13 Questions to Ask a Tent Rental Company Before You Book

If you’re planning a tented event, knowing the right questions to ask a tent rental company can make comparing quotes and choosing a company much easier. Tent rental proposals can look similar at first glance, but the tent type, installation method, included services, policies, and level of support can vary quite a bit from one company to another.

After decades in the event rental industry, we’ve learned that the best thing you can do is ask questions—and read your quote and contract carefully before you book.

Whether you’re planning a backyard party, wedding, corporate event, or festival, here are 13 questions we recommend asking any tent rental company you’re considering.

What Questions Should I Ask a Tent Rental Company?

If you’re short on time, start here. Before booking, make sure you understand:

• Exactly what is included in your quote
• What type and size of tent you’re renting
• Whether delivery, installation, and pickup are included
• Who is responsible for permits
• How the tent will be secured
• Whether the company is properly insured
• Any applicable wind or snow-load requirements
• When your tent will be installed and removed
• What happens in bad weather
• Who you can contact during your event
• Cancellation, modification, and rain policies
• Everything you’re agreeing to in your contract
• The company’s experience with your type of event

You don’t necessarily need the same answer from every company. The important thing is knowing what you’re getting before you compare pricing and sign a contract.

1. What Exactly Is Included in My Tent Rental Quote?

This is one of the most important questions you can ask.

A detailed tent rental quote should make it easy to understand exactly what you’re getting and what you’re paying for. Don’t assume something is included simply because another rental company included it.

Look for details such as:

• Tent size AND style
• Delivery and pickup
• Installation
• Sidewalls
• Lighting
• Tables and chairs
• Linens
• Flooring
• Labor
• Permitting
• Damage waiver
• Additional accessories

And get specific! If chairs are included, what style of chair? If you’re getting linens, what size and style? Are sidewalls included with the tent, or are they an additional rental?

We also think photos are incredibly helpful when reviewing a quote. At Baystate Tent & Party, our proposals include photos and descriptions of rental items so you can see exactly what you’re ordering.

The more detailed your quote is, the easier it will be to compare your options.

2. What Type of Tent Am I Actually Renting?

Not all tents are the same—even if they’re the same size.

If your quote simply says “40′ x 60′ tent,” ask what type of tent you’re getting.

Canopy tents, sailcloth tents, frame tents, and structures all provide covered event space, but they look different, install differently, require different amounts of clearance, and can come at very different price points.

The right tent depends on your property, guest count, event type, budget, and style preferences.

This is especially important when you’re comparing quotes. A 40′ x 60′ canopy tent and a 40′ x 60′ frame tent aren’t an apples-to-apples comparison!

3. Are Delivery, Installation, and Pickup Included?

Don’t assume the tent price you see is the total installed price.

At Baystate, for example, the tent prices displayed on our website are for the tent itself. Delivery, pickup, installation, permitting, and any accessories are calculated as part of your customized proposal.

When reviewing a quote, check whether it includes:

• Delivery
• Installation
• Pickup
• Additional labor
• Setup of other rental items, if needed

If you’re unsure, ask. It’s much better to understand the full cost now than discover an additional expense later.

4. Will the Tent Rental Company Pull My Permit?

Ask about permits before you book.

In Massachusetts, tents over 400 square feet require a permit, and some municipalities have stricter requirements. Because permitting requirements vary by location and installation, we recommend assuming you’ll need one and asking your rental company how it will be handled.

At Baystate, we pull tent permits on behalf of our clients for 99% of the events we install. We find that handling the permit ourselves avoids a lot of confusion for the client and helps make sure the correct information is submitted. Often, the municipality requires the tent rental company—not the client—to submit the permit application directly.

If you don’t see a permit on your quote, ask who is responsible for obtaining it.

Permits aren’t something you want to discover were overlooked right before your event. An installation without the required approvals could create problems—including the possibility of the event being shut down.

 

5. How Will My Tent Be Secured?

This isn’t usually the first question people think to ask, but how your tent is anchored matters.

Staking is our preferred installation method when the site allows for it. If your property cannot be staked—for example, if you’re installing on pavement—tell the rental company before you book.

A non-staked installation requires ballast, which changes both the logistics and cost of the project—not always by much, but it’s important to note!

You should also ask how the company ballasts its tents. At Baystate, we use concrete ballast when a tent needs to be weighted rather than staked. Other companies may use different methods, including water barrels.

Don’t be afraid to ask how the tent will actually stay securely in place. It’s a fair and important question!

6. Is the Tent Rental Company Properly Insured?

Make sure the company you’re considering carries appropriate liability insurance and workers’ compensation insurance.

Your venue may also require the tent company to provide a Certificate of Insurance before installation.

It’s not the most exciting question you’ll ask during event planning, but it’s an important one!

7. Do I Need to Ask About Tent Engineering, Wind Ratings, or Snow Loads?

Sometimes it does make a difference!

For a typical short-term backyard event, you probably don’t need to become an expert on tent engineering. For larger installations, structures, long-term rentals, or tents being used during months when snow is possible, these specifications can become much more important.

Ask whether the tent is appropriate for the season and conditions in which it will be installed.

