Tent Questions

 

What size tent will I need for my function?

This is a very good question. There are a number of factors that affect the tent size for any given event. Our rental brochure provides some basic guidelines, however, a head table, stage, bar area, buffet line, gift tables, and dance floor all require additional space. We would be happy to assist you with choosing a tent size. If you call our office or visit our showroom we could design a tent layout specific to your occasion.

Do the tents have to be anchored to the ground?

South Western Ontario can experience extremely volatile weather patterns and wind conditions. Therefore, in every case the tent must be anchored with stakes, according to manufacturer's specifications. The preferred method of anchoring is to attach the tent to the ground with large metal stakes; in some cases we can secure the tent to permanent fixtures.

Can I have the tent erected on concrete or asphalt?

Yes you can, but we will have to drill holes into the asphalt/concrete to anchor the tent. In this case we would drill a hole that is approximately 1 1/2" in diameter. The stakes are then hammered into this pre-drilled hole. After the stakes have been removed an asphalt plug can be installed for an additional fee. These plugs are made of an asphalt compound, or of a quick set concrete and designed to adhere to the parking lot/cement  surface.

Do I have to locate the underground lines? And if so, who do I call?

Yes, this is EXTREMELY IMPORTANT. All under ground lines must be located prior to installation of the tent. All tents that we set-up must be anchored properly, this involves driving 24" to 42" stakes into the ground. These stakes could seriously damage underground utilities and could be both costly and hazardous. We require that you contact Ontario 1 Call approximately two weeks prior to your event.

They can be reached online at http://on1call.com/index.php/homeowners/

or by phone at 1-800-400-2255. They will come out and locate the buried utilities at no charge. However, Ontario 1 Call only locates Primary utilities up to the main property meter/connection, which include gas, electrical, water, and communication lines. They do not locate any Secondary lines, these are lines or utilities that were installed after the initial major services were put into place and they include lines to propane or gas secondary locations, secondary or privately run hydro, septic fields, underground sprinkler systems, and irrigation lines.

How much additional space is required when installing a tent?

The type of tent you rent will determine how much additional space is required. A frame tent requires an additional 5’ around the perimeter. If you are renting a 20’ x 20’ frame tent you should allow yourself a 30’ x 30’ area that is free of obstructions. If you are interested in a pole tent then it is suggested that you leave a minimum of 8’ to 10’ around the perimeter. For example, if you plan to rent a 40’ x 60’ tent we would suggest a clear, level area that is approximately 60’ x 80’. These additional allowances are strictly guidelines, if your space is smaller feel free to call the office and a site visit can be arranged

My back yard is sloped. Will you still be able to set up the tent?

If the ground has a major slope in it, it is probably not feasible to setup a tent. However, a good rule of thumb is to ask yourself if you would be comfortable sitting at a table for a meal. If you are not sure take a chair out to the area and move it around to all the various spots and try it out. If you feel comfortable in all the areas then it is possible to have a tent erected. If you have any doubts, it may be a good idea to have one of our staff members come out to do a site check.

I’m not really looking for a tent but I want something that attaches to my house, either from the eaves trough or the wall that nicely covers my sitting area.

The equipment we currently have in our rental inventory will not work for this particular application. However, we would suggest that you call a manufacturer that offers custom design and construction.

I am having a function at my house and I need some additional space. I would like to set up a tent on my deck. Is this possible?

Setting up tents on decks is something we do on occasion but we like to do a site visit prior to ensure that the tent will fit and there are no surprises when our installation staff arrives with the tent. Look over the available sizes in the Frame Tent section and if you feel one of them may work for your event, please contact the office and we will arrange to have a staff member come out and look at the area.

Can I install a 40’ x 100’ pole tent myself in order to avoid mileage charges?

It is our policy that only our trained staff set up pole tents and frame tents.

What determines whether or not I need a site visit?

Common sense normally dictates whether you require a site visit or not. If the space where you are planning on setting up the tent is large, flat and appears to be clear of any obstructions a site visit is probably not required. It is always a good idea to pace off or measure the area so you have a basic idea of its dimensions. If the space is irregular or if there are obstacles i.e. overhead lines, decks, gardens, trees, etc. in the way then a site visit is often recommended.

How far in advance do I have to place my order and do you require a deposit?

