What You Should Know Before Renting a Tent For Your Outdoor Event
Updated: Jun 25
Hosting an outdoor event can lead to having to make many challenging decisions; "what should the theme be?" "how should I organize the food?" "what entertainment can I offer?" "what if it rains or storms" and "should I rent a tent?" are just some of the few decisions you'll have to make. While some of these decisions may seem difficult, there are some questions that have simple answers. Coldlron has decades worth of experience in the event management and event production industry. We know a thing or two about tent rental and we are here to share our tips with you.
Should I rent a tent?
This is a simple place to start. If you are hosting an outdoor event, the answer is simple, you should rent a spacious tent. We host numerous events throughout the summer and if there's one thing we know for certain about living in Cincinnati, it's that the weather is always unpredictable. One day the forecast reads 75° and sunny and the next it is 97° with high humidity and the next it's 65° and pouring rain. You can never be sure of what the sky will do, but you can guarantee your guests safety and comfort through renting a large, outdoor tent. Our Grade-A Tents not only provide shelter from rain and temperate regulating fans and heaters, but they also provide an ambiance with overhead lighting.
What type of tent is best for my event?
There are three main tents we have to choose from and all serve their own purpose. It's important to think about what type of tent or tents you'll need for your outdoor event.
Pole tents are the tents you see with large peaks on the top. The reason they have these peaks is because there are large poles holding them up from the inside of the tent. These tents are perfect for large spaces with many guests. Our pole tent sizes range from 1,600 square feet to 8,000 square feet. You must be able to stake these tents into the ground.
Click here to view our photo gallery of our Grade-A Pole Tents.
Frame tents are much different than pole tents. Rather than large poles forming peaks, they have a frame on the inside ceiling of the tent that keep it's shape up. These tents are also typically made for smaller purposes and work great as storage, meeting spaces, food storage, guest check-ins, etc. If your venue does not allow staking tents into the ground, this may be the perfect choice for you because you can use water barrels to support the weight of the tent from the outside.
Click here to view our photo gallery of our Grade-A Frame Tents.
Clear Top Tent
Our newest addition to our tent collection is the beautiful clear top tent. These tents are elegant, unique and add the perfect touch to nearly any event. You can still enjoy the starry night twinkling above you under these beautiful tents. However, in the summer, these tents collect more heat, therefore, they work best during the spring and fall.
Click here to view our photo gallery of our Grade-A Clear Top Tents.
If you're still not sure which tent would best suit your event, give us a call for our expert opinion!
What size tent do I need?
Determining the proper tent size can be tricky if you don't have previous event planning experience. Here's how we do it for a basic event set up - we give each guest at least 10 - 15 square feet of space. This is enough for dining/dancing/walking around and feeling comfortable. Therefore, if you have 100 guests, you'll need a minimum of 1,000 - 1,500 square feet for your tent to comfortably hold them. Now, if you have a stage, you'll need additional square footage for that, if you have dining facilities, you'll need extra space for the tables and lines that that will require. With this information, we can do some basic calculations to determine a tent that is the right size for you and your event!
So, decided to rent a tent for your next outdoor event? Here are the next steps.
1. Get your free quote now.
Call ColdIron Event Rentals at (513) 822-2951 or fill out a form to receive a free quote by visiting https://www.coldironeventrentals.com/contact.
2. Be prepared to answer questions about the venue.
There are a few things we have to cover to ensure that the tent we set up for you is perfect for your venue and your guest size. The first thing we always need to know is can we stake the tent into the ground? If so, that will not only save you space but also eliminate the need for the water jugs that you see in the photo above. These water jugs store 55 gallons of water to keep the tent supported. We also need to know if there are facilities we can use on site to fill these water barrels. This is important to eliminate the possibility of tents blowing over during bad weather. It's also important to know how big of a space you have for a tent. You may be able to have a larger tent on a big farm than you would in a backyard, for example.
3. Be prepared to answer questions about your desired event set up.
Do you plan to have a live band under the tent? A DJ? Maybe a place set up for speeches? No problem! We can also provide staging for your event. Will there be food service in the tent? We can also provide rental food service equipment such as tables, hot boxes, drink dispensers, and more. We will also need to know how many guests you expect to have under the tent and if you're planning a cocktail style event with guests standing or more of a formal dinner style seating. All of these details affect the needed size of the tent or tents for your event. It's important to have additional square footage for bands, food service, seating, cake tables, etc. You don't need to have the entire event layout planned before calling us, just have a general idea of what you want and we can help narrow it down to the right size.
We are ColdIron Event Rentals, Cincinnati's premier locally owned and operated event rental company. We have decades of experience in the event management, event production and event rental industry. Give us a call today at (513) 882-2951 or visit www.coldironeventrentals.com to learn more.
If you want to see some photos of tents at outdoor events for inspiration, visit our Pinterest page by clicking here!