Not every tent is designed for every situation, and an experienced rental company should be able to explain what works for your event.

8. When Will My Tent Be Installed and Removed?

This is especially important for weddings, festivals, and events involving multiple vendors.

Many tent rental companies use flexible delivery and pickup schedules because they’re coordinating installations across an entire region throughout the week. And there’s nothing wrong with flexible scheduling—you just need to understand how it works.

If your florist, caterer, lighting company, planner, or other vendors need access to the tent on a certain day, discuss that with your tent company early on.

Ask when installation typically happens, whether you can request a specific day, whether there is an additional charge for special scheduling, and when the tent will be removed.

Knowing the timeline early makes coordinating everyone else much easier!

9. What Happens if There’s Bad Weather?

If you’re planning an outdoor event in New England, weather is always part of the conversation!

Rain doesn’t automatically mean a tent installation can’t happen. At Baystate, our crews work rain or shine, although heavy rain, extreme heat, high winds, lightning, and severe weather can affect an installation schedule.

If something more significant such as a hurricane is forecast, safety comes first. Our owners monitor the conditions and make the final call if it isn’t safe for our team, our clients, or our equipment.

If an installation needs to be delayed because conditions aren’t safe, we adjust our schedule and keep our clients informed.

Before booking, ask about the company’s rain policy and severe-weather procedures. You’ll feel much better knowing the answer before there’s rain in the forecast.

10. Who Do I Call if Something Goes Wrong During My Event?

Hopefully, you’ll never need to make this call. But you should know who to contact if you do.

Events don’t only happen Monday through Friday from 9–5. If you’re having a Saturday night wedding and something unexpected happens, can you reach your rental company?

At Baystate, clients have access to a 24/7 emergency line during their rental period, and we encourage them to use it if an issue comes up.

Ask about after-hours and emergency support before you book, rather than finding out when you need it most!

11. What Are Your Cancellation, Modification, and Rain Policies?

Plans change. Guest counts change. And New England weather definitely changes.

Before you reserve anything, understand the company’s policies regarding:

• Cancellations
• Order modifications
• Final quantities
• Noncancelable rental periods
• Deposits and payments
• Rain plans
• Postponements

For example, don’t assume you’ll automatically be able to cancel your tent the week before your event because the forecast looks sunny. Likewise, don’t assume additional inventory will be available if you need to add 50 chairs two days before your event.

Every company has different deadlines and policies.

Which brings us to one of our biggest pieces of advice…

12. Have I Actually Read My Rental Contract?

Please, read your contract!

We can’t emphasize this one enough.

Your rental contract should explain important information about payment terms, cancellations, modifications, delivery and pickup, damage responsibilities, weather policies, and other expectations.

Don’t assume something works a certain way because another rental company handled it differently—or because it’s how you think it should work.

If something doesn’t make sense, ask before you sign.

At Baystate, we’d much rather have you ask us questions now than be surprised by a policy as your event gets closer!

Take a few extra minutes to review your event date, address, rental items, quantities, logistics, payment terms, and policies.

13. How Experienced Is the Tent Rental Company?

Experience matters when you’re trusting a company to create a temporary event space for your guests.

Ask how long the company has been in business and whether it regularly works on events similar to yours.

You can also ask whether they’ve installed at your venue before. It’s certainly not a requirement or dealbreaker, but familiarity with a property can be helpful when it comes to access, tent placement, permitting, and logistics.

It’s also okay to consider what kind of company you want to work with!

Baystate Tent & Party has been family owned and operated for decades, and you’ll most certaintly interact with at least one member of our family somewhere along the way. We truly care about the events we work on, whether it’s a small backyard celebration, a wedding, or a large festival!

At the end of the day, you’re not only choosing a tent. You’re choosing the people you’ll be relying on to install it.

How Do I Compare Quotes From Different Tent Rental Companies?

Compare apples to apples.

This may be the biggest takeaway from this entire guide.

Imagine one company quotes your event at $6,000 and another quotes $8,000. At first glance, it looks like one company is $2,000 more expensive.

But before making that assumption, look closer…

Does one include sidewalls? Permitting? Lighting? Table and chair setup? Concrete ballast if needed? Are they quoting the same tent style? The same chairs? The same installation schedule?

Sometimes one company really is more expensive. Other times, you’re looking at two completely different rental packages.

When quotes are significantly different, ask questions rather than assuming you know why.

A reputable rental company should be willing to explain its proposal and help you understand exactly what you’re paying for!

Questions to Ask a Tent Rental Company: Our Biggest Advice

Before choosing a tent rental company, read your quote, read your contract, and ask questions.

You should feel confident that you understand what you’re renting, what’s included in the price, how your tent will be installed, when it will arrive, and what happens if something changes.

We know Baystate Tent & Party won’t be the right rental company for every event—and that’s okay. Whether you ultimately work with us or another company, we want you to understand exactly what you’re booking before you sign.

If you’re considering Baystate, we’re always happy to answer questions, walk through your proposal, help determine the right tent for your property, and explain the process.

Ready to start planning? Contact Baystate Tent & Party to request a customized tent and event rental quote!