1. Brainstorming & Inspiration
Before contacting us, explore our inventory, portfolio, social media pages (such as Instagram and Pinterest!), and think about what you’d like to create for your event. It is best to know the date and location of your event prior to contacting us.
2. Contact us & Chat with a Specialist
We’ll chat through all the important details of your event to make sure nothing gets overlooked, such as delivery and pickup requirements. At this time, it is helpful to have a date, event location, and a general idea of what you’d like to create along with site photos and measurements (if renting a tent). Swatches, photos, and concept drawings are all welcome here! We love a classic Pinterest board, too!
3. Quote Inventory
After chatting with an event specialist, we will get started on a quote that matches your vision. We are also happy to help with layout ideas at this point in the process. Don’t worry – everything will be broken down by line item, and even better, you’ll see photos attached to each individual product! It is important to keep in mind that a quote does not reserve rental items and we cannot guarantee inventory.
4. Reserve Rentals
In order to reserve, we require a signed contract and a 50% deposit which can both be done online – all you have to do is reach out to your sales representative. They will check inventory for your date and if everything looks right, we will send over the link to sign and pay a deposit on your contract.
5. Updating & Fine Tuning
We understand how much things can change during the planning process, such as table and chair count or additions to your order. If this does happen, we will send over a new contract that reflects any additions, edits, or updates to your event – we will ask you to re-approve your contract with a signature. We are happy to make changes as needed to create your ideal event up to 31 days prior to the event, with no penalty.
6. Final Numbers & Confirmation
About a month prior to your event, it is important to have all final counts into your sales rep as this is the time the remaining balance of the contract will be due as well. This will also ensure a smooth setup process. About a week prior to your event, our Dispatch Department will contact you to confirm your order, remind you about final payment, and schedule your delivery. The contract will officially be finalized and closed out 48 hours prior to the scheduled delivery/pick up to ensure we can prepare your rentals for the event day.
7. Customer Pick up or Delivery
It’s happening! Standard delivery here at Baystate Tent is between Wednesday and Friday – we will head out for delivery on the date previously agreed upon and listed on your contract. If a specific date is required, this should be addressed during the quoting process. Our installation crew will give you a call on their way to the event location.
If you’re picking up at our warehouse, you’re welcome to arrive between 9am and 4pm Thursday or Friday prior to your event (just please avoid our lunch between 12:30-1:30). When you arrive, you can go straight to the loading dock (near the big ramp and box trucks). One of our warehouse team members will help you load up! Please remember we are not open on the weekend for pickup or returns.
8. Event Day
Have an absolute blast! If anything comes up during the rental period, please call our 24/7 support line: 844-335-0148
8. Customer Return or Pickup
Prior to our team picking up the rental equipment, please ensure all decor, personal items, and trash is removed from the tent or event area.
If you are returning the rental items to our warehouse, you’re welcome to arrive on the Monday (or Tuesday if previously agreed upon) post-event between 9am and 4pm (again, please avoid our lunch between 12:30-1:30). Just the same as pickup, you can head straight to the loading dock and our warehouse team will help you unload.
Delivery & Pickup
Our team offers delivery and pickup services for orders that qualify. We service Massachusetts, New Hampshire, and surrounding areas. Please call our event specialists to learn more!
Along with delivery services, our team will install your tent, lighting, and dance floor rentals. We also offer setup services for table and chair rentals to take the extra stress off your hands!
In-Store Pickup & Return
For those orders that do not qualify for delivery or the client that enjoys DIY projects, we allow customer pickup at our warehouse in Tewksbury.
Layout and Design Assistance
Our sales reps consider this part of the fun! We are happy to help you brainstorm layout and design ideas. We use PartyCad software to design layouts to scale. Send the Pinterest Boards our way!
Day of Coordination
Samantha, one of our sales representatives here at Baystate Tent, offers Day of Coordination services. This is mainly relevant for weddings and special events, but she is open to all opportunities to help our clients! We require a rental order to offer Day of Coordination services. Please contact Samantha for more information!
24/7 Emergency Line
To ensure nothing goes wrong during the rental period, we provide a 24/7 emergency line that you are welcome to call with any issues that may arise.