At one time or another, almost everybody needs a good tent. And renting is the easiest, most economical way to get exactly the right tent for events ranging from backyard family picnics to big outdoor trade shows.
Tents do much more than offer shelter and provide a focal point for event activities - tents draw attention to events. Indeed, peaked tension structures and other modern tent designs sometimes are the most striking element of an event. Manufacturers offer a wide choice of tent sizes and styles in a choice of colors, and many accessories.
A list of potential tent renters would be among the longest in the industry. From moms and dads to event planners for huge corporations, people rent tents for everything from a child's birthday party to a Fortune 500 company's annual bash.
Tents are used at community events centered around holidays such as Memorial Day, Independence Day and Labor Day. Tents are an essential part of county and state fairs, concerts, church events, company sales events and parties and many sporting and recreational activities. They are rented by all sizes and kinds of businesses and corporations, shopping malls, equipment distributors, schools, country clubs, event management companies, caterers and anyone planning an outdoor event.
Simple canopies supported by lightweight frames come in sizes starting at 10 by 10 feet - ideal for family backyard, park or lakeside parties. Most party hosts can erect and take down these lightweight products without help from the rental store.
Frame tents have no internal poles, and base plates allow frame models to be set up on surfaces where staking is not possible. Frame tent sizes also start with popular 10-by-10-foot models. Popular rental sizes include 20-by-20 and 20-by-30 feet. Larger sizes are available, and dimensions usually increase in 10-foot increments.
Pole tents are for larger functions. They require anchoring and should be installed by professionals. Sizes range to 60 by 150 feet and larger.
Round tents and tents with high-peaked tops and other modern designs are options to traditional frame and pole tents.
General rental centers inventory smaller canopies and frame tents. Party and event specialists carry larger equipment and maintain the personnel to deliver and install them. Larger pole tents and even bigger semi-permanent tent structures usually are handled by companies dealing exclusively in tent rentals.

Setting up and taking down tents
Even though manufacturers are making tents easier than ever to erect, most tent manufacturers and companies experienced in the tent business recommend that anything other than simple canopies and small frame tents be delivered to the site and installed by the renting company. After the event ends, the rental company sends a crew back to the site, takes down the tent and returns it for cleaning and preparation for the next rental. Many tent-rental specialists will not permit customers to install a tent themselves unless they have adequate experience.
"I don't recommend a customer putting up any pole tent or large frame tent unless he has the proper skills," said Bob Britt of TopTec, Simpsonville, S.C. "If a customer is allowed to erect a rented tent, the contract should include his signed acknowledgement that he understands what is required to correctly set up the tent and that he is able to make the installation in a safe manner. Only the rental store can control tent life. Never put up a tent without using ground covers or drop cloths. Clean tents after each rental, and never put them in storage while they still are wet - they will mildew."
A rental store protects its investment by having its own crew set up and take down its tents. This keeps responsibility for correct and safe installation with the rental company. Dismantling the tent allows the tear-down crew to note any missing or damaged parts immediately. Repairs and replacements can be made to ensure the tent will be ready and complete the next time it goes out.
"Everything from site specifications to exact installation procedures are primary points for all installations," said J.D. Howell of Anchor Industries, Evansville, Ind. "All tent manufacturers are required to address safety in their installation instructions, so follow the specific instructions for the tent being installed. The life expectancy of all tent fabrics depends on erection practices of installers and on maintenance. The use of drop cloths, bags and a planned cleaning and inspection system are critical."
Even though frame tents are not difficult to put up, encourage customers to allow a store crew to make the installation. It's false economy for any business to believe it will save money having its own employees put up a tent.
Improperly erected tents mean problems for event hosts. Fabric must be properly tensioned. Sagging tent tops not only look sloppy, but can collect rain water or snow, which affect tent stability.
Successful tent installation begins with a careful site survey and planning. Identify any overhead obstacles and have underground utilities located and marked. Be extremely careful to avoid driving anchors into buried utility lines. Make sure necessary permits are obtained. Take all necessary tools and any special equipment that will be needed for the job. Lay out tent components and proceed in accordance with the manufacturer's setup instructions.
"Well-kept equipment, experienced crews, large trucks and plenty of warehouse space are starting points for successful tent rental operations," said Percy Friedman of Canvas Specialty, Los Angeles. "Keep all ropes, cables and setup equipment in good shape. Don't use old or worn-out equipment. Clean skins before storing them. For installations, have a plan. Lay out jobs on paper. Take no risks that could cause injury."

