director of events at Net Market Makers, an online-community, research, and event company in California, Leonardi managed an online business-to-business marketing conference, held at the Claremont Resort and Spa in Berkeley, CA. Two weeks before the event, registration doubled from 500 to 1,000. After turning the hotel lobby and larger suites into meeting rooms, Leonardi still didn’t have enough space for all the attendees. So he decided to erect a tent adjacent to the hotel for additional space. The first day of the seminar, however, a harsh Bay Area rainstorm hit, and the tent began leaking. Event staff rearranged furniture and placed plants under the leaks as a hopeful fix. But by the second day the carpet was soaked. “We had to close down because it was unsafe,” says Leonardi. “We brought everything back inside and turned the public space of the hotel into deal-making dens.”
		Whether your event is casual or formal, tents can handle the task at hand.
Structure Size Typical use Pole Supported tents Feature a set of individual poles arranged beneath a fabric roof to support and define the shape of the structure. The fabric roof is tensioned over the poles and attached to ropes and/or cables at designated spots around the fabric’s edges, which are anchored with stakes, augers, or weights. Available in a range of sizes. Typically used for groups of 400 or less. tensile tents Need less support structure because the tent relies on the tensioning of its fabric roof for structural integrity and shape. Tend to be more curvilinear and sculpted in appearance than traditional tents. Available in a range of sizes. Can be mass-produced or custom-designed as needed. Pole-frame supported Use an assembled framework of aluminum or steel pipes to support the fabric roof and define the shape of the structure. These tents are freestanding without additional support, but require the same rope or cable anchoring system used in a pole-supported tent. Available in a range of sizes, including units as small as 10-by-10 feet that are easy to set up and tear down. Suitable for smaller events that require little or no interior obstruction. clearspan tents Feature an assembled framework of box-beam (or I-beam) arches that support the fabric roof, define the shape of the structure, and eliminate the need for support poles. Require heavy equipment to install due to the size and weight of their parts. These tents come in widths ranging from 40 to 200 feet wide. Suitable for larger or longer-term applications due to stronger construction. Appropriate for media presentations for which a darkened interior and clear sightlines are required. Canopy An architectural fabric projection ora small tent without sidewalls or an awning. Ground-supported and sometimes also supported by a building to which the canopy is attached. Available in sizes 20-by-40 foot and smaller. Most common sizes are 10-by-10 and 10-by-20 foot. Provides weather protection, identity, and/or decoration. Often stretched over a staging area for a presentation or event to be held outdoors.
he cost of renting a tent is determined by the usual factors — size, design, extra amenities, setup charges — plus some details that are often overlooked. If the site is not easily accessible, for instance, or needs extensive prep work before the tent can be pitched (such as leveling a beach), count on spending more. Mandatory fire-code inspections and other regulations create additional costs. And don’t forget labor charges for setting up and dismantling the tent, a task that requires trained professionals to get it right. Rental companies often build labor charges into their quotes, but make sure you ask up front. Also inquire about transportation fees. Some companies provide free delivery within a certain range. Make sure you know a company’s policy. Trucking equipment even a short distance can cost $125, while shipping to another city or out of state can tack on $750 or more. As for the tents themselves, prices vary by region, but renting a basic pole-supported tent with labor included should cost about 50 to 75 cents per square foot. Larger clearspan tents rent for about $1.25 per square foot (labor included). In short, the smallest pole tents may rent for as little as $1,500, while rental charges for large clearspans start at $10,000. Many rental companies charge the same amount for one week as they do for one day, since much of the total cost covers labor. Expect additional charges for flooring, power sources, tables, chairs, decorations, and other equipment. Most tent-rental companies break out all costs so that event planners know exactly what they’re paying for. Some renters require that you source everything except the tent and flooring. As Chattanooga Tent Co.’s Andy Nolan says, “My guys don’t do fru-fru.” Ask a rental company to be blunt about what it’s comfortable supplying and subcontracting, then find the rest on your own. “Tents can be expensive to decorate,” says Brown-Forman’s Stone. “Unlike a ballroom, which might come with a beautiful chandelier, you are starting with a totally blank slate inside a tent,” she says. Stone advises tent renters to make a list of amenities that are optional, and then cancel the unnecessary ones early enough to save money. For example, she has reserved air-conditioning units for tented functions, then canceled them early enough to pay only a small reservation fee when the weather proved to be mild. Another cost-saving measure: If you’re holding a large event at a hotel, Leonardi of MLA Events recommends asking the hotel representative if other companies have events planned before or after yours to see if they want to share the cost of renting a tent, a practice called “ganging.” Power Anything that can be done in a reception hall can be accomplished under a tent with power from portable generators. Costs vary widely based on tent size and the number of appliances, lights, and fans that require electricity. Flooring Available for any style of tent, but by no means required. Half of the tents that Chattanooga Tent Co. rents, for example, are used without flooring. Combinations of plywood, plastic, and indoor/outdoor carpet are most often used for tent flooring. Typically, the decision comes down to common sense. If you’re holding a seminar or a formal party where attendees will be dressed in business attire, flooring is a good idea no matter what surface is underneath. If the setting is expected to be less formal, then natural grass is usually acceptable. Flooring ranges from 50 cents per square foot for plastic covered with carpet, to as much as $2.50 per square foot for adjustable subflooring, which raises the floor several inches off the ground and can make any surface level. Climate control Most tents can be heated or cooled as effectively as a banquet room. The