Once you have decided that you are going to require our services it is best to book right away as tents and other rental items are in limited supply. At the time of booking, there are three things that we require. When you place your order, we will require a non-refundable booking deposit to reserve the items, the signed rental agreement and a valid credit card number on file. Please note that the person that provides the credit card number must be the SAME person who signs the rental agreement. Once we have received these items your order will be confirmed. Any minor changes you make to the order will adjust the final balance owing; the non-refundable booking deposit amount will remain the same.  If you increase your order substantially, a subsequent non-refundable booking deposit will also be required.

Will I need a permit for my tent?

According to Ontario Building Code, a temporary tent permit is required for a tent or group of tents that cover more than 60 square meters (645 square feet) in aggregate ground area.  It is difficult for us to say whether or not a permit will be required for your specific tent event. As all districts and municipalities have different rules and guidelines pertaining to this, it is always best to check with the governing body in your area to see whether or not a permit will be required. Please keep in mind that often times in addition to the Municipal Building Department , the AGCO (The Alcohol and Gaming Commission of Ontario) 
http://www.agco.on.ca/en/whatwedo/permit_special.aspx ) and  the local Fire and Police Department in your area may also need to be made aware of your event.

 

Delivery/Pick-Up Questions

 

What size of vehicle do I need to transport rental items?

A pick up truck or cargo van are the most suitable vehicles however, you’d be surprised at what can be fit into other vehicles if necessary.   If you are also picking up tables and chairs it would be advisable to call our office and see if the vehicle you are planning to use is sufficient.

Is there a charge for delivery and pick up?


Delivery charges vary depending on your location and the amount of items and the value of your rentals.  If your rental order includes a tent that we are setting up, delivery and pickup charges are often included in the rental of  deliveries within a 40 km radius.. 
Will you deliver out of town?

Yes, but depending on location, a mileage charge or a set delivery charge will apply. Our mileage is charged per loaded kilometer.  


Does your staff require truck access to the setup site?

Depending on the style of tent you have rented the parts can be very heavy and difficult to carry long distances. Therefore, it is preferred that we drive right up to the site, drop off the required equipment, and then if needed, the truck can be removed. If truck access is not possible, we ask that you let us know in advance so we can plan accordingly.  Should the location of your event setup not be within a “reasonable” carry distance (i.e. not accessible by our vehicle), an additional charge will apply on a case by case basis.


What happens if I need my items delivered or picked up after regular business hours, on the weekend or on a Statutory Holiday?

Because we are in the rental business we understand that certain time lines must be met. In some cases our customers have no control over the set up and take down times. We try to be as flexible as possible when these situations arise, however, unconventional setup and dismantle times directly affect our labor costs. Under these circumstances these additional costs must be passed on to the customer.

I require my order to be delivered at exactly 2:00 PM on Friday. Is this possible?


During our peak season it is extremely busy on Friday’s and Monday’s, this makes it difficult to set an exact delivery or pickup time. One of our staff members is responsible for scheduling setup and takedown crews; he contacts our customers early in the week to arrange a mutually beneficial time. If unforeseen circumstances arise, which cause our staff to fall behind schedule, we do our best to inform the customer and keep them as up to date as possible. If it is absolutely critical that you meet a staff member at a specific time an exact delivery and pickup fee will apply.

Can you deliver rental items if I am not home?

Yes, but this is not preferred. We like the customer to be on site when the equipment is dropped off. This ensures that the rental items are dropped off and in the case of tents and dance floors, setup in the correct location. Upon delivery we require copies of the underground locates, and any outstanding balances to be paid in full.  This is also a good opportunity for our staff to double check the order and confirm the customer has received all the required items, at this point if there is a problem or any concerns they can be dealt with immediately. For these reasons we try to schedule setup and delivery times that are convenient for our customers.

I cannot wait for your staff to pickup the items after my event. Can I just leave everything stacked up in the yard?

It is not as crucial that the customer be on site for pick-ups. If a tent was rented, the customer may stack other items up inside the tent and our staff will take everything away. In this situation all of the equipment is sheltered from the elements. However, tables, chairs and linens are more susceptible to damage due to weather, therefore, it is not recommended that they be left out in the elements. Linens must not be stored in closed plastic bags or they will mildew.  The customer is responsible for replacement cost of any items damaged or lost while in their possession.

I am having a staff function at our office on the twentieth floor, will there be any additional charges for delivery and pickup?

Yes, our delivery and pickup rates are based on delivery to ground level. If the equipment has to be carried excessive distances, up or down stairs or into elevators additional charges will apply.


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Frequently Asked Questions