Tent & Party Rental FAQ's

Tailored Events is located in Bloomfield and our service area includes Greater Rochester to Canandaigua and Geneva and the surrounding areas. We have tents, tables, chairs, dance floors, china, linens, flatware, catering equipment, and a variety of other items to meet all of your tent and rental needs. We can provide our customers in the Rochester and Finger Lakes area with rentals for their wedding, graduation, anniversary, corporate event, fundraiser, or backyard get togethers.

The other day a young woman from Rochester called with a question about the differences between a frame tent and a pole tent. I thought it might be a common question.

1.  What is the difference between a Pole tent and a Frame tent?

A pole tent has poles down the middle of the tent and has ropes and stakes that are driven into the ground around the outside of the tent.

Frame tents can be installed on any surface and have no poles down the center.

      Tent Types - How to Select the Right Tent for your Occasion

When you are considering renting a party tent for an upcoming event, you need to be familiar with the different tent types that are available so that you can select the tent that is best suited for your specific need and budget. There are essentially two categories of party tents: 1) traditional pole tents and 2) frame tents. What distinguishes one from the other is the installation process and the structural framework that is used to keep the tent upright.

Pole tents rely on center poles and a set of peripheral poles that are covered by a tent-top. The center poles are not driven into the ground but are held upright merely by tensioning a vinyl top over them and tightening the fabric by securing the top to the ground with ratchets, ropes and stakes. Because of the additional support that poles provide, traditional pole tents generally tend to cover much larger surfaces than standard frame tents.

Standard pole tents have a simpler external appearance. They must be installed on grass, asphalt or other suitable surface where stakes or anchors can be driven into the ground.

Unlike pole tents, frame tents are installed using interlocking bars that are joined together to form a rigid freestanding metal structure that supports the tent-top. Once the top and sidewall are attached to the metal framework, they produce an elegant enclosed area that is uninterrupted and free from center poles. Frame tents may require staking at the periphery but and can also be secured simply with weights. They are, therefore, somewhat more versatile than pole tents and can be installed on virtually any terrain type including decks and patios. If you have a modest budget and need a tent installed in a location where staking is not possible, standard frame tents offer a cost-effective alternative.

2. What size tent do I need?

The number one question when planning an outdoor tent event is; How big a tent do I need?  In order to judge your budget and space requirements, you have to know what size tent you will require.  Of course, Tailored Events has an experienced event coordinator to do this for you, but if you want to calculate your needs yourself here are some guidelines:

  1. Guest Count - If everybody's going to be seated at 60" round tables (this is the round table size that fits best in tents), you need 100 square feet per 8 guests. If you're seating them at long tables, you need 80 square feet per 8 guests. Example: 150 guests, divided by 8, comes to 18.75 round tables (if you don't get a whole number, round up). 19 x 100 = 1900 square feet.
  2. Head Table - Take the number of people you want to sit at the head table (including the bride and groom if you are having a wedding), and divide by 4. That's the number of 8' tables you will need to form the head table. Allow for 100 square feet per head table. Example: 12 person bridal party, divided by 4, is 3, 8' tables. Add 300 square feet to your tent size to accommodate for this.
  3. Buffet - Allow 100 square feet for each 8' buffet table. Usually your caterer will be the one to tell you how many buffet tables you need.To save square footage, you can always place the buffet on the dance floor and remove it after everyone is done eating.
  4. Will you need a Cake table, gift table, drink area, or DJ table?  Add 100 square feet for each additional table.
  5. Other items- Staging and dance floor. Both of these are going to take up real estate in your tent. For staging and dance floors especially, you need more than the actual size of these items, since nobody wants to sit two feet away from the stage. For Staging: Plan on using 16 sq. ft. per band member with a minimum of 64 sq. ft.  For dance floors: Take the number of guests and multiply by 2.5.  This will give you the square footage required for a dance floor.

Total square footage: Add up steps 1-5 and you will have the approximate square footage you need.

This number is the bare minimum square footage you need. If you get a tent smaller than this, you're going to be banging elbows all night.