decision whether or not to do so usually depends upon how extreme the weather is outside and how long attendees are expected to be inside the tent. You won’t hold an audience through an hour-long presentation if it’s 112 degrees outside and even stickier inside. Gloria Kingsbery, special-projects sales coordinator at Atlanta Tent Rental in Alpharetta, GA, says that most tents can be adequately cooled with fans rather than pricier portable air conditioning units. She recommends clip-on fans affixed to a tent frame about 20 feet apart, or pedestal fans (models rent for $25 to $45 each). Lighting “Lighting sets the ambiance, ”Kingsbery says. Like most tent-rental companies, Atlanta Tent Rental offers several styles of lighting. Globe chandeliers ($12 per square foot) and rope lights (33 cents per linear foot) create a more intimate mood, while halogen spotlights and three-pronged work lights ($20 each) are more traditional workhorses of the tent-lighting world. Expect a 5,000 square foot tent — enough to host a dinner for 500 — to cost between $1,500 and $3,000 to light. Branding There are a number of ways to splash a corporate logo both inside and outside a tent. Budget-conscious planners may opt to hang the same graphics, signs, and banners that they use at trade shows from the tent’s poles and frame. Images can also be projected onto screens or the walls of the tent itself. Many tent-rental companies will order vinyl stick-on logos (for an extra charge) to brand a tent temporarily for a corporate event. Or, if a company rents the same tent several times a year, a supplier may permanently customize several flaps or entryway canopies that can be tied on specifically for that client. When it comes to deciding which of these amenities is vital to your event, Laura Amlie, creative director for Baltimore-based event marketing firm P.W. Feats, says she begins by asking her clients what image they want to present. The type of tent selected and the amenities she packages with it depend on the client’s event objectives. “You start with their goals, then you get to the nitty-gritty of numbers and what they want to do inside,” she says. Leonardi’s rain-soaked experience encapsulates the upside and the downside of rental tents — they’re flexible, affordable, and adaptable, but they’re not failsafe. Leonardi’s rain-soaked experience encapsulates the upside and the downside of rental tents — they’re flexible, affordable, and adaptable, but they’re not failsafe. Now director of MLA Events, an event planning company in Napa, CA, Leonardi blames poor assembly for his seminar disaster. His staff now supervises the setup of any tent used at a function that MLA Events directs. “We climb up there with the people who are setting up the tents and make sure they are doing it to our standards,” he says. When it comes to tent rental, attention to detail is vital for corporate-event planners. Familiarity with basic tent styles, knowing what to look for in a supplier, and an understanding of the advantages and limitations of tents will increase the likelihood of a positive tent-rental experience. Pop-up Parties So why do corporate event planners opt for tents instead of solid foundations? Corporate tent use is often driven by the desire to stage an event in a location where there is no suitable permanent structure. Tents turn a non-usable space — a parking lot, a beach or a field — into a temporary event venue. Tents are also mobile. Companies turn tents into traveling VIP lounges, which they use to tie into sporting or entertainment events, or to create their own tour stops. Last year, Harley-Davidson used a custom-designed tent that toured the United States as part of the company’s 100th anniversary celebration. And because tents provide complete control over the environment inside, usage is almost unlimited. Whether a company is looking to create a dark theater setting for intimate media presentations, or establish a casual, open-air party atmosphere for thousands of guests, a tent can handle the task at hand. Tents also set up and tear down quickly. As Andy Nolan, president of Chattanooga Tent Co., says, “You can take a field and within 48 hours have a ballroom set up, then 24 hours after that, you’ll have a field again.” Selecting the Right Tent The starting point, of course, is determining what type of tent to use. Manufacturers and renters say companies typically base their selection on three factors: price, service, and the look and cleanliness of the tent. Don’t let all the options scare you. Any reputable tent-rental company can assist you in determining the size and style that will work best for your event. You just need to provide details on what will take place inside. Questions a tent rental company might ask you include: How many people will attend? Will food be served? Will people be seated? Will there be a presentation? Will you need electricity? Is climate control a concern? Is it a formal or casual event? Guidelines from the Tent Rental Division of Industrial Fabrics Association International (IFAI) recommend 6 to 12 square feet per person if a tent is to be used for dining, depending upon seating style and the type of tables used. If you’re planning cocktail service without seating, allow 5 to 6 square feet per person. Arm Yourself If you plan to rent a tent, you should arm yourself with questions of your own for prospective rental companies. Mary Stone, senior meeting planner for distiller Brown-Forman Corp. of Louisville, KY, helps direct more than 200 meetings and hospitality events each year, many of which use tents. “The first thing we look for is quality,” she says. “That varies so much from one tent rental company to another.” Stone recommends asking rental companies the age of the tent you will be renting (a frequently used tent that’s more than seven years old is getting long in the tooth). Also, inquire about the rental company’s cleaning, storage, and repair capabilities, and ask to see some installed tents to check the veracity of their claims. Finally, ask about the experience of the crews that install and dismantle the tents. Jim Wiggins, vice president of Armbruster Manufacturing Co. in Springfield, IL, says a minimum of 10 years in the business is preferable. Improper handling can double a tent’s wear and tear. Before you rent a tent for your next event, find at least three tent-rental companies in the area where your event will be held and comparison shop. Armbruster Manufacturing’s Wiggins says tent users almost always shop price first and work down their checklist from there. That won’t change, especially when companies are scrimping and saving wherever they can. Remember, however, that cutting corners to save a few hundred dollars can come back to haunt you.   Paul Nolan is a free-lance writer based in Plymouth, MN.