Tent safety
There are two important aspects relating to tent safety: safe and correct installation and safe use of the tent.
Rental store crews should follow setup procedures developed by the maker of each tent product, including all safety guidelines.
"If your experienced crew chief turns up sick, get on the phone, and hire one," said Scott Lieberg of Academy Tent & Canvas, Los Angeles. "Do not even unload the truck if you do not have an experienced tent installer on site. Never install worn buckles or other unsafe equipment. Never shortcut proper anchoring. Service life of tents and canopies is in proportion to their quality. Start with quality equipment."
Crew members should wear belts to reduce the risk of back injury and be provided with the proper equipment to safely load and unload tent components and move them into position at the job site. Ratchet tie straps can speed installation of tiedowns as much as 50 percent, according to Joe Deuer of Tuf-Tug Products, Moraine, Ohio.
Use caution in windy weather. The sail effect of tent fabric makes material difficult to handle and blowing fabric can be dangerous.
"To correctly set up large tents, rental store personnel need training and experience," said Jim Reyen, Eureka! Party Tents, Binghamton, N.Y. "Always follow manufacturer and industry guidelines. After a tent is up, the rental company should check to make sure stakes are holding to maintain the tent on a regular basis during the rental. Many potential problems can occur after installation - weather, wind, wet ground, etc."
Tents must be securely anchored. Special attention must be devoted to the safe placement of stakes and augers for larger tents. Striking a line of electrical cable can cause serious injury or death. Cutting a natural gas line can lead to an explosion. Severing a fiber-optic telephone cable carries substantial financial liability.
"Get a copy of A.R.A. tent guidelines and follow them, " said Joe Burum of Waterloo Tent & Tarp Co., Waterloo, Iowa. "Most important for safe setup is making sure the overhead area is free of power lines and the underground staking area is free of utilities. Failure to take these areas seriously can mean real disaster. Warn customers tents are not storm shelters and that if severe weather comes to get everyone out of the tent and to a safe place. Good publicity helps rent tents. Set up tents in your yard, and make them available to charities at reduced rates. That provides visibility. It starts other people thinking."
Shelter is a primary reason most customers rent tents. Tents provide shade and permit outdoor events to continue in case of rain. Tents do offer shelter from rain, but are not safe during strong winds. If extreme weather approaches, tents should be evacuated.
Overloading a tent with decorations can affect its stability. Warn renters not to hang decorative items on tent poles or attach signs, banners or other items to tent fabric.
"Each tent installation is unique and may have its own special requirements," said Gery Warner of Tentnology, Surrey, British Columbia, Canada. "After setup, instruct customers not to attempt to move a tent to another location, not to release any guy or toggle ropes, and not to add anything to the tent - banners, lean-tos, etc. - after the installation crew leaves."
Accessories and equipment used inside tents also can be dangerous. Do not overload extension cords. Gasoline equipment should not be used inside tents, and fuel containers should not be stored in any tent. In cold weather, heaters can be used to warm tent interiors.
"Tent heaters provide a comfortable environment in tent events during cold weather," said Larry Kokkonen of Patron Products, Scarborough, Ontario, Canada. "Oil-fired, vented clean-air heaters are designed for use in closed tents. Infrared radiant heaters are suitable for canopies. Forced-air heaters will do, but heat escapes quickly. Rental personnel who understand the safe use of tent heaters should always be on hand during the event."

Opportunities for add-on rentals
Tents are rented for special events, and most of the items needed for indoor events also are used for functions held in tents. Tables, chairs, linens, food-service equipment, china, flatware, disposables, flooring, staging and sound equipment are often needed. Being able to rent these items from the tent supplier makes arrangements easier for customers.
Outdoor events also may require items including grills and outdoor cooking equipment, portable lighting, generators to operate lights and other electrical equipment.