Now that you know your square footage, all you have to do is match it up to the appropriate tent size. Remember, you can't go below the number you came up with. If you are right on the border, always go up. Here's a list of some of the most common tent sizes:

Tent Size

Square Footage

20x20                  400 sq ft

20x30                  600 sq ft

20x40                  800 sq ft

30x30                  900 sq ft

30x40                  1200 sq ft

30x45                  1350 sq ft

40x40                  1600 sq ft

30x60                  1800 sq ft

40x60                  2400 sq ft

40x80                  3200 sq ft

40x100                4000 sq ft

50x80                  4000 sq ft

40x120                4800 sq ft

50x100                5000 sq ft

60x90                  5400 sq ft

50x120                6000 sq ft

60x120                7200 sq ft

60x150                9000 sq ft

One other thing to consider when you are planning the size of the area that you want to place your tent in, is that pole tents require an additional 10 feet on all sides to accommodate for the stakes.  So if you are mapping out the area where you want to place your tent, be sure to add an extra 20 feet on the width and on the length to allow for the stakes. 

Tailored Events will do all this for you if you do not want to do this for yourself.  Call us and let us plan your event for you 585-657-4444.

3. How do I obtain an estimate for my event?

You can call our event coordinator at 585-657-4444, email us at info@TailoredEventsinc.com, or click on the Request a Quote Form tab at the top of any page. We will send you an estimate and answer any questions you may have.

4.  Do I have to pay a deposit to book my event? 

Yes, a 25% non-refundable deposit is required to guarantee your date and rented items for your event.

5.  When is final payment due?

Final payment is due 1 week before the delivery of your items.  You can pay by Check, credit/debit card, or cash. 

6.  When do you deliver and pick up my items?

If your party is on a weekend, we generally set up 1-2 days before your event depending on the start and end time of your event, type of event, and other scheduled deliveries.  There are many factors that determine our actual set up and take down schedule each week.  Generally we pick up items the day after the event.  We work to make times and dates as convenient as possible.  We strive to be flexible and to accommodate our customer’s requests. 

7.  Can we barbeque under the tent?

No, barbequing under a tent will damage our tents and also violates fire codes.

8.  What other things do you need to consider when renting items for
      your  event?

When installing a pole tent, you need to allow an extra 5 feet around the perimeter of the tent for setup.  The stakes of the tent will extend this distance beyond the tent. This means a 20 x 20’ tent requires a 25’ x 25’ area for installation.

In addition to allowing for area around the tent, you also need to consider things above the tent such as trees and utility lines. 

Speaking of utilities, Tailored Events you should call 811 Dig Safely NY to have your yard staked out for utilities before installing the tent.  This ensures we do not hit any underground utilities when driving stakes into the ground. 

9.  What about rental item security? 

Once the items are delivered, you are responsible for securing the area to prevent vandalism and theft to items.  Customers will be charged for any items not returned. 

10.  What about inclement weather?

Tents are not permanent structures. Therefore, under extreme weather conditions, they may need to be evacuated to ensure the safety of all your guests.  

11.  What are the Safety Guidelines for Inflatable Bounce Houses

Inflatables are a popular item for summer parties such as graduations, picnics, and even weddings.  There are some safety considerations to ensure that everyone has a good time and no one is injured.  Below are some tips to keep you and your guests safe when using a bounce house.

  1. Select an area clear of all structures, trees, overhead wires, stumps, rocks, animal droppings, etc.
  2. Tailored Events will anchor each corner of your inflatable when we install it.  Do not remove or modify any of the anchors.
  3. Leave the blower running continuously.  Never turn the blower off when someone is using the bounce house.
  4. Inflatables are designed to be used by children.  Adults are generally too heavy and could be injured or injure others. 
  5. Supervise children while they are using the inflatable.
  6. Group children by size.  Do not allow different size children in the inflatable at the same time.
  7. Limit the number of children in the bounce house at one time.
  8. Remove shoes and sharp objects before entering the bounce house.
  9. Do not perform flips, somersaults, or body slamming in the bounce house.
  10. No food or drink in the bounce house.  It becomes a choking hazard.
  11. Keep children away from the blower units.  Have children wash their hands and faes after using the bounce house.  

12.  What Tent Safety Recommendations should I observe?

  1. Tailored Events follows the tent manufacturer recommendations and safety guidelines when it comes to tent staking, set up, and installation.  Once installed, do not adjust tent components in any way.
  2. The utilities at the location of the tent set up should be clearly marked.  Do you have non-publically installed underground lines? If so, the lines may not be detectable by utility company equipment and may need to be marked separately.
  3. If you notice any changes to the tent structure such as sides flapping, tops sagging, straps loose, etc., notify Tailored Events immediately so the tent can be re-secured.
  4. A tent is a temporary structure that does not provide adequate protection from severe weather.  In the event of a storm, your guests should leave the tent and take shelter in buildings.
  5. In the event the tent is damaged in a storm, protect personal property in and around the tent.  

 

 

Pole Tent

Pole Tent

Pole Tent

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