Tent Rental Checklist

Final guest count (or best estimate). Tent sizing is driven entirely by headcount and layout.

Event date and time. Peak season (June–September) books fast. Weekday and Sunday events are cheaper.

Venue address. The rental company needs to know the location for delivery logistics, travel fees and permit requirements.

Ground surface. Grass, concrete, gravel, sand or a slope? This determines which tent types are even possible.

Budget range. Know your ceiling before you start. Structure-only rentals can be under $500; fully outfitted wedding tents run $5,000–$15,000+.

Event format. Seated dinner, cocktail reception, ceremony, corporate presentation? Each one sizes differently.

Power needs. Catering equipment, lighting, sound, AC — add up the wattage and figure out whether the venue has hookups or you need a generator.

Is a site visit included before you finalize the quote?

What tent types and sizes do you recommend for my event?

What is included in the base price? (Delivery, setup, teardown, sidewalls?)

What extras are available? (Flooring, lighting, climate control, liners, draping?)

Do you handle permits, or is that my responsibility?

What is your rain and severe weather policy?

What is the cancellation and rescheduling policy?

Do you carry liability insurance? Can you provide a certificate for my venue?

When do you deliver and when do you pick up?

Is there a damage deposit? Under what conditions is it withheld?

Do you offer tables, chairs, linens and other party rentals, or just the tent?

Mow and level the setup area if it is on grass. Remove rocks, roots and debris.

Mark underground utilities (water, gas, electric, septic). Call 811 for a free locate in most states.

Confirm vehicle access. The delivery truck is typically a box truck or flatbed — it needs to get within 50–100 ft of the tent site.

Check for overhead obstructions. Tree branches and power lines need clearance above the tent peak.

Arrange permits if required. Many cities require a temporary structure permit for tents over 400 sq ft. Your rental company may handle this, but confirm.

Plan drainage. If rain is in the forecast, the tent area should not be a low spot where water pools. Gutters and french drains help on sloped sites.

Coordinate with other vendors. Your caterer, florist, DJ and photographer all need to know the tent layout, setup time and power plan.

Confirm delivery date and time window with the rental company.

Confirm final guest count and tent layout (table positions, dance floor, bar, buffet).

Check the weather forecast. If severe weather is possible, discuss the plan with your rental company now — not the morning of.

Walk the setup site one more time. Make sure nothing has changed (construction, parked vehicles, new landscaping).

Confirm power. Generator delivered and tested, or venue electrical circuits identified and breakers labeled.

Confirm restroom situation. Portable units delivered and placed.

Print or share the site map with all vendors so everyone knows where they're setting up.

Do a walkthrough after setup. Check that all sidewalls are secure, lighting works, flooring is level and the tent is properly staked or weighted.

Know where the fire extinguisher is. Most jurisdictions require one inside the tent.

Keep exits clear. Tents typically need at least two unobstructed exits.

Have a contact number for the rental company in case something needs adjusting.

After the event, remove all decorations, tape and personal items before the teardown crew arrives.